Program Assistant Jobs in Kelowna, BC (NOW HIRING)

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 Description

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 provides a broad range of confidential administrative and operational support for the Faculty's graduate programming, including the course-based Master of Management (MM) program, as well as 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 role supports graduate admissions, student records and progression, registration, academic coordination, communications, and graduate-related operational activities. The position also works closely with the College of Graduate Studies, Enrolment Services, faculty members, students, and external partners to support an exceptional graduate student experience.

Organizational Status

This position reports to the Associate Director, Programs and Curriculum and works closely with the Associate Dean, Professional Graduate Programs, faculty members, and staff supporting graduate and research activities.

The position liaises regularly with the College of Graduate Studies, Enrolment Services, Student Information Systems, Information Technology, the Centre for Teaching and Learning, and other university administrative units.

Work Performed

Graduate Program Administration and Student Support

• Provides information and administrative support to current and prospective graduate students regarding admissions, registration, course planning, degree requirements, policies, and procedures.
• Supports admissions processes for the Master of Management program and assists with administrative coordination for research-based graduate trainees supervised by Faculty of Management faculty members.
• Reviews applications using established criteria and supports preliminary assessment processes, escalating unusual or complex cases as appropriate.
• Assists with course registration, timetabling coordination, and student records management.
• Tracks student progression, graduation requirements, and key academic milestones.
• Maintains accurate graduate student records, databases, and files in accordance with university policies and procedures.
• Communicates important dates, deadlines, and program-related information to students.
• Supports graduate orientation activities, recruitment initiatives, convocation preparation, and student engagement events.
• Assists with scholarship, award, and funding-related administration as required.
• Coordinates administrative aspects of graduate student exams, presentations, and related meetings.
• Supports the preparation and coordination of graduate-related reports, data requests, and accreditation-related information.
• Provides administrative coordination support related to faculty research and graduate trainee activities.
• Supports graduate trainees with onboarding and administrative coordination.
• Coordinates meetings, schedules, agendas, minutes, and related documentation for graduate program activities.
• Liaises with university service units to support classroom technology, online learning, and operational requirement for the Faculty's graduate programs

Operational and Administrative Support

• Maintains graduate program procedures, forms, templates, and communications materials.
• Assists with website and content updates related to graduate programming.
• Supports curriculum and senate-related administrative processes as required.
• Assists with data tracking, reporting, and process improvement initiatives related to graduate programming and student services.
• Provides general administrative support for Faculty graduate and research operations.
• Performs other related duties as required.

Consequence of Error/Judgement

This position exercises judgment within established university policies, procedures, and guidelines. Accuracy, discretion, professionalism, and attention to detail are essential, as the role works with confidential student and academic information.

Providing inaccurate information or failing to meet critical deadlines may negatively impact student progression, admissions, academic records, operational effectiveness, and the student experience.

Supervision Received

This position reports directly to the Associate Director, Programs and Curriculum, but works independently on a day-to-day basis with minimal supervision. Overall objectives are determined in consultation with the Associate Dean, Professional Graduate Programs.
Supervision Given

This position does not supervise any other employees.

Minimum Qualifications

• Undergraduate degree in a related field. Over two years' experience or an equivalent combination of education and experience is required.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
• Demonstrated commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Higher levels of proficiency in MS Office software, including Word, Excel, PowerPoint, Outlook, Adobe products.
• Demonstrated ability to manage data across a range of proprietary software platforms.
• Strong attention to detail, accuracy, and presentation of information.
• Excellent customer service skills are essential.
• Effective oral and written communication, problem-solving, interpersonal, multitasking and organizational skills.
• Knowledge of university policies and procedures an asset.
• Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.
• Ability to work both independently and within a team environment, exercising tact and discretion when handling sensitive or confidential issues.