Doctoral Exams Clerk
2 months ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Classroom/Exam Coord 2 (Gr4)
Job Title
Doctoral Exams Clerk
Department
Support | Doctoral Exams | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies
Compensation Range
$4,281.00 - $4,386.00 CAD Monthly
Posting End Date
October 15, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
This position is part-time at 17.5 (0.5FTE) hours per week and the compensation range will be pro-rated to reflect this.
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
Provides assistance to the Assistant Doctoral Exams Coordinator in administering the external examination portion of final doctoral examinations (Ph.D., Ed.D. and D.M.A.). Also provides support to the Doctoral Exams Coordinator in scheduling and administering final oral examinations as required. There are more than 500 examinations per year. This is an extremely busy position dealing with continuous deadlines and handling of multiple tasks.
Organizational Status
Reports to and works under the general direction of the Assistant Doctoral Exams Coordinator. May also receive guidance and direction from the Doctoral Exams Coordinator. Liaises with G+PS team members, graduate advisors, graduate program staff, examination committee members, external examiners, chairpersons, research supervisors, and graduate students regarding doctoral exams procedures.
Work Performed
Doctoral External Examination Support (85%)
- Verifies, enters, and updates all relevant student, thesis, examining committee information, exam dates, and results into a custom database.
- Receives and records receipt of incoming theses and associated forms and approvals. Reviews students' individual files to determine submission requirements and follows-up until all required documents have been received. In consultation with the Assistant Doctoral Exams Coordinator, sets a timeline for the external review. Transmits theses in electronic and/or paper format to external examiners for final examination. Generates relevant documentation to accompany thesis packages. Prepares courier packages for same-day shipping to external examiners. Prepares way bills and makes arrangements for courier pick-up and delivery.
- Sends routine correspondence regarding thesis submission, transmission and oral defence booking procedures to students, research supervisors, and graduate program staff.
- Sends reminders to students and their research supervisors two weeks in advance of anticipated thesis submission date. Follows-up with students, research supervisors, and graduate program staff when theses are not submitted as expected. Communicates submission delays to the Assistant Doctoral Exams Coordinator.
- Sends reminders to external examiners one week in advance of report due dates. Receives and processes submitted reports according to established procedures. Follows-up on overdue reports. Forwards a copy of all reports to the Doctoral Exams Coordinator for review. Receives and processes room booking requests for non-examination events according to established guidelines.
Doctoral Oral Defence Support (10%)
- Processes oral defence booking requests. Maintains schedule of exam bookings in the unit's shared electronic calendar.
- Prepare chair's report and doctoral dissertation approval form templates and distributes these to examination chairs in advance of the defence.
- Ensures rooms are adequately prepared one half hour prior to each final exam and are cleaned up after each exam. Ensures that all required supplies for exam rooms are maintained and re-ordered when necessary.
- Books Zoom meetings for Virtual Defences, and provides technical and administrative support in the Zoom meeting during set-up time for the defence.
- May provide technical support to the exam Chair in Zoom during Virtual Exams with an audience.
- Receives, processes, and distributes submitted chair's reports according to established procedures. Communicates with faculty members about missing information. Enters exam results into the SISC. Forwards complex or potentially problematic reports to the Doctoral Exams Coordinator.
Other duties as required (5%)
Consequence of Error
Incorrect actions, decisions, delays, or errors (processing forms, booking exam rooms, sending external examiner's/chair's copy of thesis, confirming chairs, establishing timeframes for external exams, sending notice of examination, receiving examiner's reports, verification of exam procedure completion) may result in a graduate student missing a deadline to meet graduation require
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