Iop Coordinator

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Hourly - Grad Student Support 3 (Gr8)
Job Title
IOP Coordinator
Department
Student Support | Interdisciplinary Oncology Program | Faculty of Medicine
Compensation Range
$31.18 - $33.57 CAD Hourly
Posting End Date
January 6, 2025
**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 Summary
Reports to the Program Graduate Advisor(s) / (Co-)Director. This position provides support to the IOP Graduate Advisor(s), Graduate Program students, faculty research supervisors, course instructors, and the Executive Committee. The incumbent acts as the liaison between the Graduate Advisor(s), students, and faculty with various University offices and departments.
The incumbent is expected to organize and complete administrative tasks and run routine errands. Thus, the position requires a thorough knowledge of office procedures, Program functions, and the policies and procedures and software systems of the Program, Faculty of Medicine, and University. The incumbent is also expected to handle confidential information with tact and discretion. The nature of the work is varied and requires independent action, judgement and setting priorities, meeting deadlines, and following the guidelines and procedures of the University.
Organizational Status
Primarily reports to the IOP Graduate Advisor(s) / (Co-)Director.
Work Performed
IOP Graduate Student Program
Supports the Graduate Advisor and resolves complex problems related to graduate students in consultation with the Graduate Advisor.
Acts as the primary contact for prospective and current students, providing information about programs, admissions requirements, and academic policies.
Responds to written and oral inquiries from students, faculty, and staff, ensuring accurate and timely resolution of questions and concerns.
Advises and refers students to the Graduate Advisor or other UBC services for academic and personal issues.
Facilitates the IOP Mentoring Program with social coordinators, matching incoming mentees with current mentors.
Liaises with Graduate and Postdoctoral Studies (G+PS), Enrolment Services, International House, and other UBC offices for all issues concerning students' academic progress and concerns.
Ensures that incoming students fulfill G+PS admissions conditions and are aware of course requirements, orientations, and scholarship competitions.
Registers incoming students in Workday Student and ensures the accuracy of academic records.
Processes administrative requests, including leaves of absence, extensions, and program transfers, ensuring timely approvals.
Acts as the Timetable Representative (T-REP) for the IOP, scheduling courses in Scientia and Workday Student and booking classrooms (e.g., ONCO 502 and ONCO 510 at BCCRC).
Provides support for IOP course coordinators, instructors, and TAs, including accessing Workday Student to register students and submitting final grades.
Responds to undergraduate and graduate inquiries regarding IOP (ONCO) courses and liaises with other departments for cross-listed courses.
Scholarships and Awards
Reviews and interprets NSERC, CIHR, and UBC Affiliated Fellowships competition rules and ensures compliance in submissions.
Prepares applicant summaries and spreadsheets for Awards Committee and Graduate Advisor.
Arranges Awards Committee meetings and prepares supporting documentation.
Academic and Program Coordination
Tracks and monitors students' academic progress to ensure compliance with IOP and UBC requirements and deadlines.
Updates program protocols, procedures, and the IOP website in collaboration with students and faculty.
Writes and/or edits descriptions of the IOP MSc and PhD programs for the IOP and G+PS websites.
Schedules MSc defenses and coordinates with students, supervisors, and exam Chairs.
Sends instructions and defense grade sheets to Chairs and reminders to students and committees.
Validates and submits final thesis forms to G+PS for processing.
Admin Support
Prepares complex correspondence, reports, and meeting agendas for review by the Graduate Advisor.
Attends and takes minutes at meetings, including quarterly Executive Committee meetings, and prepares action lists.
Assists with the September Welcome Meeting and new student orientation sessions, welcoming students to the program.
Processes incoming and outgoing IOP-related mail for the Graduate Advisor and program.
Maintains and oversees the departmental filing system, ensuring accurate and confidential recordkeeping.
Assigned duties and tasks as required by the IOP program.
Consequen