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Graduate Student Coordinator
3 months ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
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 Summary
The Graduate Student Coordinator is responsible for organizing and coordinating all aspects of two Michael Smith Laboratories (MSL) administered graduate programs: Genome Sciences and Technology (GSAT) and Bioinformatics. This position provides comprehensive support to current and prospective graduate students, including managing applications, enrollment, finances, awards, academic progress, thesis submissions, defenses, and graduations. The role involves significant administrative support to program directors, faculty supervisors, teaching assistants, course instructors, and committees. The Graduate Student Coordinator requires thorough knowledge of office procedures, program functions, and university policies and systems in order to interpret information, and reconcile deviations from standard methods. This role also involves travel to off-campus locations such as hospital campuses for meetings and events related to the graduate programs.
Organizational Status
Reports directly to the GSAT and Bioinformatics graduate program Directors. The Graduate Student Coordinator will interact with HR and Finance Managers of the MSL, other department staff, faculty members, students, and liaises with program Directors, the Faculty of Graduate and Postdoctoral Studies (G+PS), and other UBC faculty graduate administrators.
Work Performed
Student Support and Administration
- Act as the first point of contact for various university services on behalf of program directors, graduate students, prospective students, faculty, and course coordinators.
- Resolve complex problems related to all aspects of graduate student academic progress.
- Advise prospective and current students on G+PS and program admissions rules and procedures.
- Track and manage students' academic progress, maintain and prepare student and program files, and process supporting documents.
- Coordinate and process graduate research assistant (GRA) and graduate academic assistant (GAA) appointments, ensuring timely processing and resolution of payment issues. Works with Payroll to resolve complex student payment issues.
- Process student leaves of absence requests, track funding support, and provide funding support letters to international students.
- Inform students of tuition fee and payroll procedures and circulate GTA job postings.
- Manages all student electronic and physical files.
- Update program and G+PS website content.
Admissions and Awards
- Review applications for completeness and adherence to competition rules, advise students on application improvements, organize and provide review committee(s) with qualified student applications, and and submit top-ranked applications to G+PS.
- Ensure students fulfill G+PS acceptance conditions and are aware of course requirements, orientations, and scholarship competitions.
- Register incoming students into core courses and create rotation schedules.
- Manage the administration of program awards, including identifying availability, informing students of deadlines, evaluating transcripts, collecting and sharing application materials with the admission committee(s).
- Process awards decisions, compile documentation, and ensure students receive funding.
Course and Program Management
- Creates rotations schedule, communicates with students and supervisors. Ensures all rotation students have secured a final supervisor by end of first term.
- Act as the Timetable Representative, annually schedule courses, book classrooms, and provide support for course coordinators, instructors, and TAs.
- Advertise Graduate Teaching Assistants (GTA) opportunities, selects candidates with course coordinators, and appoints term TAs.
- Liaise with other departments for cross-listed courses, register students, and manage course evaluations.
- Ensure students have met course requirements before processing program transfers, advancement to candidacy, and defense-related paperwork.
- Facilitate the GSAT rotation student mentoring program, matching incoming students with mentors.
- Participate in new students' orientation session and welcomes students to the programs.
Administrative Support
- Schedule and coordinate quarterly Steering Committee Meetings, prepare agendas, and take meeting minutes.
- Maintain program mailing lists, onboards and offboards enrolled students and faculty supervisors.
- Assist student social committee with annual events, and participates in new students' orientation session and welcomes students to the programs.
- Develop and maintain promotional material for the program.
- Perform financial duties such as planning for and managing a budget, including expensing supplies, event services, and teaching assistant salaries.
- Performs other related tasks consistent with classification.
Consequence of Error/Judgement
The incumbent exercises considerable judgement, tact, and discretion. The nature of the work is varied and requires independent action, judgement and setting priorities, meeting deadlines, and following the guidelines, policies and procedures of the University. Assigned tasks make it necessary to determine what data and quality of data are required to make reliable decisions.
Errors could jeopardize students' academic programs, their ability to graduate, or acquire funding, negatively affecting the program's and university's reputation. Consequence of error is high and incorrect actions or decisions could jeopardize students' academic programs and their ability to graduate or acquire funding for their studies. Poor decisions could lead to appeals that would negatively affect the reputation of the program, the department and the University.
Supervision Received
Works independently under minimal supervision, consulting with program directors, HR, or finance administration for complex problems. Duties usually involve frequently changing conditions and priorities.
Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. Consults with the program Directors, HR or finance administration when presented with unusual or complex problems.
Supervision Given
May oversee and direct the work of employees in lower classifications and provide input into staff selection and performance evaluations.
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
An undergraduate degree is strongly preferred. Relevant UBC experience with increasing responsibilities in office management, administration, and student appointments. Knowledge of UBC operating procedures and experience in an academic and research setting.
Skills
- Proven excellence in support services and effectively resolving student requests and issues.
- Effective verbal and written communication skills.
- Ability to manage multiple tasks and priorities, work under pressure, and meet deadlines.
- Uses initiative, interpretation, and/or ingenuity to develop, implement, and evaluate program procedures and practices.
- Proficiency in Outlook, MS Word, and MS Excel at an intermediate level, with experience in UBC applications preferred.
- Ability to edit and modify webpages (WordPress) or a willingness to learn.
- Ability to analyze and interpret data, provide recommendations, and offer effective guidance and counsel.
