Graduate Academic Services Officer

2 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

Graduate Academic Services Officer

Department

UBCO | Program Support | College of Graduate Studies

Compensation Range

Posting End Date

June 14, 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

Organizational Status

This position reports to the Associate Director of Admissions & Records. This position will liaise with other departments within UBC, faculty, staff, current students, other institutions both national and international, and the general public.

Work Performed

Defences and Exams:

- Instructs and advises, and responds to complex inquiries and requests from UBC faculty, staff, and students regarding thesis defences, dissertation examinations, and UBC’s cIRcle repository.
- Assesses student eligibility to proceed to defence/exam based on established policies, and adapts policies and procedures as necessary.
- Schedules thesis defences and doctoral dissertation examinations by coordinating room bookings and videoconferences.
- Posts and advertises thesis defences and doctoral examinations to event portals, social media platforms, and other campus advertising platforms.
- Interprets university policies and procedures regarding thesis defences and dissertation examinations, including defence/examination committee composition, and makes recommendations on highly complex files to the Associate Dean and Dean of the College of Graduate Studies.
- Coordinates the receipt of external examiner reports from expert faculty and industry professionals who are external to UBC. Works closely with the Dean and Associate Dean to ensure that dissertation examinations can proceed as scheduled.
- Liaises with faculty members and staff in other units to collect and approve post-defence/exam paperwork, facilitates final thesis/dissertation upload to the cIRcle repository, and initiates the program completion and close out process.
- Provisions and removes student access to the cIRcle repository.
- Evaluates and makes recommendations for areas of potential improvement to the thesis/dissertation defence scheduling and cIRcle repository processes.

Applications, Admissions, and Graduation:

- Interprets and adapts university policies and procedures regarding admissions and makes recommendations on highly complex files to the Associate Director of Admissions & Records.
- Liaises with administrative staff at other academic institutions to facilitate and process student approvals for exchange/credit when processing admissions for exchange students.
- Monitors status and communicates with Graduate Programs regarding the nature of outstanding admission provisions and conditions, and clears admission provisions and conditions in system based on receipt and verification of final required documentation or completion of academic requirements.
- Assesses and responds to student queries regarding financial issues, such as tuition, continuing fees, student fees, awards, financial holds; assesses and provides solutions or recommendations, and initiates financial related adjustments to rectify issues as appropriate.
- Identifies issues, and makes and implements recommendations on policies and procedures to improve efficiencies based on new or changing circumstances.
- Checks thesis formatting within the institutional repository, cIRcle, to ensure UBC standards are met prior to final submission, responds to student inquiries regarding formatting, and directs students to appropriate resources.
- Assists with training new or auxiliary office staff on admissions processes, policies and procedures. Assesses and makes recommendations to supervisor on progress and ability to take on new or greater responsibilities.

Records and Registration:

- Provides information and advises, and responds to complex inquiries and requests from UBC faculty, staff, students, prospective students, other universities and the general public and supports the front counter as needed on general information and specific complex questions regarding Applications, Admissions, Records, Graduation and Merit-based Awards, by using established policies and regulations in the Academic Calendar and College of Graduate Studies website, and adapting the policies and procedures as needed.
- Interprets university policies and procedures regarding student records and registration amendments and provides consultation and advice to graduate programs on policies and procedures.
- Identifies issues and recommends revisions to policies or procedures that may enhance the administrative process or tracking of students.
- Assesses and implements requests for amendments to graduate student records/registration, including, but not limited to, adding/dropping courses, transfer of programs, transfer of credits, leaves of absence, extension of maximum time period in which

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