Graduate Program Coordinator

Job SummaryThe UBC Department of Medical Genetics seeks to be an inspiring and productive community of scholars; an outstanding provider of knowledge, technical expertise, and compassionate care for our patients; contributors to the scientific advance of our discipline; and a credible and respected source of information and advice to society at large. While focusing on areas of genetic medicine that we deem to be particularly important, we view diversity of approach and techniques to be an essential strength of our Department.We acknowledge that the University of British Columbia Faculty of Medicine and its distributed programs, which include four university academic campuses, are located on traditional, ancestral and unceded territories of Indigenous peoples around the province.The Graduate Program Coordinator provides senior administrative support to the Medical Genetics Graduate Program and operational support to the Department of Medical Genetics. Working closely with the Project Manager, Graduate Advisor, and departmental leadership, the role coordinates graduate admissions, academic progression, funding competitions, and degree completion, and serves as the primary liaison with the Faculty of Graduate and Postdoctoral Studies. The position also supports departmental administration and supervises student employees to ensure efficient program delivery and departmental operations.Organizational StatusReports to the Project Manager. Works closely with the Graduate Advisor, who provides day-to-day direction and assigns tasks as required. As a key administrative support within the Department of Medical Genetics, the position works closely with faculty, staff, and graduate students, and liaises with units within the Faculty of Medicine and the Faculty of Graduate and Postdoctoral Studies, as well as other internal partners.This position is currently located in the Life Sciences Centre (UBC Pt. Grey Campus). The incumbent will be expected to travel to hospital campuses (such as BC Children’s and Women’s Hospital, BC Cancer) to attend meetings and events related to the Graduate Program.Work Performed1. Medical Genetics Graduate ProgramProvides senior administrative support to the Medical Genetics Graduate Program, working closely with the Graduate Advisor on complex student-related and programmatic matters.Serves as the primary administrative liaison between the Program and the Faculty of Graduate and Postdoctoral Studies (G+PS), Enrolment Services, and other central university units.Acts as a first point of contact for current and prospective graduate students, faculty supervisors, and course instructors, responding to a wide range of inquiries and issues.Advises students on academic policies, procedures, and requirements, and refers complex academic or personal matters to appropriate academic or student support services.Manages graduate student records and documentation, ensuring accuracy, confidentiality, and compliance with university policies and deadlines.Coordinates processes related to admissions, registration, progression, leaves, transfers, awards, examinations, and degree completion.Tracks and monitors student academic progress throughout their programs and ensures required documentation is submitted to G+PS in a timely manner.Supports graduate admissions by coordinating application processes, advising applicants and faculty on admissions policies, and preparing materials for admissions review and decision-making.Administers internal and external scholarship and fellowship competitions, including advising students, coordinating review processes, and submitting nominations.Coordinates graduate funding-related processes, including fellowships, teaching assistantships, and departmental awards.Provides administrative support for graduate program governance, including preparing materials, scheduling meetings, recording minutes, and tracking follow-up actions.Coordinates graduate course administration, including scheduling, enrolment support, evaluations, and liaison with instructors and other academic units.Maintains and updates graduate program policies, procedures, calendars, and web-based information.Supports graduate program events, orientations, mentoring initiatives, and academic activities in collaboration with faculty and student organizations.Participates in university-wide graduate administration forums and maintains effective working relationships with graduate program staff across departments.Collaborates with the Educational Coordinators to support the PhD Sub-Specialization Program, providing coverage and assistance as needed to ensure continuity of program operations. 2. Departmental Administrative CoordinatorProvides general administrative support to faculty, staff, and students within the Department of Medical Genetics.Supports day-to-day departmental operations, including records management, correspondence, and coordination of shared resources.Maintains departmental filing systems and shared office infrastructure, arranging servicing and supplies as required.Coordinates routine departmental administrative processes and supports compliance with institutional requirements.Assists with student-related administrative activities in coordination with the Medical Genetics Academic Office.Supports the recruitment, hiring, training, and supervision of student employees, including work-study and work-learn positions.Delegates routine tasks and special projects to student staff, providing guidance on priorities, deadlines, and expectations.Consequence of Error/JudgementThe incumbent is expected to exercise sound judgment in setting priorities, managing competing deadlines, and carrying work through to completion with a high degree of independence. The role regularly handles confidential and sensitive information related to graduate students, admissions, funding, and academic decisions, requiring discretion, tact, and accuracy. Errors in judgment, documentation, or timeliness could negatively affect students’ academic progress, funding eligibility, or degree completion, and may impact the Department’s compliance with Faculty and University policies. Failure to meet established deadlines or to interpret policies correctly could disrupt graduate program operations and compromise service delivery to students, faculty, and the Department.Supervision ReceivedReports to the Project Manager and works independently with minimal supervision.Exercises judgment and initiative in organizing, prioritizing, and carrying out work within broadly established policies, procedures, and practices. Determines appropriate methods for non-routine or complex tasks and exercises discretion in interpreting University, Faculty, Departmental, and Program guidelines. Consults with the Project Manager and Graduate Advisor on matters that are complex, non-routine, or policy related, particularly those requiring interpretation, escalation, or deviation from standard practices, and may recommend solutions and implement approved actions as appropriate.Supervision GivenThis position may oversee and direct work of employees in lower classifications and may have input into staff selection and performance evaluation of employees. This position may supervise student employees who provide support to this position and the faculty at these locations.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 inclusionPreferred QualificationsThree years of relevant UBC experience with increasing responsibilities in office management/administrationExtensive knowledge of the University’s operating procedures is requiredExperience in an academic and research setting preferredAn undergraduate degree strongly preferred