Program Assistant

4 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 (Gr7)

Job Title

Program Assistant

Department

Administrative Leadership | Department of Microbiology | Faculty of Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 26, 2024

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

Job End Date

May 31, 2025

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 Graduate Faculty Advisor, Undergraduate Faculty Advisor, faculty, associate members and students in the Department of Microbiology & Immunology (MBIM). Acts as liaison between students, faculty, staff and the Office of Graduate & Postdoctoral Studies.

Organizational Status

Acts as Assistant to the Faculty Graduate Advisor, Faculty Undergraduate Advisor, Graduate Programs Manager and Undergraduate Program Manager in the administration of the student programs.

Administrative supervision received from the Director of Operations. Work direction from Graduate Program Manager and Undergraduate Program Manager.

Work Performed
- Resource person for applicants to the department of Microbiology and Immunology’s undergraduate and graduate programs.
- Resource person for students, faculty, staff and associate members regarding academics, appointments, finances, grants, fellowships, scholarships, etc.
- Record and track students’ academic progress to ensure that all program requirements and deadlines are met.
- May participate in recruitment projects such as recruitment fair and information session to promote program as well as attract high-caliber graduate students.
- Produce reports, when required.
- Assist Finance Manager to process departmental cheque deposit, student and external faculty reimbursements.
- Analyzes, troubleshoots, investigates appropriate solutions to resolve Workday errors and issues.
- Other duties as required.

Student Appointments
- Responsible for maintaining and updating financial summary/breakdown for each student

Responsible for the administration of over 100 GRAs and GTAs.

Graduate Research Assistant (GRA):

- Prepares appointment notices for Graduate Research Assistantships including tracking changes, cancelations, terminations, stipend adjustments and costing allocations changes as needed. Ensures international students hold valid employment authorizations. Forwards reminders of appointment notices for Worktag approval by appropriate faculty member.

Graduate Teaching Assistant (GTA):

- Ensures students have fulfilled mandatory TA requirement(s) for their designated program. Prepares Graduate Teaching Asst. appointment forms. Maintains and uploads TA responsibility forms to Workday

Admission to M.Sc. or Ph.D program
- Update applicant spreadsheets and monitors admission-related information on the MBIM webpage, ensuring accuracy and accessibility of info for prospective students.
- Generates admission and financial commitment letters to pre-admitted graduate students
- Maintains contact with prospective students keeping them abreast of the admissions process, including transcripts, references and immigration documents.
- Confirms IRCC verification for all international student admissions; extensions
- Refers complex problems to the appropriate Advisor.

Graduate Scholarships
- Informs faculty and students of scholarships, fellowships and awards, and supports the preparation of s nomination packages for the Graduate Scholarship Committee. Supports the collation of award nominations to the Office of Graduate & Postdoctoral Studies.

Data Base Maintenance
- Maintains excel spreadsheets to provide timely, accurate statistics for students, including stipends, scholarships, student information, appointments.
- Updates the Graduate Program Office (GPO) Manuel to incorporate Graduate program policies, Payroll procedures in workday
- Updates graduate student database as needed, monitors information on MBIM web pages and updates Department portal.
- Maintains registration for all MSc & PhD students in Workday Student for the duration of their program.
- Maintains record of committee meetings, committee members in database.
- Investigates and resolves student registration problems with support from the Graduate Program manager

Comprehensive Exams
- Reminds students and faculty of comprehensive examination deadlines and procedures. Secures chair for comprehensive exam.
- Monitor comp exam outcomes and recommendations of Chair are completed

Reviews
- Monitors graduate student progress towards degree completion and reports these as necessary for action by Graduate Advisor/f

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