Graduate Program 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 Assistant - Computer Science

Department

Administrative Management | Department of Computer Science | Faculty of Science

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

May 3, 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

The Graduate Program Assistant provides assistance to the Graduate Program Administrator, Associate Head of Graduate Affairs, the Chair of Graduate Admissions and is responsible for a variety of tasks in connection with the graduate student program. The Graduate Program Assistant is the initial point of contact for the graduate program.

Organizational Status

This position reports to the Graduate Program Administrator. Functionally also reports to the Associate Head of the Graduate Program, and the Chair of Graduate Admissions. This position liaises with Faculty of Graduate Studies and interacts with faculty, students and other staff member.

Work Performed- Advises students on graduate issues, particularly grad admissions.- Provides information to students about registration; assists in course & student registration and responds to related inquiries.-
- Track, maintain student registration; input grades, follow up with faculty to ensure grades are submitted.- Ensures that the TA assignments and TA duties are uploaded to the appropriate systems. Enters and updates data in online teaching evaluation system. Runs and distributes report at the end of each term and as requested for special situations.- Assists the Graduate Program Administrator in the events for the graduate program.- Assists in orientation and training of temporary and student staff in the Graduate Program under the direction of the Graduate Program Administrator.- Administers some of the awards related to the Graduate Program.- Responsible for thesis binding; teaching evaluations and textbook ordering.- Administers Access Control for graduate students; maintains inventory of graduate labs and graduate offices.- Schedules and reserves seminar rooms for graduate courses, meetings, tutorial sessions and events.-
- Responsible for posting information; notifies graduate students of news and events.- Looks up data and compiles statistical information and reports such as enrollment statistics and other statistical reports. Prepares statistical reports under the direction of the Graduate Program Administrator- Coordinates all aspects of change of grade forms.- Responsible for time sheets and related reconciliation.- Responsible for entering the appointment forms and other payroll duties related to the graduate program.- Processes payments and claims; maintains files, records and financial information; updates related spreadsheets- Provides support for the Graduate Program Administrator, the Associate Head Graduate Program (related to the Graduate Program), the Chair of the Grad Admissions Committee on an as needed basis- Provides support for committees; Schedules meetings, Books room, takes, transcribes, edits and distributes minutes, and provide other support as required.Duties include catering, responds to inquiries related to events, handles registration, prints brochures, handles mail outs, reimbursement of expenses, room reservations and updates websites.- Duties include taking and posting the minutes, checking student status on SISC and assisting when needed- Files, faxes, photocopies and mails out materials as required- Performs other duties related to the position and consistent with scope and classification level of position.

Consequence of Error/Judgement

The impact of errors in this position is serious in that it can adversely affect student admission to the graduate programs, university standing, entry to the course, and degree completion as well as financial hardship for students. Such errors may also impact on administrative efficiency within the Department and on its interaction with the Faulty of Graduate Studies. Errors of judgment could reflect negatively on the Department and UBC.

Supervision Received

Work is done under general supervision. Receives instructions on new assignments or changes in procedures. Performs familiar duties independently and in accordance with established procedures. New or unusual problems are referred to the Graduate Program Administrator.

Supervision Given

Orients and trains work learn students

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus three years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Ability to maintain accuracy and attention to detail. Ability to politely screen calls, direct as appropriate, and take accurate messages. Ability to effectively use of Word, Excel, PowerPoint, FSC, FileMaker Pro, experience using Workday pr

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