Graduate Programs Assistant

University of British Columbia

Workers – Union

Job Class
BCGEU Okanagan Help Workers

Job Profile
BCGEU OK Salaried – Help Providers Assistant II

Job Title
Graduate Applications Assistant

UBCO Analysis Help Jirasek Division of Pc Science, Arithmetic, Physics and Statistics Irving Okay. Barber College of Science

Compensation Vary
$4,558.00 – $5,228.00 CAD Month-to-month

Posting Finish Date
September 26, 2023

Be aware: Purposes will probably be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Job Description Abstract
This place gives a variety of confidential administrative assist to the Graduate
Program Coordinators within the Irving Okay. Barber College of Science (FoS). This place helps a number of key college graduate administrative providers in FoS together with: improvement of processes, utility and admissions, pupil registration, data and progress monitoring, diploma completion and information reporting. This place works at the side of the Faculty of Graduate Research, Enrollment Providers and the departments inside FoS.
Organizational Standing
This place works carefully with Graduate Program Coordinators however studies on to the Director, Administration, Operations and Strategic Partnerships (Director). The incumbent works as a first-line useful resource particular person for all graduate applications inside FoS. This place acts as liaison to varied areas and departments together with the AVP Educational and Analysis Workplace, the Workplace of the Deputy Vice-Chancellor (DVC) and Principal, Improvement and Alumni Engagement, College Relations, Faculty of Graduate Research, Centre for Scholarly Communication, Centre for Instructing & Studying, Library, IT, Media and Classroom Providers and Services Administration. The function responds to inquiries from college, workers, college students and most people.
Work Carried out
1. Help Program Coordinators by:
– Offering common info to present and pre-admission FoS graduate college students with tutorial
program choices, switch credit score, course choice and registration.
– Assessing graduate purposes and admissions, together with calculating grade level common (GPA) and
cross-referencing worldwide {qualifications}.
– Prioritizing and directing incoming duties for well timed and applicable actions and responses.
– Offering assist for recruitment by evaluation of Worldwide college students and establishments.
– Monitoring adjustments to college tutorial and administrative insurance policies; helping with improvement and
overview of insurance policies and procedures referring to graduate applications in FoS.
– Performing diploma audits to make sure college students have accomplished diploma necessities.
– Helping college students with course choice and registration for FoS graduate applications.
– Working with the Scholar Data Providers Centre (SISC) program to entry pupil info
when required.
– Drafting agendas, recording and transcribing assembly minutes and making certain the progress of motion
– Consulting with the Faculty of Graduate Research to resolve issues and/or discrepancies in
tutorial data.
– Helping with project and monitoring of graduate awards and scholarships as really useful by
the College.
– Overseeing monitoring of pupil efficiency and notifying Graduate Program Coordinators concerning
withdrawals, provisional/probationary standings.
– Making certain correct submission of pupil and college administrative types.
– Coordinating with the Faculty of Graduate Research and exterior establishments.
2. Assists with communication by:
– Sustaining info stream to college students concerning notification of crucial dates and deadlines (i.e.
annual progress studies, graduate supervision, course registration and commencement deadlines).
– Making certain that the graduate web site content material is correct, clear, up to date in a well timed method and
constant throughout all FoS websites as required.
– Working with the College Service Centre (FSC) to ship out class notices and confirm grade
– Making ready and updating promotional supplies for ongoing recruitment applications.
– Updating program associated paperwork equivalent to Graduate Program laws and associated
info equivalent to handouts, types and internet entries.
– Processing and sustaining pupil data and databases.
– Helping graduate and applications with schedules and timetables.
– Revising and sustaining course timetabling in response to program coverage adjustments.
– Coordinating and publicizing graduate pupil analysis seminars
– Asserting thesis defenses and processing associated duties
3. Performs common workplace duties by:
– Accumulating course outlines and assuring high quality management.
– Helping with college evaluations and ultimate examination coordination.
– Archiving of FoS graduate pupil data and information.
– Serving as a liaison to the Faculty of Graduate Research and offering coordination providers as
– Coordinating and appearing as liaison to IT, Media and Classroom Providers.
– Coordinating graduate pupil workplace allocations
– Help the Departmental Administrative Assistants with the administration of Graduate Scholar hires
and onboarding
4. Performs different associated duties as required.
Consequence of Error/Judgement
Judgment requires information of College, FoS and the Faculty of Graduate Research admission necessities, insurance policies and procedures. Offering incomplete or inaccurate info or recommendation to college students can adversely affect the FoS s skill to recruit college students and might affect college students skill to realize their tutorial {and professional} objectives and will end in tutorial appeals or lawsuits. Incapability to work cooperatively with college students, college and workers could jeopardize the efficient provision of providers to college students. This place has entry to confidential pupil data and supplies and processes info into pupil data in an internet system; accuracy and confidentiality are essential. Errors have a direct affect on pupil tutorial data. The correct and well timed processing of curriculum and associated proposals ensures environment friendly implementations. Delays in timing or errors in processing curriculum gadgets may affect the implementation of proposals. Accuracy and pace and the power to fulfill deadlines are crucial. Errors may end in pointless expenditures, which may result in monetary hardship or missed alternatives for efficient supply of providers to college students, college and workers.
Supervision Obtained
This place studies on to the Director, Administration, Operations and Strategic Partnerships however works independently on a daily foundation with minimal supervision. General targets are decided in session with the Graduate Coordinators inside the departments. Inside these tips, this place works independently, figuring out priorities as essential. Steerage is obtained in issues of strategic significance.
Supervision Given
This place doesn’t supervise every other workers.
Most popular {Qualifications}
Undergraduate degreeover three years of associated administration expertise, or an equal mixture of schooling and expertise is required Means to successfully use MS Workplace software program at an intermediate degree. (e.g., Outlook, MS Phrase, MS Excel, Powerpoint, Adobe merchandise)Means to carry out phrase processing at 60 phrases per minute.Familiarity with Net-development software program requiredAbility to be thorough, correct, and have a excessive degree of consideration to element and presentation of informationExcellent customer support expertise are essentialEffective oral and written communicationEffective downside fixing skillsEffective interpersonal skillsEffective multitasking skillsEffective group skillsKnowledge of college insurance policies and procedures an assetDemonstrated skill to work below stress and to fulfill deadlines whereas being courteous and helpfulAbility to train tact and discretion.Means to work successfully independently and in a workforce atmosphere.

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