Assistant Doctoral Exams Coordinator

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Educational Programming, Level A

Job Title

Assistant Doctoral Exams Coordinator

Department

Doctoral Exams | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$4,970.92 - $7,141.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

November 12, 2024

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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
Doctoral exams are the pinnacle academic milestones for doctoral students and all doctoral exams at UBC are coordinated by the Faculty of Graduate and Postdoctoral Studies (G+PS) (over 500 exams per year from more than 100 graduate programs). The Assistant Coordinator is responsible for approving, recruiting and confirming qualified external examiners for each doctoral examination and for ensuring the integrity of the external examination portion of final doctoral examinations. This role also provides support to the Doctoral Exams Coordinator in the evaluation of university examiner nominees, assessment of examination reports, and oversight of the oral defence. Significant professional judgment is required to manage a variety of issues that arise during this stressful and time-sensitive juncture of a doctoral student’s life. The responsibilities of the Doctoral Examinations Unit are highly time-sensitive, requiring tact, familiarity with a broad range of academic disciplines and cultures, and complex problem-solving in stressful situations involving world-class scholars within and outside of UBC.

Organizational Status
Reports to the Doctoral Exams Coordinator. Frequently confers independently with the G+PS Associate Dean, Academic on complex situations arising during the doctoral exam process. Provides information to and resolves issues with research supervisors, graduate advisors, graduate program staff, and Dean’s Office management staff. Represents UBC and G+PS in communications and arrangements with top scholars at universities in Canada and internationally. Advises doctoral students, faculty members, and staff on policies and procedures. Supervises CUPE Doctoral Exams Clerk. May assist with the supervision and training of other Doctoral Unit staff, temporary staff and work learn students.

Work Performed

Management of the Doctoral External Examination

4. Investigates and resolves issues arising regarding the eligibility of external examiners at any stage in the examination process, particularly those related to arm s length or conflict of interest. Confers with the G+PS Associate Dean, Academic on complex situations and provides advice on policy interpretation, past precedent and potential courses of action. Communicates decisions to relevant parties in a timely manner.

5. Manages the invitation process for approved external examiner nominees. Communicates expectations and responsibilities associated with this role and ensures invitees are aware of UBC’s policies and procedures. Intervenes and determines an appropriate course of action when breaches in protocol arise that threaten the integrity of the examination process. Establishes appropriate timelines for external examinations.

6. Manages the transmission of doctoral dissertations to external examiners and timely receipt of external reports. Reviews, monitors, plans, streamlines, directs, and coordinates procedures and practices for external exams to ensure the delivery of excellent customer service.

7. Assists the Doctoral Exams Coordinator in presenting information sessions to the university community.

8. Proposes and assists with the development of UBC Policy changes related to the external examination component of the doctoral examination for review and approval of the Policy Committee, Grad Council, and University Senate, in consultation with the Dean, Associate Deans, Assistant Dean, Student Admin & Strategic Initiatives, and Doctoral Exams Coordinator.

Management of the Doctoral Oral Defence

1. Provides back-up support to the Doctoral E

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