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Administrative Assistant., Graduate Programs
4 months ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative Assistant., Graduate Programs
Department
Student Support | School of Nursing | Faculty of Applied Science
Compensation Range
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
March 16, 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
To provide senior level administrative and secretarial assistance to the Associate Director, Graduate Program and the Manager, Student Services, with current student graduate program support, providing program information and assisting in the resolution of student progression requests, maintenance of graduate student records and development of academic materials and events. Provides front line support for the Student Services Office directing and referring all student, faculty, staff & visitor inquiries related to all programs of study.
Organizational Status
This position reports organizationally and administratively to the Manager Student Services, and functionally to the Associate Director, Graduate Programs. Works collaboratively with the School of Nursing s Graduate Programs faculty team and other staff in the School; Interacts with units within UBC such as the Faculty of Graduate and Postdoctoral Studies, Enrolment Services and the Faculty of Applied Science.. This position is an integral part of the Student Services Office, and also works closely with the Administrative Assistant, Undergraduate Program. The position provides front line assistance to students and faculty members, and provides resource assistance to guests and staff.
Work Performed
- Provides senior level administrative and secretarial support to the Associate Director, Graduate programs. This includes, but is not limited to scheduling and coordinating meetings, preparing and assembling committee materials for dissemination and record keeping, and course materials and program correspondence for faculty and students.
- Prepares and submits curriculum changes including but not limited to preparing curriculum change forms, maintaining an up to date record and file of completed submissions.
- Designs, develops, and updates documents related to program policies and cyclical academic activities
- Administers the School of Nursing course syllabus database - in collaboration with the undergraduate administrative assistant.
- Coordinates course and instructor evaluations for Graduate Courses
- Provides administrative support to Program Coordinators for all graduate student requests recommended to the Faculty of Graduate & Postdoctoral Studies (G+PS).
- Communicates with the Manager and three Graduate Advisors on all matters related to progressions issue brought forward by students.
- Assists Manager, Student Services with administrative components of student awards competitions in the School of Nursing
- Assists the Manager, Student Services with tracking program and individual student progression milestones through the administration of all electronic student record databases related to graduate studies (School of Nursing or UBC Central)
- Assists with the planning and implementation of workshops, public events, seminars and student functions including, venue, catering, materials, sales, and marketing.
- In collaboration with School of Nursing graduate student representatives, provides logistic and administrative support to the organization of the Graduate Student events, and other graduate program events.
- Supporting the Objective Structured Clinical Exams (OSCE) (NP Program) by providing logistic & event planning support to the Program Coordinator, and assisting in the recruitment of patient models & evaluators (volunteers)
- Integral part of the Student Services team assisting with the logistic coordination of Graduate Student Orientation, Graduation Receptions for all students, NP Interview Schedules, and other Student Services events as designated by the Manager, Student Services
- Assists the Graduate Programs Officer with maintenance of admissions files for prospective students.
- Assists the Graduate Placement Coordinator with maintenance of placement related files as needed
- Designated as backup for the Administrative Assistant, Undergraduate Programs
- Performs other related duties and responsibilities as required
Consequence of Error/Judgement
Must exercise considerable judgment initiating and carrying through with various activities important to the functioning of the School of Nursing graduate program, sometimes in the absence of established policies, procedures and guidelines. This includes judgement about when to consult with the Manager, Student Support Services, Associate Director, Graduate Program, the Graduate Program Coordinators, and other members of the Graduate Program Team. Exercising poor judgement, ineffective communications, or lack of confidentiality
