Reception and Assistant to the Deans

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Secretary II

Job Title

Reception and Assistant to the Deans

Department

UBCO | Program Support | College of Graduate Studies

Compensation Range

$4,095.00 - $4,695.00 CAD Monthly

Posting End Date

March 28, 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 Description Summary

This position provides front-line, student focused support to the College of Graduate Studies, which involves responding to a wide range of general and complex queries at the front counter, by telephone, web systems, and e-mail. In addition, this position provides a broad range of confidential administrative assistance to the Dean(s) and Associate Dean(s) of the College of Graduate Studies, and the Director(s) of the College of Graduate Studies.  The position also provides administrative support to the office of the College of Graduate Studies (CoGS).
 

Organizational Status
This position reports to the Associate Director of Admissions & Records and will join a team of staff in the College. This position will liaise with other departments within UBC, faculty, staff, prospective & current students, other institutions both national and international, and the general public.
 

Work Performed

Front-line Support for the College of Graduate Studies

• Provides information and advises, and responds to general and complex inquiries and requests from UBC faculty, staff, students, prospective students, other universities and the general public on the telephone, via web systems, mail, e-mail, and at the front counter regarding Application, Admissions, Records, Graduation and Merit-based Awards, by using established policies and regulations in the Academic Calendar and College of Graduate Studies website and adapting the policies and procedures as needed.
• Receives and processes a high volume of mail for the office and redirects to appropriate staff members. Verifies the authenticity of transcripts and references received.
• Prepares and sends various letters and forms including enrollment and program completion letters.
• Evaluates and troubleshoots online application user questions and difficulties.
   

Provides administrative assistance to the dean(s) and director(s) of the College of Graduate Studies

• Maintains calendars and bring-forward systems and follows up on action items.
• Handles requests for appointments with the Deans, determines importance and urgency; and, using judgment, determines if the meeting would be more appropriate with someone else (e.g. Director).
• Organizes the Deans’ schedules as required, based on a clear understanding of the Deans’ priorities.
• Prepares and assembles background material for meetings.
• Coordinates and schedules key meetings with senior level University staff.
• Coordinates and books travel schedules and accommodation.
• Distributes communications to committees, formulates meeting agendas, transcribes and distributes minutes for the College of Graduate Studies’ councils and committees.
• Attends and takes comprehensive minutes of confidential meetings as required.
• Arranges catering and room-bookings for CoGS’ office events and functions.
   

Provides Financial and Office Administration

• Processes office expense transactions for travel, meetings and operating expenses.
• Holds departmental credit card and performs monthly reconciliations.
• Coordinates travel plans including flights, reservations, and car rental.
• Approves graduate student Salto access for general graduate student spaces.
• Initiates HR processes in Workday.
• Orders and maintains office supplies.
• Manages all paper & electronic files including adhering to UBC s document retention policies and arranges for the confidential shredding and destruction of outdated files.
• Scans and retains electronic copies of all closed student files.
   

Performs other duties as required.
 

Consequence of Error/Judgement

Judgment requires broad knowledge of University and the College of Graduate Studies’ requirements, policies and procedures. Providing incomplete or inaccurate information or advice to students can adversely impact the Okanagan campus ability to recruit graduate students and can impact students’ ability to achieve their academic and professional goals.
 

This position is a highly visible representative of the College of Graduate Studies. Unprofessional or poor service to applicants, students, faculty, staff and other stakeholders may damage the reputation of the College and their ability to attract and retain excellent students. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the international reputation of UBC.
 

Poor judgment or errors in processing confidential materials and correspondence could undermine the responsibilities and effectiveness of the Deans and other senior university officials.
 

This position has access to confidential student records and materials.  Incorrect or incomplete analysis or interpretation of documents could negatively impact admissions and other areas within the College of Graduate Studies.
 

Supervision Received

This position reports to the Associate Director of Admissions & Records, but works independently on a day to day basis with minimal supervision.
 

Supervision Given
This position does not supervise staff.
 

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

• Undergraduate degree in a relevant discipline.
• Minimum one year of related experience, preferably in a post-secondary setting, or the equivalent combination of education and experience.
• Experience with e-Vision, Student Information Service Centre (SISC), Workday, and Adobe Acrobat would be an asset.
• Proficiency in the use of Microsoft Outlook, Word, Excel, and Access.
• Knowledge of University policies and procedures, graduate programs, and the College of Graduate Studies would be an asset.
• Excellent customer service skills are essential.
• Ability to communicate sensitively in cross-cultural situations.
• Ability to communicate politely, clearly, and effectively.
• Ability to work independently and autonomously.
• Ability to articulate and interpret issues, guidelines or policies from one party to others clearly and without error.
• Strong attention to detail and ability to work with data and systems with a high level of accuracy.
• Excellent oral and written communication skills.
• Effective problem-solving, multi-tasking and organizational skills.
• Strong analytical skills and ability to demonstrate sound judgement.
• Demonstrated ability to multi-task, prioritize, meet deadlines and work under pressure while maintaining a courteous and helpful manner.
• Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.
• Ability to maintain confidentiality.
• Ability to work both independently and in a team environment.
• Ability to exercise tact and discretion while handling sensitive or confidential issues.