Grad Student Support 2 (Gr 6)
/Job Title:
Grad Student Support 2 (Gr 6)
Organization:
UBC Theatre and Film
Deadline:
Jul. 5, 2026
Organization Description:
The Department of Theatre and Film at UBC is a community of faculty members, practitioners, students, research and support staff, all working together to advance the study and practice of theatre and film. We are located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people.
UBC is a global centre for teaching, learning and research, consistently ranked among the top public universities in the world. UBC embraces innovation and transforms ideas into action. Since 1915, UBC has been opening doors of opportunity for people with the curiosity, drive and vision to shape a better world.
Website:
Job Description:
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.
Responsibilities:
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
Qualifications:
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
How to Apply:
Read the full posting and apply here: https://ubc.wd10.myworkdayjobs.com/ubcstaffjobs/job/UBC-Vancouver-Campus---Vancouver-BC-Canada/Grad-Student-Support-2--Gr-6-_JR24992
Remuneration:
$4,449.00 - $4,676.00 CAD Monthly
