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Added 15 hours ago
PO
Communications & Outreach Coordinator
Peace Over Violence
MB · Back, MB
- Full-time
…social justice movement. The Temporary Communications & Program Assistant provides communications, administrative, and program support to Peace Over Violence. The position supports the…
Added 16 hours ago
DE
Fundraising Assistant
Downtown Eastside Women s Centre
Vancouver, BC
- $31.69 to $34.97 CAD / hour
- Full-time
The Fundraising Assistant will work in collaboration with the Fund Development Team to carry out DEWC’s fundraising strategy. Reporting to the Fund Development Team, she will help to plan…
Added 16 hours ago
R
Administrative Assistant- EN
RBC
Laval, QC
- Full-time
Coordinate Event Planning, i.e. Offsite sessions, communication sessions, Town Halls & Coffee chats
Added 16 hours ago
TI
Assistant Manager, Visitor Experience Ops
TORONTO INTERNATIONAL FILM FESTIVAL
Toronto, ON
- $50,000 to $70,380 CAD / year
- Full-time
Assistant Manager, Visitor Experience Operations
Added 17 hours ago
J
Adjoint(e) Administrative
Jobgether
Canada
- Full-time
The Administrative Assistant will play a key role in supporting senior leadership and ensuring the smooth day-to-day operations of a regional business unit within the banking sector. This…
Added 17 hours ago
CA
Administrative Assistant
CPHR Alberta
Calgary, AB
- Full-time
The Administrative Assistant provides shared administrative support across CPHR Alberta, assisting all teams of the organization based on operational needs and priorities.
Added 17 hours ago
RB
Administrative Assistant
Royal Bank of Canada
Laval, QC
- Full-time
Coordinate Event Planning, i.e. Offsite sessions, communication sessions, Town Halls & Coffee chats
Added 17 hours ago
F
Office Administrator [PM Shift]
Factor_
Calgary, AB
- Full-time
2+ years of work experience in a related office coordinator, customer service, and/or assistant position;
Added 17 hours ago
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Research Assistant - Public Engagement
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
As Research Assistant (public engagement), you will be responsible for the development, implementation, and evaluation of CADeN’s public engagement campaign. As part of this work, you will…
Added 17 hours ago
CA
Graduate Assistant - NSF StMU NSF Noyce Scholars
Career and Professional Development Center
St. Mary's, NL · St Marys, NL
- Part-time
Graduate Assistant – NSF StMU NSF Noyce Scholars
Added 18 hours ago
DC
Student Assistant, Performing Arts
Douglas College
New Westminster, BC
- Full-time
If this sounds like you, we need your talents! Apply to the Student Assistant position, and gain real-world knowledge, while creating meaningful career connections.
Added 18 hours ago
TH
Department Supervisor Full Time - 7160 North Bay
The Home Depot Canada
North Bay, ON
- Full-time
Reviewing sales & other reports while working with assistant manager to make recommendations for improvement on; inventory, overhead organization and cross merchandising in order to drive…
Added 18 hours ago
DC
Student Assistant, Communications (LLPA & HSS)
Douglas College
New Westminster, BC
- Full-time
The Student Assistant, Communications ( LLPA & HSS ) will work closely with an
Added 18 hours ago
GU
Director of Community Engagement and Nursing Workforce Development
Georgetown University
St. Mary's, NL · St Marys, NL
- Full-time
Marketing & Communications, to align on public-facing storytelling, event promotion, and CRM/Salesforce reporting tied to engagement outcomes
Added 18 hours ago
UO
Administrative Assistant, Indigenous Initiatives
University of Victoria
Victoria, BC
- Full-time
…Program Manager, Indigenous Initiatives, the Administrative Assistant, provides confidential, culturally sensitive, and high-level administrative support in a large and diverse Faculty. The…
Added 18 hours ago
UO
Front Desk Administrative Assistant
University of Victoria
Victoria, BC
- Full-time
Reporting to the Corporate Services Manager, the Front Desk Administrative Assistant is the first point of contact at the Queenswood facility and represents Ocean Networks Canada (ONC) by…
Added 18 hours ago
CM
Executive Assistant
Céleste Music
Toronto, ON
- Part-time
…building skills are required for this position. The Executive Assistant role is ideal for a person who is independent, versatile, and detail-oriented, with a high degree of…
Added 18 hours ago
B
Administrative Assistant & Receptionist
BPA
Ottawa, ON · Kanata, ON
- Full-time
As an Administrative Assistant – Reception, you will be at the heart of our Kanata office and the first point of contact for employees, clients, visitors, and partners.
Added 18 hours ago
MU
Front of House Coordinator - Faculty of Fine Arts and Communications
MacEwan University
AB · Edmonton, AB
- Full-time
Facilitating presentations of MacEwan’s performance and event spaces to internal and external audiences;
Added 18 hours ago
CH
Asst Mgr Housekeeping CN
Crescent Hotels & Resorts
Rossland, BC
- Full-time
…valet, modern fitness and spa facilities, indoor and outdoor event space, and The Velvet, our vibrant restaurant offering both indoor and outdoor…
Added 18 hours ago
CP
Fundraising and Data Assistant
Calgary Public Library Foundation
Calgary, AB
- Full-time
…over. Our team is looking for our next Fundraising and Data Assistant to support our busy team and our community of…
Added 18 hours ago
AC
Administrator
Aston Carter
New Westminster, BC
- $24 to $25 CAD / hour
- Contract
Job Title: Administrative Assistant Indigenous Relations
Added 18 hours ago
NS
Administrative Assistant
NXP Semiconductors
Ottawa, ON · Kanata
- Full-time
The Administrative Assistant is responsible for coordinating and managing the administrative activities of NXP Canada based teams. Working under the supervision of a manager, the assistant…
Added 18 hours ago
S
Senior Media Operations Specialist (Onsite)
Stacktics
Toronto, ON
- Full-time
…after launch, using tools such as GTM Preview mode, Google Tag Assistant, platform pixel helper extensions, platform event managers, browser extensions that support platform specific pixel…
Added 18 hours ago
Executive Assistant, Department of Pathology
University of Saskatchewan
Saskatoon, SK
…and the Saskatchewan Health Authority. As such, the Executive Assistant to the Provincial Head will provide support and build relationships within the context of large and complex…

Closed listing

The University of British Columbia

Program Assistant

Vancouver, BC, Canada

$4,582 to $4,816 CAD / month · Full-time

This opening has closed.

The original listing is kept below for reference.

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About employer

Job details

Pay: $4,582 to $4,816 CAD / month
Job type: Full-time
Closing date: Nov 4, 2026
Posting language: English
Posted: Oct 5, 2026

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Original job description

Archived listing. The details below describe a past opening.

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

Program Assistant

Department

Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$4,582.00 - $4,816.00 CAD Monthly

Posting End Date

October 12, 2026

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

Job End Date

January 31, 2028

This is a leave replacement for a fixed term duration.

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 Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with approximately 1,000 undergraduate and 400 graduate students. The Program Assistant provides day-to-day administrative support to students, faculty supervisors, and the department’s administrative leadership.

The role is responsible for supporting graduate admissions, advising, awards, records, student engagement activities, and human resources processes. In addition, the position contributes to general administrative and reception support within the administrative services office. The Program Assistant ensures that departmental processes are accurate, timely, and consistent with UBC policies, procedures, and collective agreements, while delivering high-quality service to students, faculty, staff, and visitors.

Organizational Status

The Program Assistant works under the day-to-day supervision of the Manager, Business Operations. The incumbent collaborates closely with other HR and student services staff, the Associate Head for Graduate Affairs, and other departmental administrators.

Work Performed

Human Resources

Processes student and research appointments, reappointments, and terminations in Workday; maintains costing, pay, and position details.
Provides routine guidance on HR procedures and Workday processes.
Supports faculty and staff recruitment through interview scheduling and related logistics.

Graduate Admissions

Provides admissions information and guidance to applicants.
Reviews and prepares application files for faculty and committee evaluation.
Drafts standard admission correspondence and maintains up-to-date admissions and orientation materials.

Graduate Program Support

Responds to inquiries from current and prospective students in person, by phone, and by email, providing information on departmental and university policies and procedures.
Assists with course registration, manual enrolments, thesis defences, and annual progress tracking.
Monitors student progress to ensure timely completion of degree requirements.
Coordinates logistics for departmental graduate student events, including orientation (September, January) and graduation (November, May).
Assists with planning and delivery of workshops, seminars, and other student-focused activities.
Provides administrative support to recognized student groups for events (e.g., booking rooms, posting announcements).
Shares information about seminars and events of interest to graduate students.
Assists with the administration of departmental awards: manages deadlines, reviews applications, prepares files for committee review, and communicates results.
Compiles statistics, prepares reports, and ensures timely submission of grades and graduation documents.
Reviews and updates graduate program content on the departmental website.

Reception and Administrative Support

Provides front desk and general administrative support for various service requests, such as building access, room bookings, mail distribution, scheduling meetings, meeting minutes and catering orders.
Uses a web-based ticket tracking system to log and manage service requests.
Provides back-up coverage for other administrative staff as required.
Performs other administrative tasks consistent with the classification as required.

Consequence of Error/Judgement

The Program Assistant is responsible for ensuring accurate and timely processing of graduate program requirements, student records, HR transactions, and reception services. Errors in admissions, awards, or records may delay student progress, affect eligibility for funding, or negatively impact graduation outcomes. Errors in HR processing or payroll may result in pay inaccuracies, breaches of policy or collective agreements, or reputational harm to the department. As a first point of contact for graduate students and visitors, professionalism, discretion, and tact are essential. All work requires strict confidentiality in compliance with the Freedom of Information and Protection of Privacy Act (FIPPA).

Supervision Received

Reports to the Manager, Business Operations, with additional direction from the Associate Head, Graduate Affairs, and other departmental staff as required. Day-to-day work will be assigned and reviewed by the HR Coordinator and the Graduate Programs Coordinator.

Supervision Given

May provide orientation and on-the-job training to new or temporary staff on routine work procedures.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus three 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

Knowledge of UBC’s graduate student policies and procedures would be an asset.
Experience with HR or payroll processing in a large organization would be an asset.
Familiarity with Workday or other enterprise systems would be an asset.
Strong organizational and time management skills with attention to detail.
Proficiency with Microsoft Office and student information systems (e.g., SISC, Workday).
Ability to communicate effectively verbally and in writing with diverse audiences.
Ability to work both independently and collaboratively within a team.
Ability to perform basic arithmetic.
Ability to accurately process HR transactions and administrative requests within required timelines.
Ability to accurately gather, organize, and summarize information.
Ability to apply generally accepted accounting principles in an appropriate manner.
Ability to enter, retrieve, correct, and interpret job-related data.
Ability to provide quality service to faculty, staff, students and others in a courteous, patient manner.
Ability to listen actively and attentively, and obtain clarification as the need arises.
Ability to maintain accuracy and attention to detail.
Ability to identify and correct missing and incomplete data.
Ability to effectively use job-related software (e.g., Mac OS, Microsoft Office, Google Calendar, Zoom, internet and email) at an intermediate level.

About employer

More about this job

Responsibilities

Provides administrative support for graduate admissions, student advising, awards, records, events, and human resources processes. Also handles reception and general office services, ensuring requests and transactions are accurate, timely, and consistent with university policies.

Requirements

Requires high school graduation, a two-year post-secondary diploma, and three years of related experience, or an equivalent combination of education and experience. Preferred qualifications include familiarity with graduate student policies, HR or payroll processing, Workday or similar systems, and strong organizational, communication, and service skills.

Skills

Graduate Admissions Support
Student Advising
Human Resources Administration
Workday
Student Records Management
Awards Administration
Event Coordination
Recruitment Coordination
Microsoft Office
Student Information Systems
Written and Verbal Communication
Organization and Time Management
Attention to Detail
Confidentiality
Customer Service
Data Management

Visa sponsorship

Not detected in the job text

Keywords

Workday
Microsoft Office
SISC
Google Calendar
Zoom
Mac OS
Graduate Admissions
Graduate Student Support
Student Records
Student Advising
Human Resources
Payroll Processing
Recruitment Coordination
Awards Administration
Course Registration
Manual Enrolments
Thesis Defences
Student Progress Tracking
Event Coordination
Reception Services
Service Request Tracking
FIPPA
Collective Agreements
Confidentiality
Equity, Diversity, and Inclusion
Accounting Principles

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