Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Grad Student Support 2 (Gr7)
Job Title
Program Assistant
Department
Administrative Leadership | Department of Microbiology | Faculty of Science
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
May 11, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
Provides assistance to the Graduate Faculty Advisor, Undergraduate Faculty Advisor, faculty, associate members and students in the Department of Microbiology & Immunology (MBIM). Acts as liaison between students, faculty, staff and the Office of Graduate & Postdoctoral Studies.
Responsible for a variety of complex tasks and development of systems in connection with the administrative and coordinating functions associated with student programs. Advises applicants on admission requirements and procedures and application decisions. Provides on-going guidance and support to students from their date of application to their degree completion. Keeps up to date ensuring a thorough knowledge of Departmental and UBC Office of Graduate & Postdoctoral Studies.Provides support for program and department level Finance.
Organizational Status
Acts as Assistant to the Faculty Graduate Advisor, Faculty Undergraduate Advisor, Graduate Programs Manager and Undergraduate Program Manager in the administration of the student programs.
Administrative supervision received from the Director of Operations. Work direction from Graduate Program Manager and Undergraduate Program Manager.
Work Performed
- Resource person for applicants to the department of Microbiology and Immunology’s undergraduate and graduate programs.
- Resource person for students, faculty, staff and associate members regarding academics, appointments, finances, grants, fellowships, scholarships, etc.
- Record and track students’ academic progress to ensure that all program requirements and deadlines are met.
- May participate in recruitment projects such as recruitment fair and information session to promote program as well as attract high-caliber graduate students.
- Produce reports, when required.
- Assist Finance Manager to process departmental cheque deposit, student and external faculty reimbursements.
- Analyzes, troubleshoots, investigates appropriate solutions to resolve Workday errors and issues.
- Other duties as required.
Student Appointments
- Responsible for maintaining and updating financial summary/breakdown for each student
Responsible for the administration of over 100 GRAs and GTAs.
Graduate Research Assistant (GRA):
- Prepares appointment notices for Graduate Research Assistantships including tracking changes, cancelations, terminations, stipend adjustments and costing allocations changes as needed. Ensures international students hold valid employment authorizations. Forwards reminders of appointment notices for Worktag approval by appropriate faculty member.
Graduate Teaching Assistant (GTA):
- Ensures students have fulfilled mandatory TA requirement(s) for their designated program. Prepares Graduate Teaching Asst. appointment forms. Maintains and uploads TA responsibility forms to Workday
Admission to M.Sc. or Ph.D program
- Processes and reviews completed applications, including transcripts, to determine eligibility based on Department and Graduate Studies Policies and Procedures.
- Processes application files, calculates GPA for acceptance or rejection.
- Update applicant spreadsheets and monitors admission-related information on the MBIM webpage, ensuring accuracy and accessibility of info for prospective students.
- Generates admission and financial commitment letters to pre-admitted graduate students
- Maintains contact with prospective students keeping them abreast of the admissions process, including transcripts, references and immigration documents.
- Confirms IRCC verification for all international student admissions; extensions
- Refers complex problems to the appropriate Advisor.
Graduate Scholarships
- Informs faculty and students of scholarships, fellowships and awards, and supports the preparation of s nomination packages for the Graduate Scholarship Committee. Supports the collation of award nominations to the Office of Graduate & Postdoctoral Studies.
- Informs all faculty and students and undergrad advisor of application procedures; collates related documentation at the undergraduate, graduate and postdoctoral levels; ensures applications and documentation are complete. Calculates grade point averages. Prepares ranking sheet and application packages for submission to Office of Graduate & Postdoctoral Studies.
- Identifies eligible students for post-graduate awards (Governor General’s Award, Canadian Graduate Student Microbiologist of the Year, etc.) and coordinates assembly of application packages.
Data Base Maintenance
- Maintains excel spreadsheets to provide timely, accurate statistics for students, including stipends, scholarships, student information, appointments.
- Updates the Graduate Program Office (GPO) Manuel to incorporate Graduate program policies, Payroll procedures in workday
- Updates graduate student database as needed, monitors information on MBIM web pages and updates Department portal.
- Maintains registration for all MSc & PhD students in Workday Student for the duration of their program.
- Maintains record of committee meetings, committee members in database.
- Investigates and resolves student registration problems with support from the Graduate Program manager
Comprehensive Exams
- Reminds students and faculty of comprehensive examination deadlines and procedures. Secures chair for comprehensive exam.
- Monitor comp exam outcomes and recommendations of Chair are completed
Reviews
- Monitors graduate student progress towards degree completion and reports these as necessary for action by Graduate Advisor/faculty members/ & the Office of Graduate & Postdoctoral Studies.
- Reviews academic progress reports to ensure that prerequisites for progression or for graduation are met.
- Handles requests for the department, e.g., course changes, leaves, extensions, transfers, transfer credit, change of grades, etc. and forwards these with recommendations to the Office of Graduate & Postdoctoral Studies.
- Maintains registration for all MSc and PhD students for the duration of their program.
- Monitors updates for the department website; Monitors yearly updates to the academic calendar
M.Sc. and Ph.D. Oral Examinations
- Remains current on policy and procedures governing PhD final oral exams and theses submission.
- Ensures, that students have met all degree requirements.
- Submits final MSc grades FGST in WD student
- Ensures that students complete all required paperwork to submit their thesis to cIRCLE plus their “Application to Graduate”. Arranges binding of thesis for student.
Undergraduate Student Support
- Responds to a variety of written, e-mail and oral inquiries of an interpretive nature requiring a thorough knowledge of the undergraduate program and University policies and procedures
- Supports course scheduling under guidance from Undergraduate Program Manager.
- Administers Scholarship of Teaching and Learning (SoTL) funds; tracking applications and usage of funds
- Coordinates with MBIM teaching faculty and course coordinators for general course administration.
- Graduation adjudication and running program checks for students planning to graduate.
- Administers and maintains TA evaluations for dept
- Provides administrative support for social functions related to student engagement, such as workshops, townhalls and events.
- Administrative support for course administration, when required.
- Scheduling invigilation, when required.
- Supports administration of academic misconduct cases, where required.
Finance Support
- Deposit cheques and cash for the department, review cheque/cash with grant cash ledger, record cash sales in Workday, complete Accounting Journal Adjustment Form, prepare the deposit package and deliver cheque/cash to UBC Finance department.
- Student reimbursements of travel or non-travel expenses, review receipts and supporting documents, create expense report and track reimbursement.
- Supports external reimbursements for visiting faculty including creating supplier in Workday, reviewing expense documents, requesting cheque or EFT/ACH set up.
Consequence of Error/Judgement
The impact of errors in this position is extremely serious in that it can adversely affect student admission to the graduate programs, university standing, entry to the course, and degree completion. Such errors may also impact on administrative efficiency within the Department and on it’s interaction with the Office of Graduate & Postdoctoral Studies, and may have financial implications on faculty project/grant support of GRAs.
Supervision Received
Works independently under administrative direction of the Graduate Advisor, Undergraduate Advisor and Director of Operations.
Supervision Given
The staff member will supervises temporary student workers
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus three years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Computer experience required Word, Excel, Access, SIS and electronic mail applications preferred.
Knowledge of university policies and procedures relating to graduate programs preferred. Effective oral and written communication, interpersonal and organizational skills. Ability to operate normal range of office equipment. Ability to use word processing, spreadsheet, database and electronic mail applications at an intermediate level. Ability to compose simple, clear, concise business letters. Ability to maintain accuracy and attention to detail. Ability to work independently and as a member of a team. Ability to exercise tact and discretion. Ability to prioritize work and to meet deadlines.
