Graduate and Hospital Residency Program Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

Graduate and Hospital Residency Program Assistant

Department

Curriculum Management | Administration | Faculty of Dentistry

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

December 20, 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

Coordinating Graduate Programs by compiling information necessary for the development of timetables, schedules, tracking student academic progress and accreditation in consultation with the Managers of Curriculum and Student Academic Services staff. Ensures student registration, grades compilation, updates students records, advises faculty and staff of changes to student registration. The incumbent performs a wide variety of support activities of the Faculty including Director Graduate and Post Doc Studies, Program Director, General Practice Residency Program, and Program Director, Oral Medicine and Oral Pathology Hospital Residency.This position also provides shadow coverage for the other CUPE position(s).

Organizational Status
Reports to the Managers of Curriculum and Student Academic Services. The UBC Faculty of Dentistry is comprised of two academic departments, separated into 14 divisions.

Work Performed

Onboarding
- Works with Student Services to prepare and distribute orientation materials to incoming students and residents. This may involve planning information sessions, booking space, providing tours, and ordering catering.
- Coordinates and participates in local resident orientations and, including first-day reporting instructions, relevant policies, handouts, ID badges, parking arrangements and other logistics.
- Prepares timetable memos detailing course registration for returning and new students. Follows up with students to ensure they have registered in the correct coursework.
- Assists students in resolving course access and schedule difficulties.
- Advises on student registration and program management policy and procedures.
- Ensure student compliance with completion, submission of required documents and student registration completed with BCCOHP as required.

Curriculum
- Organizes timetables for the curriculum database.
- Compiles and inputs course and scheduling data in the curriculum database including instructor assignments and rotations. Produces custom reports as required.
- Works with course coordinators to transfer past content and post new content to Canvas course shells as directed by faculty.
- Consults with faculty to determine handouts, manuals, and associated course support and teaching materials are required,and ensures updates are incorporated and materials are available as needed.
- Assists with the update of graduate course syllabi. Assists faculty as required.
- Organizing graduate student seminar series, makes room bookings, sets up room, ensures AV requirements met and orders catering as necessary.
- Assists Curriculum Manager in coordinating program accreditation processes, including coordinating on-site visits and reviews, compiling data for reporting and providing documentation, surveys, and assessments as needed.
- Receives and coordinates HSP placement information from partners and students.
- Ensures residents have access to systems, privileges and facilities as required for their clinical activity.

Academic Progress
- Oversees the tracking of graduate student progress, processing dissertations, comprehensive exams, student presentations and seminar series.
- Ensuring that graduate students have completed all requirements for their graduate program and prepares student progress materials for Student Academic Services meetings.
- Collaborates with the Manager, Student Academic Services in preparation of Academic Progress meeting packages.
- In collaboration with the Manager, Student Academic services, draft letters to students regarding academic progress as required.
- Schedules end-of-term and year-end examinations ensuring students registered with the UBC Centre for Accessibility have accommodations in place.
- Provides Workday support to ensure student records are accurately updated based on academic progression outcomes.

Finance and Administration
- Coordinates and documents committee meetings as required (i.e. GPR, OMOP and Graduate Studies committees). This may involve recording, transcribing and distributing minutes and agendas, other duties as required. Arrange room bookings and catering as required and distributes agendas and assembles material