Program Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title
Program Assistant

Department
Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range
$4,582.00 - $4,816.00 CAD Monthly

Posting End Date
October 12, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date
January 31, 2028

This is a leave replacement for a fixed term duration.

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

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with approximately 1,000 undergraduate and 400 graduate students. The Program Assistant provides day-to-day administrative support to students, faculty supervisors, and the department’s administrative leadership.

The role is responsible for supporting graduate admissions, advising, awards, records, student engagement activities, and human resources processes. In addition, the position contributes to general administrative and reception support within the administrative services office. The Program Assistant ensures that departmental processes are accurate, timely, and consistent with UBC policies, procedures, and collective agreements, while delivering high-quality service to students, faculty, staff, and visitors.

Organizational Status

The Program Assistant works under the day-to-day supervision of the Manager, Business Operations. The incumbent collaborates closely with other HR and student services staff, the Associate Head for Graduate Affairs, and other departmental administrators.

Work Performed

Human Resources

• Processes student and research appointments, reappointments, and terminations in Workday; maintains costing, pay, and position details.
• Provides routine guidance on HR procedures and Workday processes.
• Supports faculty and staff recruitment through interview scheduling and related logistics.

Graduate Admissions

• Provides admissions information and guidance to applicants.
• Reviews and prepares application files for faculty and committee evaluation.
• Drafts standard admission correspondence and maintains up-to-date admissions and orientation materials.

Graduate Program Support

• Responds to inquiries from current and prospective students in person, by phone, and by email, providing information on departmental and university policies and procedures.
• Assists with course registration, manual enrolments, thesis defences, and annual progress tracking.
• Monitors student progress to ensure timely completion of degree requirements.
• Coordinates logistics for departmental graduate student events, including orientation (September, January) and graduation (November, May).
• Assists with planning and delivery of workshops, seminars, and other student-focused activities.
• Provides administrative support to recognized student groups for events (e.g., booking rooms, posting announcements).
• Shares information about seminars and events of interest to graduate students.
• Assists with the administration of departmental awards: manages deadlines, reviews applications, prepares files for committee review, and communicates results.
• Compiles statistics, prepares reports, and ensures timely submission of grades and graduation documents.
• Reviews and updates graduate program content on the departmental website.

Reception and Administrative Support

• Provides front desk and general administrative support for various service requests, such as building access, room bookings, mail distribution, scheduling meetings, meeting minutes and catering orders.
• Uses a web-based ticket tracking system to log and manage service requests.
• Provides back-up coverage for other administrative staff as required.
• Performs other administrative tasks consistent with the classification as required.

Consequence of Error/Judgement

The Program Assistant is responsible for ensuring accurate and timely processing of graduate program requirements, student records, HR transactions, and reception services. Errors in admissions, awards, or records may delay student progress, affect eligibility for funding, or negatively impact graduation outcomes. Errors in HR processing or payroll may result in pay inaccuracies, breaches of policy or collective agreements, or reputational harm to the department. As a first point of contact for graduate students and visitors, professionalism, discretion, and tact are essential. All work requires strict confidentiality in compliance with the Freedom of Information and Protection of Privacy Act (FIPPA).

Supervision Received

Reports to the Manager, Business Operations, with additional direction from the Associate Head, Graduate Affairs, and other departmental staff as required. Day-to-day work will be assigned and reviewed by the HR Coordinator and the Graduate Programs Coordinator.

Supervision Given
May provide orientation and on-the-job training to new or temporary staff on routine work procedures.

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

• Knowledge of UBC’s graduate student policies and procedures would be an asset.
• Experience with HR or payroll processing in a large organization would be an asset.
• Familiarity with Workday or other enterprise systems would be an asset.
• Strong organizational and time management skills with attention to detail.
• Proficiency with Microsoft Office and student information systems (e.g., SISC, Workday).
• Ability to communicate effectively verbally and in writing with diverse audiences.
• Ability to work both independently and collaboratively within a team.
• Ability to perform basic arithmetic.
• Ability to accurately process HR transactions and administrative requests within required timelines.
• Ability to accurately gather, organize, and summarize information.
• Ability to apply generally accepted accounting principles in an appropriate manner.
• Ability to enter, retrieve, correct, and interpret job-related data.
• Ability to provide quality service to faculty, staff, students and others in a courteous, patient manner.
• Ability to listen actively and attentively, and obtain clarification as the need arises.
• Ability to maintain accuracy and attention to detail.
• Ability to identify and correct missing and incomplete data.
• Ability to effectively use job-related software (e.g., Mac OS, Microsoft Office, Google Calendar, Zoom, internet and email) at an intermediate level.