Student Services Coordinator - Graduate Programs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

Student Services Coordinator - Graduate Programs

Department

Student Services | School of Architecture and Landscape Architecture | Faculty of Applied Science

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

April 19, 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 Student Services Coordinator supports students and programs across the School of Architecture and Landscape Architecture (SALA). This role provides complex front-line student advising, admissions and records management, and a wide range of complex, senior administrative support for curriculum and program delivery. The position is a key point of contact for graduate students in SALA’s graduate programs, while also assisting with undergraduate and recruitment initiatives.

 

Organizational Status

The coordinator reports to the Student Services and Recruitment Manager and works closely with students, faculty, and staff within SALA. The role regularly liaises with UBC central units such as the Faculty of Graduate and Postdoctoral Studies (G+PS), Go Global, and other campus partners to ensure consistency in advising, admissions, and records practices.

 

Work Performed

Student Services and Advising

• Acts as the first point of contact and provides first-line advising to graduate students providing information and assisting in the resolution of a range complex issues.

• Advises on complex queries concerning graduate program requirements and advancement; maintains accurate academic progress reports (APR).

• Interprets complex inquiries to provide information and guidance to students and prospective students including: non-routine admission requirements, transfers, appeal procedures, course changes and other related academic policies and procedures.

• Oversees, provides direction, and advises on registration, course planning, waivers, transfer credit, and exchange/visiting student advising.

• Investigates and analyzes academic problems and works with departments and/or faculty members to find resolutions.

• Oversees the process for participation in Co-op, Studies Abroad, Design Build and Directed Studies courses and maintains corresponding records.

• Coordinates faculty advisor assignments, vertical studio placements, and graduating design project submissions.

• Provides complex administrative coordination and assistance to a range of graduate student activities and programming including orientation, graduation, recruitment events, studio reviews, and summer programs (e.g., Vancouver Summer Program, SALA Design Discovery).

• Identifies student demands and service needs; makes recommendations regarding appropriate enhancements such as improved admissions policies and enhanced registration procedures.

• Ensures relevance of student services content on the SALA website, and other campus directories.

 

Admissions

• Oversees and coordinates the admissions process for the SALA’s graduate programs, including preparing timelines, setting document review deadlines in collaborations with the admissions committee, liaises with Faculty of Graduate Studies, and runs admissions meetings.

• Advises and provides information to applicants on admission policies, requirements, procedures, and status of applications.

• Ensures file completion, reviews domestic and international transcripts; evaluates documentation against program and faculty policies; summarizes application information for admissions committee.

• Supports admissions committees in application review.

• Communicates admission outcomes to both G+PS, and applicants

• Maintains admissions records and supports faculty throughout the admissions cycle.

 

Awards and Scholarships

• Maintains entrance, ongoing and graduation award and scholarship records and monitors accurate assignment of awards.

• Advises Faculty on availability of awards, and ensures that recipients are selected in a timely manner.

• Oversees the submission process for external awards and fellowships including SSHRC and Indigenous Graduate Fellowship. Evaluates awards documents where transcripts are needed and ensures application completion.

• Attends faculty meetings to advise on award criteria and manages preparation of documentation required to support decisions.

• Supports the annual Awards and Graduation reception as needed.

• Reviews the completion of student award recommendation forms and maintains scholarship records.

 

Administrative Support

• Trains and supports student services staff when required.

• Provides administrative support for curriculum updates, including implementing approved program changes and maintaining accurate course information.

• Assists with program accreditation process.

• Supports relevant program meetings.

• Advises Program Chairs and/or SALA committees on UBC wide student related policies and procedures.

• Assist with Summer non-credit Programs (VSP and Design Discovery)

• Assist with student Professional Development events through the academic year

• Other related duties as required.

 

Consequence of Error / Judgement

The coordinator must exercise sound judgment and maintain a thorough knowledge of university policies and SALA procedures. Errors in admissions or advising could delay student progress, impact graduation eligibility, or negatively affect program reputation. Discretion, accuracy, and diplomacy is essential.

 

Supervision Received

Works independently under the general direction of the Student Services and Recruitment Manager. Exercises judgment in interpreting and applying policies, referring unusual or complex cases as needed.

 

Supervision Given

No direct supervision of staff; may guide student assistants and temporary staff.

 

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 inclusion

 

Preferred Qualifications

• Undergraduate degree or equivalent combination of post-secondary education and 4 years of related experience is preferred.

• Experience in student advising, records management, and graduate admissions.

• effective, strong communication skills (oral and written), including the ability to exercise initiative, tact, diplomacy, and confidentiality, with a proven ability to deliver excellent student service.

• Ability to manage multiple priorities, meet deadlines, and exercise sound judgment in complex situations.

• Proficiency with MS Office (Word, Excel, Outlook); experience with UBC systems (Workday Student, eVision, AAP) is an asset.

• Ability to work independently and collaboratively, and to handle sensitive matters with discretion.

• High level of attention to detail and accuracy, and ability to analyze and interpret data, determine implications, and provide recommendations.

• Ability to analyze problems, identify key information and issues and effectively resolve. Ability to make thoughtful, informed, and thorough decisions.