Graduate Programs Assistant - UBC, Kelowna, BC

AI Summary

This Graduate Programs Assistant role at UBC Okanagan Campus in Kelowna, BC, provides essential administrative and operational support for the Faculty's graduate programming. Key duties involve assisting with graduate admissions, student records, registration, and academic coordination for various Master's and PhD programs. Candidates should possess an undergraduate degree in a related field with over two years of experience. Strong proficiency in MS Office software and excellent customer service skills are required for this support position.

About the Opportunity

The University of British Columbia (UBC) is seeking a dedicated Graduate Programs Assistant to join the Faculty of Management at its Okanagan Campus in Kelowna, BC. This vital administrative support position is integral to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff, and students. The role provides a broad range of confidential administrative and operational support for the Faculty’s graduate programming, encompassing both the course-based Master of Management (MM) program and support for graduate trainees affiliated with UBC Okanagan Interdisciplinary Graduate Studies (IGS) research-based Master’s and PhD programs supervised by Faculty of Management faculty members. The incumbent will play a crucial part in supporting graduate admissions, student records and progression, registration, academic coordination, communications, and various graduate-related operational activities. This position works closely with the College of Graduate Studies, Enrolment Services, faculty members, students, and external partners to ensure an exceptional graduate student experience, providing essential information and guidance throughout their academic journey. The ongoing nature of this role highlights UBC's commitment to sustained support for its academic programs.

Key Responsibilities and Qualifications

The Graduate Programs Assistant will be responsible for providing comprehensive information and administrative support to current and prospective graduate students concerning admissions, registration, course planning, degree requirements, policies, and procedures. This includes supporting admissions processes for the Master of Management program and assisting with administrative coordination for research-based graduate trainees supervised by Faculty of Management faculty members. The role involves reviewing applications, assisting with course registration and timetabling coordination, tracking student progression, and maintaining accurate graduate student records and databases. Communication of important dates and program-related information to students is also a key duty. Further responsibilities include supporting graduate orientation activities, recruitment initiatives, convocation preparation, and student engagement events, along with coordinating administrative aspects of graduate student exams and presentations. Operational and administrative support tasks involve maintaining graduate program procedures, assisting with website updates, and supporting curriculum-related processes.

Candidates must possess an undergraduate degree in a related field and over two years of relevant experience. Higher levels of proficiency in MS Office software, including Word, Excel, PowerPoint, and Outlook, are required, alongside demonstrated ability to manage data across proprietary software platforms. Strong attention to detail, excellent customer service skills, and effective oral and written communication are essential for this support role. Knowledge of university policies and procedures is considered an asset, enabling the successful candidate to navigate complex administrative landscapes and provide accurate information. The ability to work both independently and collaboratively within a team environment, exercising tact and discretion when handling sensitive or confidential student information, is paramount.