Graduate Program Support

Kelowna East, BRITISH COLUMBIA | 6 months
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Job Summary


Job Description

Job Posting
29734  
Kelowna - UBC Okanagan
BCGEU UBC-Okanagan
Clerical - BCGEU
Support Services Asst II
Graduate Program Support
UBCO-Fac.ofHealth-Dean'sOffice
$45,324.00 (Annual)
Full-Time
Yes
2018/06/01
Budget Funded
2018/05/10 1

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Guiding principle:  "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
 
Job Summary
This position provides a wide range of confidential administrative support to the Graduate
Program Coordinators in the Faculty of Health & Social Development (FHSD). This position supports multiple key university graduate administrative services in FHSD including: development of processes, application and admissions, student registration, records and progress tracking, degree completion and data reporting. This position works in conjunction with the College of Graduate Studies, Enrollment Services and all three schools within FHSD (Nursing, Social Work and Health & Exercise Sciences).
Organizational Status
This position works closely with Graduate Program Coordinators but reports directly to the Manager, Administration & Operations. The incumbent works as a first-line resource person for all graduate programs within FHSD. This position acts as liaison to various areas and departments including the AVP Academic and Research Office, the Office of the Deputy Vice-Chancellor (DVC) and Principal, Development and Alumni Engagement, University Relations, College of Graduate Studies, Centre for Scholarly Communication, Centre for Teaching & Learning, Library, IT, Media and Classroom Services and Facilities Management. The role responds to inquiries from faculty, staff, students and the general public.
Work Performed
1. Assist Program Coordinators by:
- Providing general information to current and pre-admission FHSD graduate students with academic program options, transfer credit, course selection and registration.
- Assessing graduate applications and admissions, including calculating grade point average (GPA) and cross-referencing international qualifications.
- Prioritizing and directing incoming tasks for timely and appropriate actions and responses.
- Providing support for recruitment through assessment of International students and institutions.
- Monitoring changes to university academic and administrative policies; assisting with development and review of policies and procedures relating to graduate programs in FHSD.
- Performing degree audits to ensure students have completed degree requirements.
- Assisting students with course selection and registration for FHSD graduate programs.
- Working with the Student Information Services Centre (SISC) program to access student information when required.
- Drafting agendas, recording and transcribing meeting minutes and ensuring the progress of action items.
- Consulting with the College of Graduate Studies to resolve problems and/or discrepancies in academic records.
- Assisting with assignment and monitoring of graduate awards and scholarships as recommended by the Faculty.
- Overseeing tracking of student performance and notifying Graduate Program Coordinators regarding withdrawals, provisional/probationary standings.
- Ensuring proper submission of student and faculty administrative forms.
- Coordinating with the College of Graduate Studies and external institutions.
2.  Assists with communication by:
- Maintaining information flow to students regarding notification of critical dates and deadlines (i.e. annual progress reports, graduate supervision, course registration and graduation deadlines).
- Ensuring that the graduate website content is accurate, clear, updated in a timely manner and consistent across all FHSD sites as required.
- Working with the Faculty Service Centre (FSC) to send out class notices and verify grade submissions.
- Processing and preparing curriculum submissions to senate committees.
- Preparing and updating promotional materials for ongoing recruitment programs.
- Updating program related documents such as Graduate Program regulations and related
information such as handouts, forms and web entries.
- Processing and maintaining student records and databases.
- Assisting graduate and programs with schedules and timetables.
- Revising and maintaining course timetabling in response to program policy changes.
3.  Performs general office duties by:
- Collecting course outlines and assuring quality control.
- Assisting with faculty evaluations and final exam coordination.
- Archiving of FHSD graduate student records and files.
- Serving as a liaison to the College of Graduate Studies and providing coordination services as necessary.
- Coordinating and acting as liaison to IT, Media and Classroom Services.
4. Performs other related duties as required.
Supervision Received
This position reports directly to the Manager, Administration & Operations but works independently on a day to day basis with minimal supervision. Overall objectives are determined in consultation with the Graduate Coordinators within the three schools. Within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance.
Supervision Given
This position does not supervise any other employees.
Consequence of Error/Judgement
Judgment requires knowledge of University, FHSD and the College of Graduate Studies admission requirements, policies and procedures. Providing incomplete or inaccurate information or advice to students can adversely impact the FHSD's ability to recruit students and can impact students' ability to achieve their academic and professional goals and could result in academic appeals or lawsuits. Inability to work cooperatively with students, faculty and staff may jeopardize the effective provision of services to students. This position has access to confidential student records and materials and processes information into student records in an online system; accuracy and confidentiality are crucial. Errors have a direct impact on student academic records. The accurate and timely processing of curriculum and related proposals ensures efficient implementations. Delays in timing or errors in processing curriculum items could impact the implementation of proposals. Accuracy and speed and the ability to meet deadlines are critical. Errors could result in unnecessary expenditures, which could lead to financial hardship or missed opportunities for effective delivery of services to students, faculty and staff.
Qualifications
Undergraduate Degree .  Over three years of related administration experience; or an equivalent combination of education and experience.  Ability to effectively use <job-specific software> at an intermediate level(e.g., Outlook, MS Word, MS Excel). Ability to communicate effectively verbally and in writing. Ability to prioritize and work effectively under pressure to meet deadlines. Available to work after regular office hours for occasional faculty meetings and/or events. Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.  Ability to work both independently and within a team environment,  exercising tact and discretion when handling sensitive or confidential issues.
.
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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