Grad Student Support 3 (Gr9)

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 Educational Studies | Faculty of Education

Compensation Range
$4,959.00 - $5,532.00 CAD Monthly

Posting End Date
May 26, 2024

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

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 33 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, Access database, and Workday Student).
Organizational Status
Reports to the Administrative Manager; interacts frequently with Graduate Advisor, faculty members, staff, graduate students and the Faculty of Graduate and Postdoctoral Studies and serves as Graduate Program Assistant for various departmental graduate committees. The department has over 400 graduate students enrolled in two doctoral programs, seven masters programs, and two graduate certificate programs. Liaises closely with UBC Student Services, Faculty of Education units such as Office of Research Education and Professional Development and Community Engagement, and others.
Work Performed

1. Provides Provide administrative support to the Graduate Program Advisor

2. Primary source of interpretation of policies and procedures on all graduate matters. This involves a thorough working knowledge and dissemination of information from the Faculty of Graduate and Postdoctoral Studies, Office of Research Education, other units in Faculty of Education, Department website, UBC Student Services, Faculty Service Centre (FSC), Student Information Service Centre (SISC) and other reference sources.

3. Responsible for all aspects of graduate program admissions, including the selection process and bringing cases requiring special adjudication to the Graduate Program Advisory and Curriculum Committee for review. Evaluates North American and International transcripts and assesses eligibility and ensures that the necessary documentation supporting the application is received. Responsible for processing all completed files. Reviews files with the Graduate Program Advisor and faculty members. Ensures that all timelines for processing applications are met.

4. Maintains content of department online application system, including: enabling and disabling online applications; customizing online applications according to departmental needs; exporting online applications; providing feedback and suggestions on how to improve online application functionality.
5. Advises prospective graduate students and provides information on requirements for admission, program areas, supervision, and graduation requirements. Connects students with the International Student Advising Office for information on immigration documentation and employment authorization.

6. Oversees the graduate student admissions process and communication.

7. Resolves complex problems related to graduate students in consultation with the Graduate Program Area Coordinators and the Graduate Program Advisor.

8. Monitors PhD and EdD graduate students milestones and progress towards degree completion, annual reviews, candidacy, etc.
9. In consultation with the Graduate Program Advisor, reviews academic progress reports to ensure that prerequisites for graduation are met.
10. 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.
11. Deals with case-specific enquiries, (including routine status enquiries from prospective graduate students, student program status, etc.), advises students of UBC policies and procedures.

12. In consultation with the Faculty Supervisors, processes the necessary paperwork for PhD and EdD 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.
13. Registers students in restricted courses. Obtaining class lists, transcripts, student information including awards, degrees, biographical and financial data on the SISC, FSC and Workday Student systems. Conducts regular checks for student registration/record concerns such as missing grades, lapsed registration, etc.
14. Conducts regular checks on student academic progress, ensuring students are meeting academic progress deadlines for taking comprehensive exams, advancing to candidacy and program completion.
15. Responsible for distributing SSHRC/Affiliated application materials to graduate students; informing students and faculty members of department deadlines for applications and requirements; evaluating transcripts, and collecting completed application materials for distribution to the Scholarships and Fellowships Committee for review and ranking.
16. Preparing department recommendations for the Faculty of Graduate and Postdoctoral Studies.
17. Tracks award recipient data and provides administrative assistance in their awards.
18. Communicates essential award information (Vanier, PSI, Tri-Council, affiliated fellowships) to students and faculty members.
19. Performs financial duties such as managing budget, tracking of all allocated monies for department, Faculty, and UBC scholarships and fellowships (4YF and GSI), etc.
20. Coordinates and schedules the work of Graduate Academic Assistants (GAA).
21. Monitors GAAs performance and gives feedback to the Graduate Program Advisor, Area Coordinators and Administrative Manager about the level of competency that the GAAs can handle.
22. Provides input and makes recommendations to the Administrative Manager, Graduate Program Advisor and Departmental Area Coordinators about hiring/rehiring GAAs.
23. Trains Departmental GAAs, and temporary office staff.

24. Trains and works closely with the Administrative and Graduate Program Assistant. Organizes workflow and supports adherence to deadlines.
25. Provides administrative support by preparing and distributing agendas and attachments for Departmental graduate committees (Graduate Programs Advisory and Curriculum Committee, PhD/MA Admissions and Management Committee, Scholarships and Fellowship Committee). Taking, transcribing and distributing minutes of committee meetings and ensures that decisions and recommendations at such meetings are accurately recorded. Maintains records of all graduate policy decisions made by these committees.
26. Acts as a resource person for submitting curriculum change forms for graduate courses.
27. Responsible for maintaining and updating graduate student Access database. Updating students personal information, students progress, awards and assistantships. Generating and compiling reports from the database for faculty members, various committees, Graduate Program Advisor, the Office of Research Education, and other units, including some external to UBC. Reminding students and advisors of expiration of degree time.
28. Composes complex correspondence and reports, overseeing storage, retrieval and destruction of archival materials, and developing and maintaining promotional material for the program.
29. Coordinates events such as Graduate Seminars, Graduate Students Orientation, and Convocation Receptions.
30. Maintains up-to-date procedures manual for performing work.
31. Compose routine correspondence requiring familiar information such as information on department graduate programs; preparing written responses for Graduate Advisor s signature.
32. Responds to a variety of written, email and oral inquiries of an interpretive nature.
33. Works collaboratively with the Communications and Web Coordinator to update EDST webpage with regards to program and event information.
34. Produces and maintains online Graduate Student Information Handbook, brochure and other promotional material.
35. Maintains a filing system for current, graduated and withdrawn students.
Consequence of Error/Judgement
Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies in planning the sequence of duties; the work methods to be employed; and the action to be taken. Determines eligibility of applications for the Department based on transcripts, both domestic and international, and on the TOEFL/ILTS/etc. scores if required. New or unusual problems are referred to the Graduate Advisor or the Head.
Supervision Received
Works independently within Departmental and University guidelines, under the administrative direction of the Administrative Manager.
Supervision Given
Supervises and supports up to six Departmental Graduate Academic Assistants (GAAs). Coordinates and schedules work for Departmental GAAs. Monitors performance of GAAs and makes recommendations to the Graduate Advisor and Area Coordinators/Administrative Manager. Trains Departmental GAAs, and temporary staff on work procedures. Coordinates events such as Graduate Seminars, Graduate Student Orientation and Convocation Receptions.
Works collaboratively with Communication and Web Coordinator on webpage updates. May provide training to temporary workers on work procedures.
Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
High School graduation and two year post-secondary diploma andtraining in office procedures and practices. University degree preferred.4 years related experience or the equivalent combination of education and experience.Knowledge of function of graduate education within a university an asset. ­ Ability to maintain accuracy and attention to detail.
­ Ability to set priorities and exercise initiative and judgment in planning assignments.
­ Ability to work effectively, independently and in a team environment.
­ Ability to exercise tact and discretion.
­ Ability to effectively manage multiple tasks and priorities.
­ Ability to analyze problems, identify key information and issues, and effectively resolve.
­ Ability to provide quality service in a courteous, patient manner.
­ Ability to compose routine correspondence and reports.
­ Ability to communicate effectively and tactfully in writing and verbally with faculty, staff, students, and internal and external contacts in disseminating and receiving information.
­ Ability to maintain accuracy and attention to detail.
­ Ability to take and transcribe minutes.
­ Ability to compose and edit correspondence and other materials using clear, concise business English.
­ Ability to coordinate and direct the work of others.
­ Thorough knowledge of policies and procedures set out by the Faculty of Graduate and Postdoctoral Studies is mandatory.
­ Intermediate to advanced computer skills and experience required (Word, Excel, Access, Outlook, SISC, FSC, eVision and Connect/Canvas preferred). An advanced knowledge of Access for database entry, queries for data acquired from multiple databases for reports.