Thesis/information Clerk

2 months 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

Thesis/Information Clerk

Department

SAS Support 3 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

March 22, 2023

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

Job End Date

Job Description Summary

The SAS Thesis/Information Clerk has two primary areas of responsibility: 1) Thesis (reviewing, accepting, and organizing the yearly distribution of over 1,000 final master's and doctoral theses at UBC for graduation processing and archiving) and 2) Admissions/Records (various tasks). Like all SAS Clerks, the SAS Thesis/Information Clerk serves UBC faculty, staff, students, prospective students, and the general public by answering questions regarding admissions, records and thesis submission.

This position is structured to provide significant flexibility and peak volume coverage over the course of the academic year. The two primary functions have distinct peak volume periods, allowing the position to provide back-up assistance as needed in other areas.

Organizational Status

Reports to Associate Director, SAS on thesis-related tasks and Admissions and Records Manager on admissions and other tasks. Liaises with other SAS staff, research supervisors, graduate program staff, and graduate students regarding thesis receipt, admissions and records. Has ongoing contact with the UBC Library including administrators of cIRcle (UBC s information repository), Library and Archives Canada, and other UBC and external units.

Work Performed

Thesis Receipt and Processing - 45%

1. Recommends changes in policy or procedures to Associate Director, and revises and maintains current Thesis Management Guide and Thesis Review Guide.

3. Receives theses via an online submission system. Ensures all necessary forms are attached or submitted, checks for adherence to thesis submission guidelines, according to established Thesis Review Guide.

5. Informs students or research supervisors of thesis format discrepancies, and requests corrected thesis manuscripts.

6. Enters thesis titles on SISC.

7. Files or prepares electronic storage of thesis forms and records.

8. Recommends changes in policy or procedures to Associate Director, and revises and maintains current Thesis Management Guide and Thesis Review Guide.

Admissions and Records - 45%

1. Maintains a spreadsheet that tracks individuals who have been approved by the Dean to serve as supervisors, co-supervisors, or doctoral committee members for students in thesis programs.

3. Evaluates data reports, including various admissions and registration reports, and ensures correct entry into student records. Identifies anomalies and corrects, or refers serious matters to Academic Support Manager.

5. Maintains a database of current cohort of students to ensure accuracy and refers issues to Academic Support Manager.

6. Creates and manages report scheduling and delivery in Workday Student. Resolves data discrepancies, identifies serious errors and refers to Academic Support Manager.

Performs other related duties in keeping with the qualifications and requirements of the job - 10%

Consequence of Error/Judgement

Supervision Received

Works under the general supervision of Associate Director on thesis-related tasks and Academic Support Managers on admissions and other tasks, but is expected to prioritize own work. Receives detailed instructions on new assignments and has various reference manuals to access. Has authority to act within the parameters of existing policy. New or unusual matters, technical problems, and any issues which fall outside policy boundaries are referred to supervisors.

Supervision Given

May assist with the training new staff (new full time employees, temporary staff & Work Study students). May occasionally oversee work of Work Study/Student Assistants.

Preferred Qualifications

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