Advisor & Senior Program Assistant

Staff
- Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried
- Sr Program Asst-Gen (Gr8) Job Title Advisor & Senior Program Assistant Department Academic Services & Engagement | Department Mechanical Engineering | Faculty of Applied Science Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date September 23, 2026

Note:

Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date December 31, 2027

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.

The Faculty of Applied Science is currently going through a large business transformation and this role is a temporary position to support the Department of Mechanical Engineering throughout the transition. The Department of Mechanical Engineering is a mid-sized academic unit on the Vancouver Point Grey Campus, on the unceded traditional territory of the Musqueam people. It has more than 500 undergraduates, 200 graduate, 40 faculty, and 20 core staff.

It Is known for outstanding learning opportunities at both the undergraduate and graduate level, and as a fulfilling and welcoming place to work. All of our work is shaped by our values: professionalism and integrity; scholarship and teaching excellence; commitment to students; partnerships and collegiality; initiative, innovation, and willingness to change; community, the environment, and sustainability. We hold these values as an integral frame of reference to inform our decisions and actions at every level and in every situation.

Under minimal direction, this position is responsible for project execution, advising, administrative, and coordination functions related to both graduate and undergraduate students, programs, and options within the Mechanical Engineering Department.

• Provides advising to students in all programs overseen by the Department of Mechanical Engineering, making recommendations on course selection and sequence in order to meet student goals and graduation requirements. Tracks all student interactions in OAMS, and enters reports into Early Alert when necessary. Follows up on student cases as required.
• Facilitates a holistic view in students of academic and career plans in order to balance academic, professional, social, and personal demands, initiating regular dialogue with students on issues such as the number of hours a student works, how many classes s/he takes, the number of hours of study needed while balancing other social and personal commitments.
• Interprets and advises on University, Faculty of Applied Science, and Mechanical Engineering policies and procedures as they apply to individual student programs, and acts as a resource for faculty and staff on a variety of issues. Identifies gaps or opportunities to develop policies and/or procedures within the department to better serve students or make delivery of programs more efficient.
• Identifies students in crisis, either personal or academic, and advises about academic options and/or personal support services. Refers to appropriate campus units such as Counselling Services, Student Health Services, Centre for Accessibility, etc.
• Assists students with resolving registration issues, including conducting conflict and pre-requisite checks to ensure eligibility. Tracks admission and registration statistics, monitors academic records and progression, manages student forms, produces reports, class lists and transcripts as required. Maintains student records and files. Organizes long term file management and storage for the office.
• Manages student concession requests, including handling sensitive cases with a high level of discretion and tact. Works with individual instructors to compile database of appropriate concessions for each course and manages all communication with individual students.
• Performs graduation checks and participates in graduation adjudication for undergraduate students. Checks transcript and student file prior to defense to ensure that all credit and special requirements have been met. Ensures that all graduation documents are processed and grades submitted on time for graduate students. Forwards confirmation of completion to the Faculty of…