Graduate Program Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

Graduate Program Coordinator

Department

HR Admin | Department of Medical Genetics | Faculty of Medicine |

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

January 27, 2026

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

Job End Date

Ongoing

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 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 Status

Reports 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 Performed

1. Medical Genetics Graduate Program- Provides 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.-
- 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 unive