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Added 25 mins ago
PC
Financial Advice Manager
Provincial Credit Union
Charlottetown, PE
- Full-time
The Financial Advice Manager strengthens the delivery of consistent, high-quality financial advice across Provincial Credit Union. This role leads the onboarding, training and ongoing…
Added 26 mins ago
YC
Child Care Director (Full Time)
YMCA Calgary
Canada
- Full-time
Reporting to the Centre Manager – Early Years (south), the Child Care Director will:
Added 26 mins ago
RM
Manager
Ross Memorial Hospital
Kawartha Lakes, ON · Lindsay, ON
- Full-time
The Unit Manager reports to the Director of Medicine, ICU, Respiratory and Post Acute Care. They promote, facilitate, and manage the unit environment in such a way that patients receive…
Added 26 mins ago
BG
Senior Manager - HR
Bondada Group
Burlington, ON
- Full-time
Identify and mitigate manpower risks that could impact project delivery.
Added 26 mins ago
Supervisor, Visitor Experience (Program Admin Officer 3)
The Government of Nova Scotia
Shubenacadie, NS
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Added 26 mins ago
Project Manager
NTT DATA Services
Tiverton, ON
We are currently seeking a Project Manager to join our team in Tiverton, Ontario (CA-ON), Canada (CA).
Added 26 mins ago
Quality & Patient Safety Leader - Patient Safety
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Halifax, NS
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Added 26 mins ago
Stores Clerk - Logistics, Supply Chain Operations
Nova Scotia Health and IWK Health
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Reporting to the Supply Chain Logistics Manager, the Stores Clerk assists in the organization, coordination and control and delivery of inventories and supplies in support of health care…
Added 42 mins ago
J
Senior Project Manager – Construction
JobsMedia.io
Montreal, QC
- Full-time
At SIROY, a project manager does more than just follow a schedule. He truly takes ownership of his projects. We are looking for a senior project manager who can understand where a project…
Added 42 mins ago
M
Shift manager - fast food restaurant
McDonald's
Hinton, AB
- Full-time
Supervise and check delivery of food trolleys
Added 42 mins ago
M
Shift manager - fast food restaurant
McDonald's
Edson, AB
- Full-time
Supervise and check delivery of food trolleys
Added 42 mins ago
DA
Customer Sales Representative (No Auto Experience Required)
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- Full-time
Work closely with the Sales Manager and Finance Manager to arrange for vehicle financing, applications and warranty
Added 42 mins ago
KC
Fleet Specialist
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- Full-time
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Added 42 mins ago
AI Outcome Customer Developer, Forward Deployed Development
Google
Toronto, ON
…architect, technical debugger, development liaison and technical delivery manager. You will bridge the gap between pre-sales agreement shaping and post-sales execution. You will enter the…
Added 56 mins ago
FC
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- $65 to $139 USD / hour
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Added 56 mins ago
WI
Project Manager, Power Delivery (Data Centres)
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Toronto, ON
- Full-time
As a Senior Project Manager with experience in Data Centres, you will bring expertise to support the planning, development and execution of projects including Data Centres or traditional…
Added 56 mins ago
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Manager, Compensation and Benefits
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- Full-time
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Added 56 mins ago
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Paid Media Specialist
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· Collaborate with both internal and external teams to ensure seamless delivery of paid media strategy
Added 56 mins ago
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Retail Store Manager - Stone Road
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Guelph, ON
- Full-time
We're seeking a dynamic and results-driven Retail Store Manager to lead our store operations and drive business growth.
Added 56 mins ago
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Manager, Cybersecurity
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Calgary, AB
- Full-time
Our Calgary team is looking for highly motivated Cyber Security professionals at the Manager level to join our team! As a member of KPMG Canada’s cross-functional Cyber team, you will be…
Added 1 hour ago
NS
Public Health Nurse - Health Protection
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Antigonish, NS
- $44.44 to $57.13 CAD / hour
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Added 1 hour ago
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Added 1 hour ago
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Added 1 hour ago
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Added 1 hour ago
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University of British Columbia

Undergraduate Programs Assistant

Kelowna, BC, Canada
UBCO | Science Building (SCI), Canada

$4,981 to $5,713 CAD / month · Full-time

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Job details

Pay: $4,981 to $5,713 CAD / month
Job type: Full-time
Apply by: Nov 10, 2026
Posting language: English
Posted: Oct 29, 2026

Original job description

Job Title

Undergraduate Programs Assistant

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant IV

Job Family Group

Staff - Union

Department

UBCO | Administrative Support | Departments of Computer Science & Math, Physics, Statistics | Irving K. Barber Faculty of Science

Compensation Range

$4,981.00 - $5,713.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 9, 2026

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

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

This position will provide student, faculty and financial related administrative support to the Department Head(s), faculty and staff in the Departments of Computer Science and Physics, Mathematics and Statistics. This includes assisting with the education plan and timetabling; student registration and hiring, and assisting with departmental financial processes. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.

Organizational Status
This position reports to the Department Manager, with a dotted-line report to the Head(s) of Department. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations, Facilities Management and other faculties and schools administration.

Work Performed

Education Plan, Course Scheduling and Registration

Assists with the Departments' Education Plan, timetabling, and scheduling processes
Maintains the Departments' Education Plan by performing data entry at Department Heads' direction • Drafts the Summer timetable for the Department Heads' review/approval
Inputs the Education Plan (exclusive of Professional Programs) into the Web Data Collector (WDC) for the Winter and Summer sessions
Collects and inputs instructor availabilities in WDC
Programs course Modes of Delivery (MOD) and subsequent changes in Workday; communicates changes to students and Faculty contacts as applicable; requests room removals
Works directly with the Lab Manager (Physics/Astronomy) to determine lab schedules in Department restricted space for WDC entry
Assists the Department Head(s) with annual Degree Pathway reviews; communicates Degree Pathway changes to Academic Scheduling/Enrolment Services
Collects feedback from the Associate Heads, Program Advisors, and Faculty for the Department Heads' review/approval regarding course scheduling rules, course conflicts/issues, and instructor availabilities during the scheduling process; submits and tracks required changes to Enrolment Services
Attends meetings with Enrolment Services and impacted discipline Associate Heads for course conflict resolution and scheduling of unscheduled sections
Manages course scheduling by adding and removing course sections (lectures, labs, tutorials and/or seminars) as required in accordance with established guidelines. This involves close monitoring of enrolment and waitlists of courses, reporting course demands to the Department Head, and rescheduling sections into appropriate rooms while minimizing student registration impact (due to size, facilities and timetable conflict).
Submits scheduling requests pre- and post-schedule as approved by the Department Head (course addition, course cancellation, section addition, room change, time change, instructor addition/removal)
Assists with student registration; records and communicates appropriate changes to student records in the Workday
Notifies students of course expansions or cancellations inclusive of new lectures, labs, tutorials and/or seminars as applicable
Assists with prerequisite and corequisite course checks; reviews and sends missing activity notices in accordance with established guidelines; reviews conflicted registrations and contacts applicable Faculty administration in accordance with Department and Faculty policy; notifies students as required before the add/drop date each term based on established guidelines
Assists with processing prerequisite waiver and corequisite waiver requests; registers approved students to appropriate sections; updates student records with applicable approval or denial notations
Assists with processing XMT approvals and registers students to appropriate XMT sections

Administrative and Department Financial Process Support

Assists with Sessional recruitment and hire processes; creates and communicates sessional advertisements to Faculty administrator for posting at the Department Heads' direction; collects applications for review and appointment; ensures instructor course Canvas access and attachment in Workday
Manages the administration and hiring processes of all undergraduate student hires inclusive of Undergraduate Teaching Assistants (UTA), Undergraduate Academic Assistants (UAA), Markers, and Work Study/Work Learn students
Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (personal data, study permits, SIN numbers)
Provides Workday set-up information to student employees (IDs)
Prepares and posts Qualtrics Teaching Assistant applications for the Department Heads' approval; tracks undergraduate appointments and hire processes in coordination with the TA Coordinator and Associate Heads Undergraduate
Responds to inquiries from students, faculty members, staff, other UBC departments and the general public
Initiates and processes requisitions for payment/expenses
Reconciles a department VISA card
Reconciles financial expenses for Department staff or faculty, if delegated by that individual

Performs other related duties as required, including assisting the other Department Assistants as needed and provides coverage while the other Department Assistants are away.

Consequence of Error/Judgement
This position has access to confidential correspondence, final exams, financial and academic records, and personal information for students, staff and faculty. Poor judgement or errors in processing confidential materials and correspondences could have an adverse effect on the work of the Department Head. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received
This position works under the direct supervision of the Department Manager, with a dotted-line report to the Heads of Department. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiated, problem-solve, determine course of action and then follow through independently without supervision.

Supervision Given
The position is not responsible for the supervision of others.

Minimum Qualifications

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

Undergraduate degree in a relevant discipline.
Over three years of related experience or an equivalent combination of education and experience.
Experience in a university setting providing administrative assistance to executives is preferred.
Intermediate proficiency in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint. Must have knowledge of Adobe PDF.
Knowledge of University policies and procedures is an asset.
Able to maintain accuracy and attention to detail.
Excellent oral and written communication skills.
Able to effectively manage multiple tasks and priorities.
Excellent organizational skills are required.
Able to ensure efficient records management procedures and practices required.
Able to take and transcribe accurate minutes and able to perform word processing at 60 words per minute.
Able to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.
Able to deal with a diversity of people in a calm, courteous, and effective manner.
Able to exercise confidentiality, sensitivity, tact, and discretion.
Able to work both independently and within a team environment.

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More about this job

Responsibilities

This position provides administrative support for student, faculty, and financial processes within the Departments of Computer Science, Physics, Mathematics, and Statistics. Key tasks include managing course scheduling, assisting with student registration, and coordinating hiring processes for student employees.

Requirements

The role requires an undergraduate degree in a relevant discipline and over three years of related administrative experience. Candidates must possess intermediate proficiency in MS Office and demonstrate excellent organizational and communication skills.

Skills

Administrative support
Data entry
Course scheduling
Student registration
Financial processes
Workday
MS Office
Records management
Communication
Organizational skills
Time management
Confidentiality
Problem solving
Attention to detail
Transcription

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
University
Education Plan
Timetabling
Workday
Student Records
Financial Reconciliations
Sessional Recruitment
Teaching Assistants
Qualtrics
Canvas
Records Management
Scheduling
Academic Support
Data Entry
MS Office
Adobe PDF
Equity
Diversity
Inclusion

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