Graduate Programs Assistant

University of British Columbia

Workers – Union

Job Class
BCGEU Okanagan Help Workers

Job Profile
BCGEU OK Salaried – Help Companies Assistant II

Job Title
Graduate Packages Assistant

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

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

Posting Finish Date
September 26, 2023

Be aware: Functions might be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Job Description Abstract
This place supplies a variety of confidential administrative assist to the Graduate
Program Coordinators within the Irving Ok. Barber College of Science (FoS). This place helps a number of key college graduate administrative companies in FoS together with: growth of processes, utility and admissions, scholar registration, data and progress monitoring, diploma completion and knowledge reporting. This place works along side the Faculty of Graduate Research, Enrollment Companies and the departments inside FoS.
Organizational Standing
This place works intently with Graduate Program Coordinators however reviews on to the Director, Administration, Operations and Strategic Partnerships (Director). The incumbent works as a first-line useful resource particular person for all graduate packages 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, Growth and Alumni Engagement, College Relations, Faculty of Graduate Research, Centre for Scholarly Communication, Centre for Instructing & Studying, Library, IT, Media and Classroom Companies and Services Administration. The function responds to inquiries from college, workers, college students and most of the people.
Work Carried out
1. Help Program Coordinators by:
– Offering common data 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 via evaluation of Worldwide college students and establishments.
– Monitoring modifications to school tutorial and administrative insurance policies; helping with growth and
assessment of insurance policies and procedures referring to graduate packages 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 packages.
– Working with the Pupil Info Companies Centre (SISC) program to entry scholar data
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 scholar efficiency and notifying Graduate Program Coordinators relating to
withdrawals, provisional/probationary standings.
– Making certain correct submission of scholar and college administrative varieties.
– Coordinating with the Faculty of Graduate Research and exterior establishments.
2. Assists with communication by:
– Sustaining data circulation to college students relating to notification of important dates and deadlines (i.e.
annual progress reviews, 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 packages.
– Updating program associated paperwork akin to Graduate Program laws and associated
data akin to handouts, varieties and net entries.
– Processing and sustaining scholar data and databases.
– Helping graduate and packages with schedules and timetables.
– Revising and sustaining course timetabling in response to program coverage modifications.
– Coordinating and publicizing graduate scholar analysis seminars
– Asserting thesis defenses and processing associated duties
3. Performs common workplace duties by:
– Amassing course outlines and assuring high quality management.
– Helping with college evaluations and ultimate examination coordination.
– Archiving of FoS graduate scholar data and recordsdata.
– Serving as a liaison to the Faculty of Graduate Research and offering coordination companies as
– Coordinating and performing as liaison to IT, Media and Classroom Companies.
– Coordinating graduate scholar workplace allocations
– Help the Departmental Administrative Assistants with the administration of Graduate Pupil 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 data or recommendation to college students can adversely impression the FoS s skill to recruit college students and might impression college students skill to realize their tutorial {and professional} targets and will lead to tutorial appeals or lawsuits. Incapability to work cooperatively with college students, college and workers could jeopardize the efficient provision of companies to college students. This place has entry to confidential scholar data and supplies and processes data into scholar data in an internet system; accuracy and confidentiality are essential. Errors have a direct impression on scholar 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 objects might impression the implementation of proposals. Accuracy and velocity and the power to satisfy deadlines are important. Errors might lead to pointless expenditures, which might result in monetary hardship or missed alternatives for efficient supply of companies to college students, college and workers.
Supervision Obtained
This place reviews on to the Director, Administration, Operations and Strategic Partnerships however works independently on a each day foundation with minimal supervision. Total goals are decided in session with the Graduate Coordinators throughout the departments. Inside these tips, this place works independently, figuring out priorities as essential. Steerage is acquired in issues of strategic significance.
Supervision Given
This place doesn’t supervise some other staff.
Most well-liked {Qualifications}
Undergraduate degreeover three years of associated administration expertise, or an equal mixture of training and expertise is required Capacity to successfully use MS Workplace software program at an intermediate degree. (e.g., Outlook, MS Phrase, MS Excel, Powerpoint, Adobe merchandise)Capacity to carry out phrase processing at 60 phrases per minute.Familiarity with Internet-development software program requiredAbility to be thorough, correct, and have a excessive degree of consideration to element and presentation of informationExcellent customer support abilities 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 satisfy deadlines whereas being courteous and helpfulAbility to train tact and discretion.Capacity to work successfully independently and in a workforce atmosphere.

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