Grad Student Support 3

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr9)

Job Title

Grad Student Support 3 (Gr9)

Department

Administration & Operations | Department of Curriculum and Pedagogy | Faculty of Education

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

September 19, 2024

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

Job End Date

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 Description Summary
The incumbent must have a thorough knowledge of UBC and Department policies and procedures relating to the Graduate Program. Provides guidance and assistance to approximately 400 Graduate Students and 35 Faculty Members. Coordinates a variety of complex tasks in connection with the administrative functions associated with the graduate program in the Department. Responsible for use and enhancement of supporting systems (e.g. e-Vision and Access database).

Organizational Status
Reports to the Administrative Manager and interacts with the Head, Deputy Head, Graduate Program Advisor, Faculty Members, Graduate Students, Staff and the public. Liaises closely with the Faculty of Graduate and Postdoctoral Studies; UBC Student Services; Faculty of Education Office of Research Education; Departmental Graduate Program Advisor; Professional Development and Community Engagement and others.

Work Performed
- Provide administrative support to the Graduate Program Advisor.
- In-depth knowledge of Workday Student and Workday HR & Finance Systems.
- Primary source of interpretation of policies and procedures on all graduate matters. This involves a thorough working knowledge of Graduate and Postdoctoral Studies, Office of Research Education, Faculty of Education, University of British Columbia, and Department Policies and Procedures. Dissemination of information from the Faculty Graduate and Postdoctoral Studies, UBC Student Services, University of British Columbia, Office of Research Education, Faculty of Education, and Department websites, Faculty Services Centre (FSC), Student Information Services Centre (SISC) and other reference sources.
- Advises prospective graduate students, provides information on requirements for admission, immigration documentation, employment authorization and TOEFL/IELTS minimum requirements.
- Oversees the graduate student admissions process and communication.
- Resolves complex problems related to graduate students in consultation with the Graduate Program Area Coordinators and the Graduate Program Advisor.
- In consultation with the Graduate Program Advisor, reviews academic progress reports to ensure that prerequisites for graduation are met.
- Records course marks and advises the Registrar and the Faculty of Graduate and Postdoctoral Studies, as necessary.
- Prepares and forwards requests for alterations to student records to the Faculty of Graduate and Postdoctoral Studies, such as leaves of absence, program extensions, grade changes, and program transfers, ensuring all required information and approvals are included.
- Deals with case-specific enquiries, (including routine status enquiries from prospective graduate students, student program status, etc.), advises students of UBC policies and procedures.
- In consultation with the Faculty Supervisors, processes the necessary paperwork for Ph.D. final examination to be completed: reviews that the timelines relating to processing completion of degree requirements are met; creating checklists for student graduation, arranges for confirmation of completion of graduation requirements to be forwarded to the Faculty of Graduate and Postdoctoral Studies.
- Ensures courses are scheduled and monitors student enrollment; consults with Administrative Manager and Graduate Program Advisor on the necessity to cancel or reschedule courses when enrollment is low.
- Registers students in restricted courses. Obtaining class lists, transcripts, student information including awards, degrees, biographical and financial data on the SISC and FSC systems. Conducts regular checks for student registration/record concerns such as missing grades, lapsed registration, etc.
- Preparing department recommendations for the Faculty of Graduate and Postdoctoral Studies.
- Tracks award recipient data and provides administrative assistance in their awards.
- Attends Tri-Council/Affiliated Fellowships workshops provided by the Faculty of Graduate and Postdoctoral Studies and communicates essential information to students and faculty members.
- Performs financial duties such as managing budget, tracking of all allocated monies for scholarships and fellowships (4YF