Gps Program Assistant - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

GPS Program Assistant

Department

Graduate Program | Associate Dean Graduate & Postdoctoral Studies Portfolio | Faculty of Land and Food Systems

Compensation Range

$3, $4,082.00 CAD Monthly

Posting End Date

May 23, 2023

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

Job End Date

Please include cover letter.

Job Summary

The LFS Graduate & Postdoctoral Studies Program Assistant works autonomously to deliver exceptional support and service to 12 research-based, 3 professional and 1 graduate certificate programs.

The position provides moderately complex information regarding admissions, registration, awards, and personal/wellbeing issues as they relate to academics.

In addition to providing clerical support, the Program Assistant is expected to resolve moderately complex problems, conferring with LFS G&PS staff when required.

Organizational Status

Reporting to the Administrative Manager, Graduate & Postdoctoral Programs (AM), the position takes direction and provides clerical support to all members of the LFS G&PS team, including Graduate Admission & Administrative Coordinator (GA&AC), Administrative Manager (AM), and Associate Dean (AD).

The position liaises with students, staff, faculty, external UBC units and visitors.

Work Performed

Admissions

Answers moderately complex inperson, telephone and einquiries from students regarding issues such as admissions, registration, awards/scholarships/fellowships, student records, and the interpretation of complex University regulations and internal LFS policies. Refers complex and unusual cases to the GA&AC.
Evaluates transcripts for program eligibility assessment and performs prerequisite checks.

Student Records Management

Organizes and maintains electronics student files
Investigates and resolves moderately complex problems related to registration.
Manages directed studies proposals (from initial proposal to submission of final grade).
Under direction from GA&AC and/or AM, performs annual student progress review and reports anomalies.
Ensures graduate student registration in order to facilitate award offers.
Submits grades and processes change of grade requests.
Assists students in making informed decisions related to their academic program by referencing department guidelines, such as the LFS website and graduate student handbook.
Processes documentation and standard letters for the unit such as visa letters for international students and confirmations of enrollment.

Timetabling / Scheduling

As Faculty Timetabling Rep (TRep) and Exam Rep (ERep), ensures accurate timetabling and scheduling of LFS graduate courses and exams.

Example duties include, but are not limited to, scheduling new courses, rescheduling existing courses, and collecting and submitting final exam requests.

Works autonomously to ensure the information in the course schedule is accurately maintained and uptodate.

Awards/Fellowships

Prepares award nominations for AM's review/approval.
Follows up with G&PS to ensure awards have been assigned and advises supervisors with results.
Updates and maintains awards/funding database.
May process and track Graduate Student Assistant fellowships, ensuring minimum funding is met and provides funding data.

Miscellaneous Support

Drafts agendas, prepares and organizes information packages for meetings, takes and transcribes meeting minutes.
Schedules and arranges appointments, special events, and meetings i.e. books rooms, arranges catering, manages RSVP's.
Produces standard and ad hoc reports, such as awards and survey reports, utilizing a variety of information systems.
Assists with the coordination of events such as annual new graduate student orientation/onboarding, grad student workshops, training sessions and the LFS Scholar Series.
Maintains LFS graduate student and G&PS website and oversees annual calendar updates.
Performs other duties as required.

Consequence of Error/Judgement

Supervision Received

Works independently under mínimal supervision. Reports to the Administrative Manager, Graduate & Postdoctoral Studies Programs. Also receives direction from the Graduate Admission & Administrative Coordinator and Associate Dean, GPS.

Supervision Given

May be required to supervise temporary staff or work study students.

Minimum Qualifications

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

Experience in post-secondary advising and administration

Preferred Qualifications

Position requires the incumbent to take initiative and maintain a highlevel attention to detail.
Must be able to exercise good judgment, be sensitive to a wide range of cultural and individual circumstances and be able to communicate i