Administrative Assistant., Graduate Programs

17 days

Job Summary


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Job Description

Job Posting
31745  
Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 3 (Gr6)
Administrative Assistant., Graduate Programs
Nursing, School of
$43,128.00 (Annual)
Full-Time
Yes
2018/11/19
Budget Funded
2018/11/05 1

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Job Summary
To provide senior level administrative and secretarial assistance to the Associate Director, Graduate Program and the Manager, Student Services, with current student graduate program support, providing program information and assisting in the resolution of student progression requests, maintenance of graduate student records and development of academic materials and events. Provides front line support for the Student Services Office directing and referring all student, faculty, staff & visitor inquiries related to all programs of study.
Organizational Status
This position reports organizationally and administratively to the Manager Student Services, and functionally to the Associate Director, Graduate Programs. Works collaboratively with the School of Nursing's Graduate Programs faculty team and other staff in the School; Interacts with units within UBC such as the Faculty of Graduate and Postdoctoral Studies, Enrolment Services and the Faculty of Applied Science. . This position is an integral part of the Student Services Office, and also works closely with the Administrative Assistant, Undergraduate Program. The position provides front line assistance to students and faculty members, and provides resource assistance to guests and staff.
Work Performed
- Provides senior level administrative and secretarial support to the Associate Director, Graduate programs. This includes, but is not limited to scheduling and coordinating meetings, preparing and assembling committee materials for dissemination and record keeping, and course materials and program correspondence for faculty and students.
- Prepares and submits curriculum changes including but not limited to preparing curriculum change forms, maintaining an up to date record and file of completed submissions.
- Designs, develops, and updates documents related to program policies and cyclical academic activities
- Designs maintains and distributes graduate student communication in e-newsletters and graduate student emails
- Administers the School of Nursing course syllabus database - in collaboration with the undergraduate administrative assistant.
- Coordinates course and instructor evaluations for Graduate Courses
- Provides administrative support to Program Coordinators for all graduate student requests recommended to the Faculty of Graduate & Postdoctoral Studies (G+PS).
- Communicates with the Manager and three Graduate Advisors on all matters related to progressions issue brought forward by students.
- Assists Manager, Student Services with administrative components of student awards competitions in the School of Nursing
- Assists the Manager, Student Services with tracking program and individual student progression milestones through the administration of all electronic student record databases related to graduate studies (School of Nursing or UBC Central)
- Assists with the planning and implementation of workshops, public events, seminars and student functions including, venue, catering, materials, sales, and marketing.
- In collaboration with School of Nursing graduate student representatives, provides logistic and administrative support to the organization of the Graduate Student events, and other graduate program events.
- Supporting the Objective Structured Clinical Exams (OSCE) (NP Program) by providing logistic & event planning support to the Program Coordinator, and assisting in the recruitment of patient models & evaluators (volunteers)
- Integral part of the Student Services team assisting with the logistic coordination of Graduate Student Orientation, Graduation Receptions for all students, NP Interview Schedules, and other Student Services events as designated by the Manager, Student Services
- Assists the Graduate Programs Officer with maintenance of admissions files for prospective students.
- Assists the Graduate Placement Coordinator with maintenance of placement related files as needed
Assists with greeting guests, reception, and directing referrals for graduate and undergraduate programs via email, phone & in person
- Designated as backup for the Administrative Assistant, Undergraduate Programs
- Performs other related duties and responsibilities as required
Supervision Received
Works independently under minimal supervision. The position reports to the Manager, Student Services and receives direction from the Associate Director of Graduate Programs, and other members of the Graduate Programs leadership team. Work requires ongoing prioritization. The incumbent is expected to take initiative, problem solve, determine course of action and follow through.
Supervision Given
The position does not have supervisory responsibilities.
Consequence of Error/Judgement
Must exercise considerable judgment initiating and carrying through with various activities important to the functioning of the School of Nursing graduate program, sometimes in the absence of established policies, procedures and guidelines. This includes judgement about when to consult with the Manager, Student Support Services, Associate Director, Graduate Program, the Graduate Program Coordinators, and other members of the Graduate Program Team. Exercising poor judgement, ineffective communications, or lack of confidentiality could result in strained relations that compromise program activities and the School of Nursing graduate education program.
Qualifications
High School graduation and 1 year post-secondary education.  Plus two year post-secondary diploma.  4 years related experience or the equivalent combination of education and experience.  Excellent customer service and the ability to serve a diversity of clients with a variety of needs. Ability to uphold confidentiality and privacy guidelines in verbal and written communication and record keeping is essential. Training and experience in administrative coordination and office procedures in an education setting preferred.  Basic knowledge of html web design an asset. Extensive computer skills and experience required (including, Microsoft Word, Excel, Access, PowerPoint, and Publisher at an intermediate level).  Knowledge of database programs used in post-secondary education settings essential (eg. Student Information Systems and Learning Management Systems) . Knowledge and experience with Web Content Management Systems desired. Provides training and/or instruction of a complex nature in with regards to student information systems, learning management systems, and placement / exchange systems  to faculty and students. Knowledge of Financial Management and Information Systems database program an asset.  Knowledge and experience with Web Content management systems is a desirable. Requires diplomatic persuasiveness, sensitivity, and the ability to secure cooperation and acceptance of decisions. Negotiates to gain best value when liaising with internal and external stakeholders with regards to placement coordination. Highly effective oral and written communication, taking and transcribing minutes, interpersonal and organizational skills.Requires understanding of privacy regulations and laws. Ability to type 60 w.p.m. and to operate a normal range of office equipment. Prioritization, multi-tasking, problem-solving and organizational skills. Ability to exercise initiative, accuracy, judgment and tact. Ability to work effectively under pressure to meet deadlines. Ability to work both independently and within a team environment.
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Equity and diversity are essential to academic excellence.  An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.  We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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