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Grad Student Support 3

3 months ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr9)

Job Title

Grad Student Support 3 (Gr9)

Department

Administration & Operations | Department of Educational Studies | Faculty of Education

Compensation Range

$4, $5,532.00 CAD Monthly

Posting End Date

May 26, 2024

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

Job End Date


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

The incumbent must have a thorough knowledge of UBC and Department policies and procedures relating to the Graduate Program. Provides guidance and assistance to approximately 400 Graduate Students and 33 Faculty Members.

Coordinates a variety of complex tasks in connection with the administrative functions associated with the graduate program in the Department.

Responsible for use and enhancement of supporting systems (e.g. e-Vision, Access database, and Workday Student).

Organizational Status


Reports to the Administrative Manager; interacts frequently with Graduate Advisor, faculty members, staff, graduate students and the Faculty of Graduate and Postdoctoral Studies and serves as Graduate Program Assistant for various departmental graduate committees.

The department has over 400 graduate students enrolled in two doctoral programs, seven masters programs, and two graduate certificate programs.

Liaises closely with UBC Student Services, Faculty of Education units such as Office of Research Education and Professional Development and Community Engagement, and others.

Work Performed

  • Provides Provide administrative support to the Graduate Program Advisor
  • Primary source of interpretation of policies and procedures on all graduate matters. This involves a thorough working knowledge and dissemination of information from the Faculty of Graduate and Postdoctoral Studies, Office of Research Education, other units in Faculty of Education, Department website, UBC Student Services, Faculty Service Centre (FSC), Student Information Service Centre (SISC) and other reference sources.
  • Advises prospective graduate students and provides information on requirements for admission, program areas, supervision, and graduation requirements. Connects students with the International Student Advising Office for information on immigration documentation and employment authorization.
  • Oversees the graduate student admissions process and communication.
  • Resolves complex problems related to graduate students in consultation with the Graduate Program Area Coordinators and the Graduate Program Advisor.
  • In consultation with the Graduate Program Advisor, reviews academic progress reports to ensure that prerequisites for graduation are met.
  • Prepares and forwards requests for alterations to student records to the Faculty of Graduate and Postdoctoral Studies, such as leaves of absence, program extensions, grade changes, and program transfers, ensuring all required information and approvals are included.
  • Deals with case-specific enquiries, (including routine status enquiries from prospective graduate students, student program status, etc.), advises students of UBC policies and procedures.
  • In consultation with the Faculty Supervisors, processes the necessary paperwork for PhD and EdD final examination to be completed: reviews that the timelines relating to processing completion of degree requirements are met; creating checklists for student graduation, arranges for confirmation of completion of graduation requirements to be forwarded to the Faculty of Graduate and Postdoctoral Studies.
  • Registers students in restricted courses. Obtaining class lists, transcripts, student information including awards, degrees, biographical and financial data on the SISC, FSC and Workday Student systems. Conducts regular checks for student registration/record concerns such as missing grades, lapsed registration, etc.
  • Preparing department recommendations for the Faculty of Graduate and Postdoctoral Studies.
  • Tracks award recipient data and provides administrative assistance in their awards.
  • Communicates essential award information (Vanier, PSI, Tri-Council, affiliated fellowships) to students and faculty members.
  • Performs financial duties such as managing budget, tracking of all allocated monies for department, Faculty, and UBC scholarships and fellowships (4YF and GSI), etc.
  • Coordinates and schedules the work of Graduate Academic Assistants (GAA).
  • Monitors GAAs performance and gives feedback to the Graduate Program Advisor, Area Coordinators and Administrative Manager