Grad Student Support

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr9)

Job Title

Grad Student Support

Department

Administrative Support | School of Creative Writing

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

August 13, 2025

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

Job End Date

November 27, 2026

This is a full time, leave replacement role with an end date of November 27, 2026.

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 Description Summary

This incumbent acts as the Graduate Program Coordinator in three areas.

1. Provides support to the Graduate Advisor, graduate students and faculty in the School of Creative Writing. Responsible for a variety of complex tasks and development of systems in connection with the administrative functions of the graduate student programs (on-campus and opt-res).

2. Provides support to the Graduate Awards Chair, graduate students and faculty in the School of Creative Writing. Oversees and coordinates all the complex administrative functions of the awards committee, faculty and graduate students.

3. Departmental Administrative Support: Provides administrative support for the School of Creative Writing, the Administrator, and the Director.

The incumbent is expected to have a thorough knowledge of Department, Faculties of Arts and G+PS, and University policies and procedures, effective interpersonal skills in dealing with faculty and graduate students and in charge of responding to all incoming and current graduate students complex inquiries about the Creative Writing graduate programs, and ability to work independently and exercise good judgment.

The incumbent is expected to have a thorough knowledge of systems such as SISC, FSC, eVision, Scientia, Teaching Evaluation systems, and Workday) and other duties assigned. Checks for errors and accuracy of work.

Organizational Status

The incumbent reports to the School of Creative Writing Administrator. The incumbent takes work assignments from the Director, the Graduate Advisor, and the Awards Chair (including SSHRCS).

The incumbent supervises Temporary Workers (as required).

Work Performed

Graduate Student Support
- Provides interpretation of policies and resolution of highly varied situations and problems related to students in consultation with the Grad Advisor and supervisors.
- Responds to all oral and written inquiries of an interpretive nature regarding program requirements, from local, national and international persons.
- Identifies and offers solutions to cases requiring special adjudication by the Graduate Advisor based on policies and procedures of the School of Creative Writing, Faculty of Arts, and the University.
- Maintains and updates graduate applicant files, corresponds with applicants and/or universities for missing documents. Processes acceptances and refusals.
- Prepares recommendations for acceptances and notifications of rejection to applicants.
- Writes complex correspondence and reports.
- Conducts initial review of qualifications and transcripts, assembles all necessary documents and prepares files.
- Monitors MFA student progress through the program including appointments, finances, awards and scholarships, academic progress, thesis submission, thesis committee meetings, and graduation.
- Maintains current MFA student records including database.
- Compiles and schedules graduate courses. Ensures that course outlines and relevant information are available and easily distributed to students.
- Responsible for all course scheduling of relevant courses on the SISC and SCIENTIA systems, including course times, locations, room bookings and details.
- Resolves students queries regarding varied issues such as withdrawals and grades.
- Ensures faculty and students are aware of appropriate deadlines and that deadlines are met.
- Provide administrative support for the Creative Writing graduate student orientation event each September. Prepares welcome package for incoming graduate students.
- Updates, maintains, and distributes the Creative Writing Grad Student Handbook.
- Coordinates and processes TA appointments in conjunction with faculty TA coordinator, and RA appointments in conjunction with faculty supervisors. Supervises the TA Coordinator.
- Updates School of Creative Writing on-line resources for graduate students.
- Attends Graduate Support Staff meetings, seminars and workshops given by the Faculty of Graduate Studies to maintain proficiency in areas of rapidly changing information such as scholarships, reporting, evaluations, etc.
- Takes minutes at Unit Meetings and