Doctoral Exams Clerk

2 months ago


Vancouver, Canada University of British Columbia Full time

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



  • 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...

  • Associate Doctor

    3 months ago


    Vancouver, Canada BC Doctors of Optometry Full time

    div>Find practice opportunities for optometrists, opticians, optometric staff and students.Job Title:Job Title: P/T Associate Doctor in KitsilanoProvince: British ColumbiaDate Posted On: January 18, 2024Clinic Name: Warby Parker on West 4thRegion: Inside Lower MainlandExperience: 0-4 years, 4+ yearsJob Type: PTEmail: info@westpointoptometry.We are looking...


  • Vancouver, Canada BC Doctors of Optometry Full time

    Find practice opportunities for optometrists, opticians, optometric staff and students.Job Title:Job Title: P/T Associate Doctor in KitsilanoProvince: British ColumbiaDate Posted On: January 18, 2024Clinic Name: Warby Parker on West 4thRegion: Inside Lower MainlandExperience: 0-4 years, 4+ yearsJob Type: PTEmail: info@westpointoptometry.comSummary: Join us...

  • Veterinary Assistant

    6 months ago


    Vancouver, Canada BCSPCA Full time

    If you are up for the challenge and would like to be considered for this position, we would like to hear from you. The British Columbia Society for the Prevention of Cruelty to Animals (BC SPCA) is looking to fill the following career opportunity: **POSITION**: Veterinary Assistant **STATUS**: Temporary; Full-Time **SHIFT**: 35 Hours per week **LOCATION**:...


  • Vancouver, Canada North West Veterinary Dermatology Services Ltd. Full time

    We are a busy and growing multi-doctor group of veterinary dermatology specialty clinics. We are looking for a full-time Veterinary Assistant/Inventory Clerk to join our team at our Vancouver location. This position is temporary and will be covering a maternity leave. **Company Perks**: - Monday-Friday schedule from 9:00am-5:30pm - Competitive wage -...


  • Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Student Info Support 4 (Gr7) Job Title Academic Services Information Clerk Department SAS Support 3 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date December 5,...


  • Vancouver, Canada U-Haul Full time

    **Marketing Company Storage Clerk**: If you are organized, tidy and an excellent communicator, consider becoming U-Haul Company’s newest Storage Clerk. In this role you will help carry out storage facility operations to ensure that customers receive the highest quality of care. In exchange, U-Haul offers excellent benefits. **U-Haul Offers**: - Full...


  • Vancouver, Canada PHSA Full time

    **Unit Clerk, Research Clinical Trials** BC Cancer Vancouver, BC The Clinical Trials Unit Clerk performs a variety of clerical duties which include reception, word processing, processing of doctor’s orders, recording and maintenance of records, statistics, photocopying, fax processing, document collation and ordering of supplies. **What you’ll do** -...


  • Vancouver, Canada PHSA Full time

    **Unit Clerk, Reasearch Clinical Trials** BC Cancer Vancouver, BC The Clinical Trials Unit Clerk performs a variety of clerical duties which include reception, word processing, processing of doctor’s orders, recording and maintenance of records, statistics, photocopying, fax processing, document collation and ordering of supplies. **What you’ll...


  • Vancouver, Canada BC Cancer Full time

    BC Cancer Vancouver, BC The Clinical Trials Unit Clerk performs a variety of clerical duties which include reception, word processing, processing of doctor's orders, recording and maintenance of records, statistics, photocopying, fax processing, document collation and ordering of supplies. What you'll do **Processes written doctor's orders...


  • Vancouver, Canada Westcoast Doctors of Optometry Full time

    **Are you looking for an exciting, challenging, and fast paced career in the medical world?** Then you have come to the right place! WestCoast Doctors of Optometry is a leading Optometry clinic in the Lower Mainland. We have 5 locations in the Greater Vancouver area. Our team of Doctors and Patient Care Workers help people everyday with exams and issues...

  • Specialist Clinic

    5 months ago


    Vancouver, Canada Triumph Health Full time

    **Patient Care Coordinator/Medical Office Assistant** **Specialist Physiatry/Sports Medicine Clinic** **Time Commitment**: 9am to 5pm (37.5 hours per week) **Duties Include**: - Coordinating patient care by checking in, prepping, escorting to exam rooms, and preparing exam or treatment rooms for the next patient. - Maintaining the Doctors’ schedule for...

  • Interim Clinic Manager

    2 months ago


    Vancouver, Canada yYoung is Wellbeing Full time

    _**Please note this role is Interim until the incumbent returns.**_ - **Hourly rate will be based on experience.**_ - **Experience working with InputHealth EMR is an asset.**_ **About us**: yYoung Medical Clinic is focused on patient centered wellness and works in collaboration with our integrated pharmacy. We pride ourselves in offering a flexible,...

  • Interim Clinic Manager

    3 months ago


    Vancouver, Canada yYoung is Wellbeing Full time

    _**Hourly rate will be based on experience.**_ - **Experience working with InputHealth EMR is an asset.**_ **About us**: yYoung Medical Clinic is focused on patient centered wellness and works in collaboration with our integrated pharmacy. We pride ourselves in offering a flexible, supportive and friendly work environment dedicated to helping you...


  • Vancouver, British Columbia, Canada KYND International Full time

    At KYND International, we are committed to connecting passionate professionals with organizations that value expertise. Our current opportunity is for a Critical Care Specialist who specializes in Intensive Care and wants to work in the United States.We offer 2-year work authorizations with options to renew indefinitely. We handle all immigration,...

  • Doctor (m/f/d)

    4 weeks ago


    Vancouver, Canada WELL Health Technologies Corp Full time

    p>Entity: WELL Health Clinic Network Inc Type: Full Time or Part Time WELL Health – Cambie Medical Clinic puts patients and their family’s health first. We are committed to empowering patients with care that results in improved health outcomes. Our clinic is situated in a plaza on Cambie Rd and No. 5, easily accessible via highway 99 or 91, and the...

  • Booking Clerk

    3 days ago


    Vancouver, Canada Vancouver Coastal Health Full time

    Salary The salary range for this position is CAD $27.10/Hr. - CAD $27.10/Hr. Job Summary Come work as a Booking Clerk with Vancouver Coastal Health (VCH)! Vancouver Coastal Health is looking for a Booking Clerk to join the General Radiology team at UBC Hospital in Vancouver, BC. Apply today to join our team! As a Booking Clerk working...


  • Vancouver, Canada Vancouver Coastal Health Full time

    Salary The salary range for this position is CAD $27.10/Hr. - CAD $27.10/Hr. Job Summary Come work as a Medical Imaging Aide/Clerk with Vancouver Coastal Health (VCH)! Vancouver Coastal Health is looking for a Medical Imaging Aide/Clerk to join the Magnetic Resonance Imaging team at UBC in Vancouver, BC. Apply today to join our team! As...


  • Vancouver, Canada TLC medical clinic Full time

    Family doctor's office is looking for a full-time experienced Medical Office Assistant. The office uses Oscar EMR. Tasks include answering phones, booking appointments, greeting and rooming patients, processing referrals to specialists, booking Radiology and lab appointments, processing private payment, cleaning exam room, scanning and filing, inventory...


  • Vancouver, Canada TLC medical clinic Full time

    Family doctor's office in Vancouver is looking for two full-time experienced Medical Office Assistant. Tasks include answering phones, booking appointments, greeting and rooming patients, processing referrals to specialists, booking Radiology and lab appointments, processing private payment, cleaning exam room, scanning and filing, preparing letters,...