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Grad Student Support 3

2 months ago

Vancouver, British Columbia, Canada UBC Full time
Grad Student Support 3 (Gr9) Job Description

Provide administrative support to the Graduate Program Advisor, coordinate complex tasks, and maintain accurate records for approximately 400 Graduate Students and 35 Faculty Members.

Job Responsibilities:
  • Provide administrative support to the Graduate Program Advisor
  • Coordinate a variety of complex tasks in connection with the administrative functions associated with the graduate program
  • Maintain accurate records for Graduate Students and Faculty Members
  • Use and enhance supporting systems (e.g. e-Vision and Access database)
  • Provide guidance and assistance to Graduate Students and Faculty Members
  • Coordinate events such as Graduate Seminars, Graduate Welcome Orientation, and Graduation Reception
  • Compose complex correspondence and reports
  • Oversee storage, retrieval, and destruction of archival materials
  • Develop and maintain promotional material for the program
  • Manage graduate webpages on the department website
  • Compile and distribute graduate course offerings to graduate students
  • Update the graduate program guidelines in consultation with the Graduate Advisor and the Graduate Advisory Committee
  • Maintain a filing system for current, graduated, and withdrawn students
Key Skills and Qualifications:
  • High School graduation and two year post-secondary diploma
  • Training in stenographic skills and office procedures and practices
  • University degree is an asset
  • 4 years related experience or the equivalent combination of education and experience
  • 3 years of relevant UBC experience preferred
  • Ability to maintain accuracy and attention to detail
  • Ability to set priorities and exercise initiative and judgment in planning assignments
  • Ability to work effectively, independently, and in a team environment
  • Ability to exercise tact and discretion
  • Ability to effectively manage multiple tasks and priorities
  • Ability to analyze problems, identify key information and issues, and effectively resolve
  • Ability to provide quality service in a courteous, patient manner
  • Ability to compose routine correspondence and reports
  • Ability to communicate effectively and tactfully in writing and verbally with faculty, staff, students, and internal and external contacts
  • Ability to coordinate and direct the work of others
  • Thorough knowledge of policies and procedures set out by the Faculty of Graduate and Postdoctoral Studies is mandatory
  • Knowledge of GRASP is an advantage
Computer Skills:
  • Word processing and computer experience required (Word, Excel, Access, SISC, FSC, Workday HR & Finance, Workday Student Systems, and Connect/Canvas preferred)
  • Outlook Express; creating, sending, forwarding messages; attaching documents and retrieving attached documents
  • Access - advanced knowledge for database entry, queries for data acquired from multiple databases for reports
  • Excel - advanced knowledge of database