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Gps Program Assistant

4 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

GPS Program Assistant

Department

Graduate Program | Associate Dean Graduate & Postdoctoral Studies Portfolio | Faculty of Land and Food Systems

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

February 22, 2024

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

Job End Date

Please include cover letter.

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.

Organizational Status

Reporting to the Administrative Manager, Graduate & Postdoctoral Programs (AM), the position takes direction and provides clerical support to all members of the LFS G&PS team, including Graduate Admission & Administrative Coordinator (GA&AC), and Associate Dean, Graduate & Postdoctoral Studies (ADGPS). The position liaises with students, staff, faculty, external UBC units and visitors.

Work Performed

Admissions
- Answers moderately complex in-person, telephone and e-inquiries from students regarding issues such as admissions, registration, awards/scholarships/fellowships, student records, and the interpretation of complex University regulations and internal LFS policies. Refers complex and unusual cases to the GA&AC.
- Evaluates transcripts for program eligibility assessment and performs pre-requisite checks.

Student Records Management
- Organizes and maintains electronic student files.
- Investigates and resolves moderately complex problems related to registration.
- Manages directed studies proposals (from initial proposal to submission of final grade).
- Under direction from GA&AC and/or AM, performs annual student progress review and reports anomalies.
- Ensures graduate student registration in order to facilitate award offers.
- Submits grades and processes change of grade requests.
- Assists students in making informed decisions related to their academic program by referencing department guidelines, such as the LFS website and graduate student handbook.
- Processes documentation and standard letters for the unit such as visa letters for international students and confirmations of enrollment.

Student Wellness
- Facilitates annual advising appointments with research-based graduate students.
- Liaises with students as part of the Faculty’s Wellbeing Initiative, directing them to the proper physical or virtual resources for additional support. Reports situations regarding students in distress to G&PS team members.

Timetabling / Scheduling
- As Faculty Timetabling Rep (TRep) and Exam Rep (ERep), ensures accurate timetabling and scheduling of LFS graduate courses and exams. Example duties include, but are not limited to, scheduling new courses (in Scientia), rescheduling existing courses, and collecting and submitting final exam requests.
- Works autonomously to ensure the information in the course schedule is accurately maintained and up-to-date.

Awards/Fellowships
- Assists the GA&AC with the UBC Mastercard Foundation Scholars program and from professional program students.
- Prepares award nominations for AM’s review/approval.
- Follows up with G&PS to ensure awards have been assigned and advises supervisors with results.
- Updates and maintains awards/funding database.
- May process and track Graduate Student Assistant fellowships, ensuring minimum funding is met and provides funding data.

Miscellaneous Support
- Drafts agendas, prepares and organizes information packages for meetings, takes and transcribes meeting minutes.
- Schedules and arranges appointments, special events, and meetings i.e. books rooms, arranges catering, manages RSVP’s.
- Produces standard and ad hoc reports, such as awards and survey reports, utilizing a variety of information systems.
- Assists with the coordination of events such as annual new graduate student orientation/onboarding, grad student workshops, training sessions and the LFS Scholar Series.
- Maintains LFS graduate student and G&PS website and oversees annual calendar updates.
- Performs other duties as required.

Consequence of Error/Judgement

Supervision Received

Works independently under mínimal supervision. Reports to the Administrative Manager, Graduate & Postdoctoral Studies Programs. Also receives direction from the Graduate Admission & Administrative Coordinator and Associate Dean, GPS.

Supervision Given

May be required to supervise temporary staff or work study students.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus three years of related experience, or an equivalent combination of education and experience. Experience