Graduate Program and Administrative Assistant

3 weeks 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

Graduate Program and Administrative Assistant

Department

Administration & Operations | Department of Educational Studies | Faculty of Education

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

December 7, 2023

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

Job End Date

Job Summary:
This position is responsible for providing graduate program support and administrative support for the Department of Educational Studies (EDST).

Organizational Status:
Reports to the Administrative Manager. Interacts with students, faculty members, and staff in EDST and the Faculty of Education. Liaises with Building Operations, Dean’s Office, Teacher Education Office, Office of Professional Development and Community Engagement, Financial Services, Human Resources, Faculty Relations, Faculty of Graduate and Post-Doctoral Studies (G+PS); UBC Student Services; Access Control, UBC IT, and UBC Carding Office as necessary.

Work Performed:
Graduate Program Support:

- Evaluates North American and International transcripts based on G+PS admission requirements and faculty policy. Shares the evaluation workload with Graduate Student Support Assistant (Grad Student Support 3, Grade 9).
- Provides frontline assistance to current and prospective graduate students.
- Compiles and publishes graduate course offerings, coordinating with faculty and staff as required.
- Performs processing duties related to graduation, such as creating checklists for student graduation, and liaising with the Records department to resolve problem situations.
- Enters and submits grades in accordance with University and departmental policy and procedures.
- Responds to oral and written inquiries of a routine and moderately complex nature from current and potential students as well as inquiries from advisors in regards to faculty and university policies, requiring a thorough knowledge and understanding of policies relating specifically to the graduate programs. Refers complex inquiries to the Graduate Student Support Assistant.
- Advises students on graduate issues, such as student program requirements, registration status, and graduation and fellowship deadlines.
- Assists students who are having difficulties, referring as appropriate.
- In consultation with the Graduate Program Advisor reviews academic progress reports to ensure that prerequisites for graduation are met.
- Registers students in restricted courses. Obtaining class lists, transcripts, student information including awards, degrees, biographical and financial data on the relevant student information system. Consults the Graduate Student Support Assistant as needed.
- Advises faculty on issues pertaining to admission and graduation procedures and protocol.
- Communicates with students, on G+PS policies, consults G+PS on policy interpretation as needed.
- Organizes and updates student, alumni, and EdD cohort listservs.
- Supports planning and implementation of student-related activities and events such as Graduate Seminars, Graduate Student Orientation, and Convocation Receptions.

Administrative Responsibilities:

- Monitors the general Education inbox: EDST EDUC; responds to or re-directs inquiries to appropriate personnel for response.
- Supports the onboarding of new faculty and arranges timely administrative set-up for them to function effectively.
- Acts as Administrative Assistant for Alumni committee and EdD and SCPE program committees. Tasks include, but are not limited to, attending all committee meetings, preparing agendas in consultation with committee chairs, taking/transcribing/distributing meeting minutes as needed, and follows through on action items.
- Assists with planning and organizing meetings and special events as required and liaising with vendors as necessary.
- Assists the Communications Coordinator with updating the content on the EDST website and on Canvas.
- Updates unit administrative policies and procedures that are relevant to the work this position is responsible for, suggests new and/or revisions to policies and procedures for improvement.
- Acts as backup to the Administrative Assistant, Head’s Assistant, Graduate Student Support Assistant, and Administrative Manager to cover leave duties as necessary.
- Assists in the development and maintenance of electronic information support systems including mailing lists, membership lists, and online record administration systems such as Workday and OneDrive.
- Enters, edits and manipulates data in relevant information systems, such as Workday and Scientia, requiring data manipulation processes of a complex nature.

The position will be split equally between graduate program support and administrative responsibilities, although this is flexible to take into account the changing emphases on tasks during the academic year.

Conseque

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