Grad Student Support 3

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

Job End Date

This is a full-time, fixed term leave replacement appointment.

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

Responsible for the day to day administrative functions of the Graduate and PhD Programs in the iSchool. Works with the Educational Services Manager, Chairs of Programs and Graduate Adviser. Interprets policies and procedures. Assists in implementing policy decisions to maximize the effectiveness of the Admissions Process. Acts as liaison between graduate students, department faculty, and staff in the Faculty of Graduate and Postdoctoral Studies. Is one of the first points of welcome for Graduate Students.
Primary contact for procedural issues relating to the student experience, application, registration, program requirements and graduation.
Organizational Status
Works with the Educational Services Manager, reports directly to the Administration Manager.
Work Performed
Graduate Admissions:
- Primary contact for procedural issues relating to admission to iSchool Graduate Programs.
- Advises and guides prospective students via email and in person on the requirements for admission, registration, scholarships.
- Prepares and updates material related to the admissions process, pursues incomplete applications and recommends solutions to problems.
- Checks and updates all web based and paper information for incoming and current graduate students to ensure that the information on our web site is current and accurate; creates new content as needed.
-Evaluates domestic and international transcripts. Undertakes research on applications of an unusual nature and passes to Educational Services Manager if necessary. Composes complex correspondence; reviews and prepares approx. 350 applications per year.
- Ensures applicant files and all necessary information is up to date.
- Maintains contact with prospective students throughout the year. Responds to written and oral inquiries regarding application status.
- Handles requests from Faculty of Graduate & Postdoctoral Studies for statistical admissions information. - Updates and processes all student data from G+PS.
- Creates and manipulates complex sets of data and interprets results presenting reports.
- Meets with incoming students in absence of Educational Services Manager giving accurate advice and information relating to our programs.
Graduate Student Support:
- Primary contact for students and faculty on all procedural issues relating to Student Progress and Graduation.
- Resolves complex student requests and issues, referring to Grad Adviser when appropriate.
- Tracks all aspects of academic progress of students using in house database, SISC and hard copy as needed.
- Is Timetable Scheduling Rep for School. Works on all aspects of student registration and waitlists, resolves problems, and advises students.
- Completes and processes all TA appointments ensuring reports are filed as necessary. Posts TA job ad, works with Graduate Adviser to select TAs, and tracks evaluations.
- Advises students on UBC and School Awards and Fellowships, processes awards for School and follows up to ensure that all documentation is in place and students have received awards.
- Updates data and works with Faculty of Graduate & Postdoctoral Studies and Enrollment Services to ensure awards information is accurate.
- Analyzes transcripts and presents marks analysis and other information for internal awards meeting. Attends meeting takes notes and ensures that the awards are distributed accordingly.
- Advises students on graduation, follows up with students and Faculty of Graduate & Postdoctoral Studies to ensure all documentation is in place.
- Administers all student mailing lists and communication processes.
- Ensures all appropriate student calendar deadlines are met.
- Maintains all files and records.
PhD Program:
- Provides support to Chair and Program
- Maintains and updates Doctoral Student Handbook
- Arranges meeting of PhD Committees
- Researches and understands current policies and procedures governing PhD, departmental and final oral exam and theses.
- Tracks progress of all students and ensures all landmarks are documented in database.
- Administers and routes all official documentation and announcements to initiate and process PhD theses defense orals up to and including the distribution of the External Examiners Report.
- Owns and maintains PhD student mailing list.
General:
- Ensures all information in the on line Faculty Teaching Evaluation database is accurate, follows up with Arts ISIT and Instructors to resolve any issues.
- Updates databases and information as needed and produces statistical reports.
- Develops, edits and updates orientation and promotional material.
- Works on reports that are widely published and impact the external reputation of the School.
- Provides statistical information on students when asked.
- Maintains and updates Faculty Handbook.
- Provides support to committees as determined by the Admin Manager.
- Creates written information for the Information Desk to update blog, website and other sites as needed.

- Other work as needed to support administrative processes in the iSchool.

- Works independently and as part of a team.

- Meets regularly with the Administration Manager and the Educational Services Manager.
Consequence of Error/Judgement
Errors could have detrimental effect on student admission and progress and could reflect negatively on the School. Such errors may also impact the administrative efficiency of the iSchool and our interaction with Faculty of Postdoctoral and Graduate Studies.
Supervision Received
Works relatively independently. Works with Educational Services Manager and reports to Administration Manager.
Supervision Given
May train and supervise temporary staff.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience or an equivalent combination of education and experience. 

- 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 and Bachelor degree preferred or4 years related experience or the equivalent combination of education and experience. Positive and welcoming attitude; ability to take initiative; excellent organizational and communication skills; able to work effectively and independently; problem resolution ability; able to interpret and administer policies and procedures; able to give accurate advice and information to faculty and students; able to help develop new methods and procedures; proficient with various office software programs including MS Excel, MS Word, and Outlook. Ability to become proficient with UBC programs including SISC, Scientia, eVision, Canvas,Workday. Ability to become proficient with in house software including Filemaker. Excellent verbal, written skills required. Able to represent the iSchool at student recruitment events.