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. 

Job Summary
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. 

The Advisor & Senior Program Assistant serves both undergraduate and graduate students within the Department of Mechanical Engineering, and interfaces with first year and prospective students interested in the Mechanical Engineering or the Naval Architecture and Marine Engineering program.  

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. Major areas of responsibility include advising and registration for all students in the B.A.Sc, M.A.Sc, and 
Ph.D programs overseen by Mechanical Engineering; timetabling coordination; graduation 
checks and adjudication; undergraduate option admissions coordination; graduate admissions processing; and coordination of student-focussed events. This position also provides shadow coverage for the other CUPE position(s) within the Mechanical Engineering Student Services area, and administrative support to the Manager, Student Services. 
 
The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.

Organizational Status
Reports directly to the Senior Manager, Academic Services & Engagement.  Works closely with the Associate Heads and with Option and Program Coordinators/Directors in matters relating to their specific initiatives.  Works in close collaboration with other support staff in the Mechanical Engineering office and within the Department as a whole.  Liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of duties. Formally trains new staff on work procedures and/or oversees work of students and staff. 

Works independently within general guidelines. 

Work Performed
Student Advising & Registration 

- 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 
Graduate & Postdoctoral Studies. 
- Updates and maintains student advising resources (both digital and print) for undergraduate students and graduate students.  
 
Program Support 

- Provides general administrative support to the Mech 2 program, including administration of online content management courses, compiling and summarizing data, coordination of Mech 2 activities and field trips, scheduling, and the collection/organization of documentation and student forms. 

- Serves as one of the Departmental Timetable Representatives (TREP). Schedules courses and books classrooms, and works with other departments and Engineering Academic Services to coordinate course offerings for MECH. Enters requests for final exams. Processes ad-hoc booking requests for faculty and staff in relation to courses. 

- Answers enquiries by phone or email, and provides accurate and timely referrals to other staff members or other units when appropriate. Works independently to locate and communicate information for enquiries from students, faculty, and staff. 

 - Coordinates events and activities related to the department, including student recognition events, outreach events, departmental activities, and recruitment events. Represents the Department, as required, at formal internal and external events, including on and off campus information sessions, recruitment fairs, and special events. 

- Coordinates all aspects of the application and interview process for all options within the Mechanical Engineering undergraduate program. 

- Participates in the selection of students for department and university scholarships and awards. Helps to identify candidates to be nominated for awards and bursaries based on leadership or extracurricular involvement criteria. 
- Provides graduate admissions and awards support during peak application/admission season, as required. 

- Responsible for the input and accuracy of all course and instructor information relating to the Student Experience of Instruction process.   

- Manages the ongoing collection of syllabi and archived course material for every course per term for web posting and long term storage. 
- Creates, compiles, and maintains organizational and procedural documentation. Assists with the creation of reports on activities, designing and implementing surveys of activities and performing statistical analysis. Performs literature searches, evaluating data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes. 
- Liaises with Engineering Student Services, Engineering Co-op, and other on or off campus 
stakeholders, as required. 
 
Other Duties 

-May participate on department safety committee, undertaking safety related tasks and duties, at the request of the Department Head. Serves as a building warden responsible for directing people to designated exits and safe areas in the event of an emergency situation. The Department will provide appropriate training. 

-Provides general day-to-day support, as required, to the Manager. Performs other tasks in keeping with the level, as required. Provides shadow coverage for the other CUPE position(s) within the Student Services area. 

Consequence of Error/Judgement
Exercises judgment and tact in dealings with students and others. Poor performance would 
contribute to inefficient operation, poor service, and ineffective programming, thereby affecting 
the reputation and credibility of the Department and the University. Lack of accuracy in work 
could result in damaged relations with stakeholders. 
 
Advising impacts the quality of the student experience. Misinterpretation of policies or program 
requirements could cause serious problems for students in reaching their educational objectives, 
may delay admission, advancement, or graduation, and damage the reputation of the department. 

Supervision Received
This is a responsible position where a high degree of accuracy, maturity and initiative is 
expected. Works independently under broad direction. Work is performed within authorized 
prescribed limits and/or an approved plan. Exercises independent judgement in selecting and 
interpreting information, and reconciling deviations from standard methods. Job tasks are 
governed generally by broad instructions, objectives, and policies, usually involving frequently 
changing conditions and priorities.

Supervision Given
Formally trains new staff on work procedures and/or oversees work of students and  
staff.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four 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

• A cover letter is required when applying for this position.  

• 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. 

• High School graduation and two years post-secondary education and 4 years related experience or the equivalent combination of education and experience. 

• A thorough knowledge of university policies and procedures related to undergraduate and graduate programs and students; knowledge of the Mechanical Engineering program and student culture is an asset;  

• Knowledge of how to use UBC systems (Workday, AAP, Blue) is strongly preferred.  

• Ability to synthesize information from several sources to provide answers to student queries. 
  Experience with event planning and supervising student staff and volunteers  

• Strong organizational, planning, and problem-solving skills; ability to plan proactively;  

• Ability to exercise logic and critical thinking; good judgment and initiative; attention to detail and a high degree of accuracy in work;  

• Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office; 

• Strong writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors;  

• Ability to use word processing, spreadsheet, database, presentation and web publishing applications at an intermediate level is required. 

• Must be able to adapt to new software programs; Adobe Creative Suite,  Canvas and Microsoft Sharepoint would be an asset; 

• Advanced interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions; ability to exercise tact, confidentiality, and discretion; 

• Ability to work both independently and within a team environment;  

• Ability to prioritize and work effectively under pressure to meet deadlines.  

• Ability to take and transcribe minutes; Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for virtual appointments, a photocopier and scanner; 

• Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).