Job Description

Staff - Union
Job Category BCGEU Okanagan Support Staff
Job Profile BCGEU OK Salaried - Support Services Assistant II
Job Title Engineering Programs Administrator
Department UBCO | Administration | School of Engineering | Faculty of Applied Science
Compensation Range $4,695.00 - $5,385.00 CAD Monthly
Posting End Date September 18, 2025
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.

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 School of Engineering Academic Services team provides comprehensive support for over 2000 undergraduate and graduate students to ensure they meet their full potential
throughout their academic career.
As a member of the Engineering Academic Services team, this position provides administrative and student service support to both the Graduate and Undergraduate programs in the School of Engineering. This role supports a variety of academic areas, with key responsibilities in curriculum and accreditation processes, outreach programming, and data collection and analysis.
Organizational Status
This position reports to the Project Manager, Projects and Strategy in Engineering Academic Services. Work may also be directed by the Associate Director, Programs and the Associate Director, Kaizen. This position interacts with faculty, staff, students, alumni, and external partners.
Work Performed
Continuous Improvement and Accreditation
Collects and prepares data on program outcomes across programs.
Coordinates pre-term marks meetings and end-of-term marks meetings and compiles relevant data and recommendations.
Supports the Industry and Alumni Committee by creating and maintaining industry and alumni databases, coordinating events, and supporting committee meetings.
Supports the Chair, Undergraduate Continuous Improvement Committee, by collecting documentation and compiling reports.
Establishes and maintains organized records of curriculum and continuous improvement activities to support quality assurance and Canadian Engineering Accreditation Board (CEAB) requirements.
Assists in assembling documentation for accreditation proceedings.
Coordinates planning and logistics for CEAB accreditation visits.
Supports additional continuous improvement projects as needed.
Curriculum
Provides administrative support to the Curriculum Committee, including scheduling meetings, preparing agendas, taking minutes, and tracking follow-up items.
Tracks curriculum proposals through the approval process and monitors progress, feedback, and status.
Documents curricular changes and maintains accurate records for internal use and accreditation purposes.
Prospective Students
Collects and prepares data on enrollment and admissions
Coordinates outreach programming including Engineering Explorations, SEED, KSS Eng 11, GoEng Girl, and more.
General Administrative Support
Attends Committee meetings, takes minutes, and facilitates decisions made by the committee.
Participates in identifying processes and systems that require improvement, mapping current processes, redesigning, processes, and making recommendations for change
Monitors the School of Engineering website regularly and submits additions, deletions and changes in a timely manner
Performs other related duties as required.
Consequence of Error/Judgement
This role requires sound judgment and thorough knowledge of UBC, Faculty of Applied Science, and School of Engineering policies and procedures. Errors or misinformation may impact students' academic progress, professional development, and accreditation status. Poor communication or service delivery could negatively affect relationships with students, faculty, alumni, and external stakeholders, and could harm the reputation of the School and UBC.
Supervision Received
Reports directly to the Project Manager, Projects and Strategy in Engineering Academic Services. Work is carried out under general direction, with specific tasks assigned by the Associate Director, Programs and the Associate Director, Kaizen, as appropriate. The position is cross-trained to support a range of academic administrative functions within the School of Engineering.
Supervision Given
None
Minimum Qualifications
Completion of four years post-secondary.
Over two years of relevant experience or the 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
Experience within UBC or another post-secondary environment preferred.
Proficiency in a range of computer systems, software, and databases; ability and willingness to learn new tools as required.
Experience with website content management is an asset.
Strong organizational and time management skills with the ability to multi-task, take initiative, and meet deadlines in a fast-paced environment.
Excellent attention to detail and a high degree of accuracy.
Effective communication skills across multiple formats and audiences.
Demonstrated judgment, discretion, tact, and the ability to handle confidential information appropriately.
Comfortable interacting with diverse stakeholders in a multicultural environment.
Ability to work independently and collaboratively as part of a team.
Willingness and flexibility to work occasional evenings or weekends as required.
Intercultural communication experience considered an asset.
Familiarity with UBC and Faculty policies is an advantage.
Ability to manage the complexity of a multi-faceted role focused on supporting student success.

Skills Required