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 adm