Graduate Program Assistant - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Grad Student Support 3 (Gr8)Job TitleGraduate Program AssistantDepartmentAdministrative Support | Department of LinguisticsCompensation Range$4,137.00 - $4,456.00 CAD MonthlyPosting End DateJuly 29, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Description SummaryThe Graduate Program Assistant (GPA) provides administrative support to the graduate programs offered by the Department of Linguistics: MA Linguistics, PhD Linguistics, and MDS Computational Linguistics. Ongoing activities include student records management; receiving and processing applications and nominations for postdoctoral fellows; processing TA appointments and assignments; advising; course scheduling; coordinating meetings and events; and supporting the student recruitment and awards processes.Organizational StatusReports directly to the Manager of Administration; at times, also works under the supervision of the MDS-CL Program Manager.Work Performed1. Program AdministrationAdministers the day-to-day workflow of the Department's Graduate Programs, resolving routine and complex issues as they arise.Together with the Graduate Program Advisor (for MA/PhD Linguistics) and the MDS-CL Program Manager (for MDS-CL), determines the goals and objectives pertaining to the administration of each of the graduate programs.Updates information systems by integrating databases and documents; develops and maintains database records and all relevant files.To ensure compliance with program timelines, oversees the academic progress of graduate students through monitoring of academic grades; supervision arrangements; and completion of program requirements (e.g., courses, qualifying papers, thesis proposal).Attends relevant information sessions, meetings, and workshops, such as those organized by Graduate and Postdoctoral Studies (G+PS); Finance; and Enrollment Services.Organizes events related to the programs, including year-end meetings, workshops, supervisory committee meetings, and bi-annual conferences for PhD students to present their qualifying papers.Compiles ongoing statistical reports as requested by the Manager of Administration; MDS-CL Program Manager; Graduate Program Advisor; and/or Admissions Committees.Anticipates problems before they arise and provides recommendations as-appropriate; liaises with G+PS in dealing with special cases.Provides administrative support to all relevant committees, including producing and circulating minutes.2. AdmissionsTracks the application process using online application tools (e.g., eVision).Conducts initial review of qualifications and transcripts; assembles all necessary documents and prepares files for evaluation.Schedules and attends Admission Committee meetings; writes up and distributes recommendations; follows-up on recommendations, as required.Collates Department recommendations for admission as per G+PS requirements.Reviews and maintains admissions (and other program-related) content on the Department website.3. AdvisingProvides front-line assistance (via e-mail, by phone, or in-person) to current and prospective graduate students, acting as a resource on graduate program policy and procedures.Resolves complex issues including those related to applications, program requirements, course selection, registration status, scholarships, working on campus, immigration, appeals or related enquiries of an interpretive nature.Brings complaints and controversial situations to the Graduate Program Advisor as they arise, and assists the Advisor in identifying solutions and providing referrals to appropriate units or services.4. Student Awards & PositionsLiaises and participates in Graduate Awards Committee on the nominations of students for awards, and coordinates the student award process (e.g., NSERC, SSHRC, GSI, 4YF, Vanier, Killam).Following departmental ranking set by the Graduate Advisor and Committee, updates profile for each applicant using G+PS Awards database online.Produces advertisements for student positions and tracks entitlements.Supports student recruitment for and processes Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRA), and Work Study appointments and Department award allocations.Prepares onboarding packages for incoming student workers.Prepares funding reports and forecasts, including those for GRA, GTA, and GSI allocations.5. Courses & SchedulingSupports course scheduling, working with information in Excel, Scientia, and SISC.Assists students with course registration and withdrawals.Tracks program enrolment and changes to students' course registration.Ensures accuracy of curriculum items in UBC Calendar.Prepares information for online student course evaluations of instructors and Teaching Assistants. Compiles evaluation results for distribution to instructors.Submits grades under exceptional circumstances, on behalf of instructors, through the Faculty Services Centre.6. Support to the DepartmentProvides back-up support (e.g., reception) for the Department’s Administration Coordinator as-needed.Performs other duties as required, consistent with the scope and classification level of the position.Consequence of Error/JudgementThis position provides an important channel of communication for a network of those involved in the Department’s graduate programs (e.g., Department Head, Graduate Advisory Committees, the Faculty of Arts, the Faculty of Graduate and Postdoctoral Studies, faculty, staff and students) and therefore requires diplomacy, discretion, and advanced language and organizational skills. Errors made would have serious impact on both potential and current graduate students and on the department's credibility and ability to attract students and funding.Supervision ReceivedThe GPA directly reports to the Manager of Administration. Regarding the MA/PhD Linguistics programs, the GPA works closely with and often receives direction from the Graduate Program Adviser and the Graduate Admissions Director. Regarding the MDS-CL program, the GPA works closely with and often receives direction from the MDS-CL Program Manager. The GPA works independently under broad direction, according to established policies and guidelines. The GPA consults with the Manager of Administration, the MDS-CL Program Manager, and/or the Graduate Program Adviser when unusual problems arise.Supervision GivenThe GPA may give direction to student workers and provide training to other staff.Preferred QualificationsHigh School graduation, plus two year post-secondary diploma, plus 4 years of related experience, or the equivalent combination of education and experience. Effective oral and written communication. Experience working with students or in a student support role. Analytical ability. Intermediate competency with Excel. Experience using UBC systems including eVision, SISC, Scientia, Workday, Teaching Evaluation system, and WordPress. Experience working within a complex organizational structure; and understanding of the academic and public-sector environment. Strong organizational and interpersonal skills. Ability to effectively communicate verbally and in writing. Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually. Ability to interpret and implement policies and procedures. Ability to write for various audiences and contexts. Ability to be thorough, accurate, and attentive to detail. Proven ability to interact effectively, respectfully, and positively with students, faculty, and staff.