Academic Governance Clerk

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr7)

Job Title
Academic Governance Clerk

Academic Governance Clerks Senate and Curriculum Services Enrolment Services

Compensation Range

Posting End Date
November 25, 2023

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 Academic Governance Clerk performs complex secretarial and clerical work requiring independent action and judgment to support academic governing bodies, including the Senates, Council of Senates, Committees of the Senate and Council of Senates, and Faculty Councils. Primary responsibilities are meeting scheduling and material preparation, minute and agenda writing, and data entry for university calendar databases and websites.
Organizational Status
Reports to an Academic Governance Officer. Receives direction from Associate Registrars, Academic Governance Officers, and Associate Academic Governance Officers. Liaises with faculty associate deans, senators senate and faculty committee chairs, and other faculty/staff members.
Work Performed
Receives and reviews curriculum proposals for completeness; facilitates curriculum approval process.
Updates calendar databases with approved curriculum, academic regulations, policies and other approved material in accordance with established procedures.
Facilitates calendar proofreading and editing processes.
Provides meeting support for academic governing bodies: schedules meetings, prepares agendas, maintains contact lists, records minutes, and maintains records.
Coordinates copying and distribution of meeting materials for meetings of academic governing bodies; handles distribution of paper mail or electronic documents: arranges delivery of time-sensitive documents.
Responds to inquiries of an interpretive nature based upon a thorough knowledge of University, Enrolment Services, Senate and Faculty policies and procedures.
Responds to routine requests for information about student appeals, prepares appeals files for hearing, schedules hearings, and circulates the result.
Assists with research and data collection in support of Senate & Curriculum Services.
Maintains Senate & Council websites.
Provides general support to the work of the Senates and their Associate Registrar, Academic Governance Officers and to Associate Academic Governance Officers.
Maintains files for academic governing bodies.
Performs other related duties as required.
Consequence of Error/Judgement
Errors in judgment or action may result in faulty representations in official University documents, regulations, and policies; harm to student academic progress, graduation, or continuance, the inefficient use of resources; litigation; and damage the reputation of the University.
Supervision Received
Reports to an Academic Governance Officer. Receives direction on projects from Associate Registrars, Academic Governance Officers and/or the Associate Academic Governance Officers, as appropriate.
Supervision Given
Supervises the work of and provides project direction to temporary or part-time student, secretarial and/or clerical staff.
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 1 year post-secondary education.Training in word processing (keyboard speed at least 60 wpm) and training in office procedures and practices. University or college graduation preferred.4 years related experience or the equivalent combination of education and experience.Experience at UBC or post-secondary experience is an asset. Ability to deal effectively and tactfully with students, faculty and the general public.Ability to work under pressure with minimum supervision in dealing with the demands of a busy office.Ability to communicate well both orally and in writing.Ability to take and transcribe minutes.Accuracy and attention to detail (in general and specifically with data entry).Ability to accurately interpret, apply and make decisions within established UBC guidelines and regulations.Computer and word processing skills required (UBC system experience preferred).Training and/or experience in writing minutes and succinct summaries of complex proceedings.Knowledge of office procedures and practices and computer skills (PC / Windows environment with Microsoft Office and HTML publishing).Excellent oral and written communications skills.A high degree of judgment applicable to handling sensitive policy issues and personal issues, such as student appeals.Proficiency in English grammar, spelling and punctuation.

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