Gps/psi Program Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

GPS/PSI Program Assistant

Department

Support | Graduate Student Professional Development | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

February 10, 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 Faculty of Graduate and Postdoctoral Studies (G+PS) is responsible for the recruitment, admission, support and graduation of approx. 10,000 graduate students who attend UBC annually, and supports another 800 Postdoctoral Fellows.

The incumbent is responsible for the day-to-day administrative support of both the Graduate Pathways to Success program (GPS) and the Public Scholars Initiative (PSI).

The GPS program (grad.ubc.ca/gps) is a palette of non-credit workshops, seminars and other activities designed to complement a student’s graduate program's academic curriculum and mentorship experience. This includes the Three Minute Thesis (3MT) competition (3mt.grad.ubc.ca) and new graduate student orientation (GradStart; orientation.grad.ubc.ca). The incumbent is responsible for administrative support including web posting of session information, catering and room booking for events, registration management, compiling attendance and feedback after events, and program-related meeting scheduling.

PSI (grad.ubc.ca/psi) is a program designed to support UBC doctoral students as they strive for purposeful social contribution, produce new and creative forms of scholarship and dissertations, and explore diverse career pathways. The incumbent will provide administrative support to the PSI program, such as organizing meetings with scholars, helping with event management, updating of the website and creation of social media content,, and assisting with award administration in particular with the PSI Health Stream events and organizations.

This position deals with firm deadlines and requires an individual with strong attention to detail, event administration experience, and competency in data management. The incumbent must simultaneously manage responsibilities and tasks from different portfolios (GPS, PSI, Orientation). Priorities will change on a regular basis, and it is understood that the incumbent will need to be flexible to meet special circumstances.

Organizational Status

This individual reports to the Manager of the Graduate Pathways to Success program, with a dotted line to both the PSI Program Coordinator and the Director, Graduate Student Professional Development. They have internal contact with all Dean’s Office Executives and Staff and various external vendors. The incumbent will greet and support facilitators and graduate students participating in GPS events. They will also have direct contact with the community of PSI scholars.

Work Performed

This role will provide 50/50 administrative support to the Graduate Pathways to Success program and the Public Scholars Initiative.

Event Support and Coordination
- Sets up and maintains event file folders
- Assists with the promotion of each event by preparing announcements, posting all events on grad.ubc.ca and, if applicable, in the online UBC events calendar
- Coordinates the logistics of event set-up (for in-person events), including room bookings, seating arrangements, supplies, printed feedback forms, and A/V
- Coordinates the logistics of event set-up (for online events), including initial webinar set-up, technical support for participants, and creation of event feedback surveys.
- Organizes all materials for events to ensure they are ready ahead of time, including feedback sheets, event signage and name labels
- Photocopies handouts and other materials for participants (in-person); prepares and posts PDFs of handouts for participants (online)
- Creates and prints programs for Three Minute Thesis Open Heats, semi-finals and final events
- Orders catering in accordance with dietary needs, numbers of attendees, and budget
- Provides onsite assistance at events including set up of computers and presentations including those for webinars, audio set-up, registration, catering support, and event clean up.
- Leads the recruitment, training, and support of all event volunteers and students assistants
- Assists with, and tracks, processing of invoices from room bookings, facilitators, caterers etc. and works with the G+PS Finance Assistant to ensure they are paid
- Coordinates processing of Three Minute Thesis award payments
- Stores and replenishes supplies for events, including name labels, presentation aids, and catering items
- Collects, transcribes and cleans event feedback
- Maintains the GPS, PSI pages of the G+PS website to ensure that information is current
- Reviews and updates the 3MT and Orientation websites for currency in alignment with annual program

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