Graduate Program & Extended Learning Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Hourly - Grad Student Support 3 (Gr8)

Job Title

Graduate Program & Extended Learning Coordinator

Department

Administrative Leadership | Institute for the Ocean and Fisheries | Faculty of Science

Compensation Range

$31.18 - $33.57 CAD Hourly

Posting End Date

September 1, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

August 25, 2026

 

 

This is a leave replacement for a fixed term duration.

 

 

This is a leave replacement for one-year with the possibility of extension.

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 Graduate Program Coordinator is responsible for the administration of the Oceans and Fisheries (OCF) Graduate Program & Extended Learning within the Institute for the Oceans and Fisheries (IOF). This position acts as Coordinator to the Graduate Advisor and Graduate Committees in both the admission of graduate students and the day-to-day administration of the MSc and PhD graduate student programs. Including advising prospective students, admissions, awards, interpretation of policies and procedures and the day-to-day administration of over 60 MSc and PhD students. They coordinate the extended learning programs within the IOF, including Future Global Leaders, Vancouver Summer Program and Micro-certificate Programs, assisting in the coordination of marketing, business development, planning and execution of the non-degree related courses

Organizational Status
Reports to the Manager, HR & Operations and works closely with the Graduate Advisors and the Graduate Committees to improve work flow and build on the graduate program’s strengths.

Work Performed

Graduate Program Coordinator (60%)

Oversees the career progress of ~250 graduate students by monitoring academic grades, student appointments, awards and scholarships, program milestones, thesis submissions and defenses and graduation. This position updates information systems by integrating databases and web-based programs and maintains all related files and records.

ADMISSION TO THE GRADUATE PROGRAM

• Manages the graduate admissions by providing advice and guidance to the Admissions Committee on application requirements and timelines. Establishes internal IOF application deadlines based on program requirements and timelines. Monitors the status of applications to ensure completeness, calculates GPAs to determine eligibility and uploads documentation as necessary. Generates pdf application files and notifies Admissions Committee when ready for evaluation.
• Generates offers of admission (or declines) to applicants, including financial and scholarship information, based on Admissions Committee decision. Notifies applicants of the outcome. Maintains ongoing communication with admitted students.
• Enters admitted applicant information and uploads files into internal database for Faculty access.
• Responds to inquiries regarding program requirements, eligibility, application procedures and program information. Reviews complex or unusual admission cases and consults with faculty and G+PS as required to clarify requirements and possible options for consideration by the Admissions Committee.
• Updates graduate program information for website revision.

STUDENT APPOINTMENTS

• Graduate Research Assistants. Following supervisor consultation and approval, acts as an HR Analyst in Workday and processes student appointments.
• Graduate Teaching Assistants. Acts as liaison between the TA Coordinator, Payroll and GTAs. Determines eligibility based on Department policy and verifies accuracy of assignments. Acts as an HR Analyst in Workday and processes student appointments.
• Ensure international students hold/renew valid employment authorizations as required.
• Revises and/or terminates student appointments as required.
• Informs students of tuition fee/payroll procedures and ensures timely submission of appointment to adhere to deadlines.

SCHOLARSHIPS AND AWARDS

• Identifies awards available for nominations, informs students and faculty on procedures and deadlines, collects, collates and reviews applications/nominations for eligibility, accuracy and completeness for various external/internal awards and uploads to internal database for Scholarship Committee evaluations as required. Generates internal award recommendation documentation (along with Departmental financial information) forwards to the Awards Office for processing.
• Coordinates the NSERC Postgraduate Scholarship Competitions by interpreting NSERC policies and procedures and informs faculty and students of requirements, application procedures and deadlines. Downloads/collects documentation and reviews each application for completeness and resolves any issues with applications. Enters relevant information and generates summary sheets and ranking spreadsheet for uploading with nominations through SharePoint to the Faculty of Graduate and Postdoctoral Studies.
• Follows up on all awards, informs students of committee decisions and ensures students receive awards.
• Resource person for all Graduate scholarships and awards, verifies changes with G+PS, Development or other relevant units as required, and updates IOF procedures and communications to reflect current requirements.
• Member of the TA Coordination, Graduate Advisory, Graduate Student Admissions and the Scholarship & Awards Committees.
• Participates on various institute committees. Takes and distributes minutes. Assists the Chair with ensuring action items are followed up.

MSc AND PhD THESES DEFENSES

• Remains current on policies and procedures governing MSc and PhD final oral exam and theses. Assists and advises students with graduation procedures ensuring all necessary requirements have been met.
• Enters information on departmental website event calendar for notification of upcoming theses defenses.
• Generates official documentation including letters, mark sheets, forms, etc.
• Enters grades on Final Grade Submission Tool as required.
• Reviews student eligibility for graduation, confirming eligibility with the Faculty of Graduate and Postdoctoral Studies and ensuring graduation lists are accurate.
• Coordinates theses binding for students and supervisors.

Timetabling & Course Scheduling

• Liaises with IOF Faculty to confirm their course details including class size, location, course title and syllabus. Sets up FISH courses in Scientia and in SISC.
• Facilitates timely permission to teach (PTT) approvals through Graduate and Postdoctoral Studies for graduate student employment as sessional lecturers as required by the Manager, Faculty Relations, Human Resources & Administration.
• Submits grades for FISH courses using the FSC.

EXTRA CURRICULAR & EXTENDED LEARNING (40%)

• Acts as key point of contact for program development team members; organizes meetings; tracks documents; and connects team members with required on-campus resources.
• Acts as key point of contact for prospective and enrolled program participants; fields program-related inquiries; assists program participants with administrative and logistical requests.
• Coordinate elements of non-degree programming, such as: a) recruitment and registration of student, staff and alumni b) logistics for orientation and training of project leaders and student participants; c) co-facilitation of orientation and training sessions as required.
• Facilitates the set-up and access to Canvas for new instructors and students.
• Assists with the planning, development and dissemination of marketing materials, both online and hardcopy.
• Oversees the planning and execution of both the Vancouver Summer Program and Future Global Leaders Program, including participating, when needed in adventure days and outings.
• Works collaboratively with the VSP & FGL central office to ensure the successful execution of all events.
• Coordinates with Work Learn students to organize their duties related to the summer program.
• Investigates potential collaborative opportunities with NGOs, Industry, Government and other institutions for potential markets and/or areas of recruitment.

 

OTHER DUTIES

• Updates and maintains databases for current students and applicants.
• Enters PhD Supervisory Committees and MSc Defense Committees in the SCMT (Supervisory Committee Management Tool)
• Compiles reports, tables and/or graphs for statistical analysis and interpretation (enrolment trends, marks, graduation data) for students, faculty, Department Head and the Faculties of Graduate and Postdoctoral Studies and Science.
• Archives files for storage and/or shredding.
• Carries out other related duties as necessary.
• Participates on various institute committees. Takes and distributes minutes. Assists the Chair with ensuring action items are followed up.Performs other related tasks consistent with classification.

Consequence of Error/Judgement
The incumbent exercises considerable judgement and must demonstrate tact and discretion. Consequence of error is high and incorrect actions or decisions could jeopardize students academic programs and their ability to graduate or acquire funding for their studies. The incumbent represents first impressions of the Graduate Program. Poor decisions could lead to appeals that would negatively affect the reputation of the program, the Department and the University.

Supervision Received
Works independently. Reports directly to the Manager, HR & Operations. Works closely with the Graduate Advisor(s) and the OCF Graduate Committee.

Supervision Given
May supervises work learn students.

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

• High School graduation and two year post-secondary diploma and4 years related experience or the equivalent combination of education and experience.
• Experience in student and program management an asset.
• Excellent oral and written communication skills as well as strong interpersonal skills required.
• Proven people or relationship management skills with strong customer service attitude and the ability to exercise professional judgement and initiative.
• Demonstrated ability to coordinate numerous projects simultaneously and ability to consistently meet deadlines.
• Proven collaborative skills and ability to work with diverse constituencies (students, staff, faculty).
• Ability to work independently, with minimal supervision, as well as part of a team.
• Intermediate spreadsheet/database skills; technically proficient in standard computer software applications (e.g. MS Office, Adobe Acrobat), strong comfort levels with adapting to new technologies.
• Familiarity with UBC systems preferred: Workday, Scientia, Teamshare, OneDrive, Teams
• Ability to interpret and apply policies, procedures, and instructions.
• Ability to exercise tact, good judgement, confidentiality and discretion.
• Sensitive to dealing with faculty, students and staff in a multicultural context.
• Ability to anticipate and to analyze problems, identify key information and issues, and effectively resolve.