Grad Student Support 3

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

Grad Student Support 3 (Gr8)

Department

Administrative Support | Department of Central Eastern and Northern European Studies

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

May 12, 2023

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

Job End Date

Jun 30, 2024

this is a full-time, one year leave replacement position

Job Description Summary

Administers the processes related to the Department of Central, Eastern and Northern European Studies Graduate Degree programs including management of student records, admissions, student registration, course scheduling, awards, Master s and PhD Thesis Defenses, awards and orientation. Provides support to the Undergraduate Program. Acts as Timetable Representative (TRep) for the Department.

Organizational Status

The incumbent will report to the Department Head and/or Department Administrator for primary work direction and administrative matters.

Work Performed

Provides front-line assistance to current and prospective students for the graduate program (MA and PhD) and undergraduate program of the department assisting in the resolution of complex issues.

GRADUATE PROGRAM
- Administers the work flow of the program, coordinating work processes, establishing work schedules and priorities, and resolving routine and complex issues.
- Acts as administrative liaison with the Faculty of Graduate and Postdoctoral Studies (G+PS), overseeing and coordinating student requests to G+PS, e.g. transfer credits, exemptions, leaves, visiting students, etc.
- Supports departments Student Abroad Programs.
- Responds to all oral and written inquiries from local, national and international persons regarding program requirement of an interpretive nature.
- Reviews academic progress of graduate students.
- Participates in strategic program development; suggesting new ideas for consideration and implementation.
- Resolves complex problems related to graduate students in consultation with Graduate Program Advisor.
- Composes complex correspondence and reports, preparing student files, overseeing storage, retrieval and destruction of archival materials, and developing and maintaining promotional material for the program.
- Registers students, obtaining class lists, transcripts, student information including awards, degrees, biographical and financial data on the SISC and FSC systems.
- Provides instruction and training to faculty on the Faculty Service Centre (FSC) and oversees input of all course grades on the FSC by faculty each term and ensures paper files are maintained.
- Maintains student records, alumni database, program websites, mailing lists and creates and maintains a program manual.
- Organizes target mail out focused on UBC undergraduate student body based on criteria as determined by admissions committee.

GRADUATE ADMISSIONS
- Administers all aspects of the admission process and resolves any complex problems involving the program with the support of the Graduate Program Advisor and the Department Head.
- Provides interpretations of a complex nature to applicants, students, supervisors and faculty members.
- Identifies and offer solutions to cases requiring special adjudication based on policies and procedures of the Department and University.
- Prepares recommendations for acceptances and notifications of rejection to applicants.
- Updates and maintains records of admission and applicants.
- Prepares, maintains and distributes orientation information to new students, answers queries regarding transportation, accommodations, direction of locations, etc.
- Provides support and suggestions to the Graduate Advisory Committee and sits on graduate advisory committees.
- Attends and assists the Graduate Program Advisor at meetings, takes notes, and informs of any significant business for discussion, prepares faculty and student materials for the meetings.
- Updates the graduate program guidelines in consultation with the Graduate Advisor and the Graduate Advisory Committee.

GRADUATE AWARDS
- Coordinates awards and scholarships competition process, i.e., departmental awards, SSHRC and University Graduate Fellowship, Killam, etc., and informs students and faculty of procedures, requirements and deadlines.
- Follows up on the awards by managing all required documents, follows up on missing information, and ensures students receive adequate consideration in achieving the awards and ensuring students receive awards.
- Ensures that faculty and students are aware of deadlines, eligibilities and requirements; co-organizing award information workshop with Graduate Advisor.
- Attends UBC workshops to be up-to-date on changing and new policies and procedures.

GRADUATE RECORDS AND STUDENT PROGRESS TRACKING
- Maintains graduate students files, grades and progress reports, ensures that requirements are m

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