Grad Student Support at University of British Columbia

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

Grad Student Support 2 (Gr 6)

Department

Academic Support | Department of Theatre and Film

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

July 5, 2026

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

Job End Date

Ongoing

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

This position works autonomously to support the graduate programs of the Department. This position will provide moderately complex information regarding admissions, registration, and personal and wellbeing issues as they relate to academics. They are responsible for handling student inquiries and must resolve moderately complex problems, making appointments with advisors, when required. This position will assist with departmental administrative support. This will include event planning, office asset management, and will oversee graduate work assigning (GAA, TA, GRA). This position is onsite and in person five days a week.

Organizational Status

Reports to the Department Administrator with direct supervision from the Department Academic Administrator/Advisor. This Grad Student Support also works closely with faculty, staff, postdoctoral fellows, and teaching assistants, and liaises with Arts Advising, Enrolment Services and other on-campus student support service units.

Work Performed

• Answers moderately complex in-person, telephone and e-inquiries from students regarding issues such as admissions, registration, application processes, student records, fellowship deadlines, and the interpretation of complex University regulation

• Assists graduate students who are having difficulties, referring as appropriate

• Serves as the resource person for faculty, staff and students with regard to graduate student policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation, and other related matters.

• Evaluates graduate transcripts, including international transcripts, against admission requirements, based on faculty policy

• Advises prospective domestic and international graduate students regarding University admissions requirements, deadlines and application processes, referring complex inquiries appropriately.

• Assists with graduate level application submission, including liaising with referees and Graduate and Postdoctoral Studies

• Annually records and submits graduate student award funding forms to the Faculty of Graduate and Postdoctoral Studies, processing ad hoc funding as required.

• Tracks graduate student progress, including any required leave documentation, visa extension, advancement to candidacy, comprehensive examination completion and thesis defense procedure

• Performs graduate award administration duties such as distributing application materials, providing information on application deadlines, evaluating transcripts, and collecting and compiling completed application materials for distribution to a committee for review and ranking

• Compiles, schedules and publishes graduate course offerings, coordinating with faculty and staff as required. Provides administrative support to the Department’s timetable representatives by using a variety of programs to verify course parameters for accuracy during yearly scheduling periods. Assists in the moderately complex process of course scheduling in Scientia.

• Performs processing duties related to graduation, such as creating checklists for graduate student graduation, and liaising with the Records department to resolve problem situations

• Acts as HR analyst for the graduate program, initiates various student appointments in Workday, including but not limited to: the appointment and reappointment of teaching, research and academic assistantships through a multi-step hiring process.

• Tracks preference for Teaching Assistant positions year over year to ensure adherence to union requirements.

• Maintains all student employee personnel data in Workday, as well as electronic files in the program’s database.

• Assists with departmental event planning, including organizing catering and coordinating event scheduling with front of house staff

• Completes office administrative tasks, including ordering office supplies, updating contact information, and participating in health and safety tasks as required

Consequence of Error/Judgement

This position requires a thorough knowledge of office procedures, regulations, software and technology. Uses initiative, interpretation, and/or ingenuity to identify potential or actual problems, investigate causes, and resolve problems. Frequently resolves moderately complex problems, and occasionally resolves complex problems, requiring interpretation of UBC and department policies and practices.

Errors in work may impact the student experience as well as the success of the program. Attention to detail is vital in this position as errors in judgment may result in damage to the reputation of the University and the Psychology department.

Supervision Received

Works independently with general direction from the Academic Administrator. Work is reviewed in terms of achievement and effectiveness of the graduate program.

Supervision Given

Trains new staff on work procedures related to the graduate program, and oversees work of up to five student employees (academic assistant, course coordinator and WorkLearn student employees).

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

Ability to effectively use Word, Excel, Outlook, and databases at an intermediate level. Prior experience working in an academic unit and in a student-facing role preferred. Familiarity with the UBC Theatre graduate program is an asset. Ability to learn new technology. Ability to identify and correct missing and incomplete data. High attention to detail, organized with excellent communication and planning skills. Ability to work under pressure and manage a number of projects concurrently. Effective diplomatic and interpersonal skills; highly effective communication in group situations. Ability to understand and apply policies, procedures, and instructions. Ability to analyze and redesign workflow/business processes to make them more efficient and effective. Ability to listen actively and attentively and obtain clarification as required. Ability to approach interactions with an awareness of sensitive issues. Ability to exercise tact and discretion. Ability to develop and maintain cooperative and productive working relationships. Ability to prepare complete, concise, and understandable documentation. Ability to respond appropriately to inquiries in person and in writing and make appropriate referrals. Ability to anticipate problems and issues and plan ahead