Grad Student Support

Job Details

Posting End Date:
June 25, 2026 (Applications accepted until 11:59 PM on posting end date). Position End Date:
January 31, 2027.

Job Category:
Staff – Union, CUPE 2950 (Salaried – Grad Student Support
3). Compensation Range: $4,739.00 – $5,102.00 CAD per month.

Supports graduate students and administrative activities in the Department of Political Science, including admissions, award administration, scheduling, departmental operations, and front‑line support.

• Assist the Graduate Program Coordinator with inquiries, applications, admissions, scholarships, statistics, student lists, and scheduling coordination.
• Coordinate the graduate program admissions process, including selection, adjudication by the admissions committee, evaluation of transcripts, computation of averages, sending offers of admission, and handling acceptance, waitlist, and rejection notices.
• Explain and manage the admissions appeal process and provide timely responses to applicants.
• Provide front‑line assistance to current and prospective graduate students via email, phone, or in‑person, offering guidance on program policy, course selection, registration status, scholarships, employment, immigration, appeals, and related queries.
• Resolve complex issues and communicate with the Graduate Program Coordinator to identify solutions or referrals.
• Perform award administration duties, including distributing and collecting application materials, evaluating transcripts, and ensuring timely award distribution.
• Compile and organize annual progress reports, faculty assessments, and coordinate graduate thesis defence and comprehensive exam preparations.
• Assist with scheduling for graduate teaching, coordinate classroom allocations, and serve as back‑up scheduling support.
• Coordinate and supervise student appointments, ensuring pre‑hiring requirements and mandatory trainings are met; assist with onboarding and departure processes, and manage Work Day appointment processing.
• Collect Teaching Assistant workload agreements, configure Canvas access via the TASM interface, and act as departmental timekeeper for hourly payroll compliance.
• Reconcile departmental credit card purchases, liaise with the Arts Service Centre finance team on financial processing, and coordinate cost‑recovery operations.
• Act as backup to the Head’s Assistant for travel and financial processing for the Head and other faculty support.
• Make ad‑hoc room bookings, provide catering assistance, and manage hotel reservations for speakers.
• Maintain office supplies inventory, process mail, faxes, courier requests, and manage the photocopy machine and related cost tracking.
• Maintain the department’s email lists, telephone directory, office voice services, and handle key requests via the UBC Key Request System.
• Report maintenance issues, submit renovation requests, and monitor responses to building operations.
• Organize confidential administrative records (paper and electronic) and ensure compliance with the university’s record‑retention schedules.
• Act as receptionist and respond to telephone, email, and in‑person inquiries based on knowledge of programs and university policies.
• Perform other related duties as required.

• High school graduation and two‑year post‑secondary diploma; or equivalent combination of education and experience.
• Three (3) years of related experience.
• Willingness to respect diverse perspectives, including those in conflict with one's own.
• Demonstrates a commitment to enhancing one's awareness, knowledge, and skills related to equity, diversity, and inclusion.

• Ability to interpret and apply complex legislation, policies, regulations, and technical information.
• Ability to understand and apply policies, procedures, and instructions.
• Ability to maintain accuracy and attention to detail.
• Ability to compose correspondence, reports, presentations, and other written materials in clear concise business English.
• Ability to effectively manage multiple tasks and priorities.
• Ability to respond appropriately to inquiries in person, phone, and writing, and make appropriate referrals.
• Advanced proficiency in MS Word and MS…