The incumbent is responsible for coordinating and assisting with a variety of tasks in connection with the administrative functions associated with the graduate student program in the Department of Electrical and Computer Engineering. A thorough knowledge of UBC and Department policies and procedures relating to graduate students is imperative
Reports to the Manager, Business Operations and Graduate Program Manager.
- Acts as the first point of contact and provides advice for current graduate students with respect to administrative procedures related to all aspects of the graduate program. - Liaises with the Faculty of Graduate and Postdoctoral Studies and communicates essential information to students and faculty. - Responds to problems related to student progress by determining the nature of the problem, responding directly with information regarding policies and procedures, gathering and reviewing procedural information specific to the type of problem encountered, and referring complex or unusual problems to Graduate Advisors and/or Graduate Program Manager. - Responsible for maintaining confidential records and accurate databases, registering students in appropriate courses, collecting and submitting final grades, and conducting regular checks to identify inconsistencies and missing course requirements. - Designs and implements a departmental student progress tracking system, and coordinates regular assessment of student progress. - Initiates follow-up with students under the direction of Graduate Advisor to communicate program progress and resolve problems. - Coordinates scholarship applications: assists faculty and students in compiling applications, clarifies procedures, determines eligibility, reviews and checks applications for accuracy and completeness, prepares rankings and summary sheets, prepares files for adjudication, prepares evaluation forms as directed, prepares nomination package for submission and ensures all required documentation is intact, and provides updates to faculty and students. - Drafts content related to graduate programs for promotional materials and for website. - Disseminates information on awards, employment, professional development, research opportunities, lectures and seminars, etc. - Acts as back-up receptionist to the ECE Administration Services Office by answering phones, handling front counter inquiries, unlocking and setting up meeting rooms, booking catering, etc. - Assists with graduate admissions for all ECE graduate programs, including processing a high volume of incoming graduate applicants files and supporting documents. - Provides back-up support to ECE Financial Assistants and Human Resource Assistant -Receives and processes access control requests for the Access Control Management Systems - Performs any other duties related to the qualifications and requirements of the job.
Works independently under the direction of faculty advisors and management staff in the ECE Administration Services Office.
May occasionally assign or oversee work of new or temporary staff and/or student employees.
Consequence of Error/Judgement
Errors may cause inaccuracies in reports or statistics upon which departmental decisions regarding students and programs will be based. Such errors could affect future funding for programs and also result in embarrassment to the Department, the Faculty and/or the University. Erroneous advice on interpretation of transcripts could affect admission and award nomination practices, thereby affecting student eligibility for admission or ranking in award competitions. Errors in the drafting or interpretation of policies could have a widespread effect related to the implementation of those policies. Poor judgment or lack of tact in interaction with prospective students, current students, and faculty could reflect poorly on the Department and reduce the number of students seeking admission. Poor judgment in resolving graduate student issues could affect student progress and financial situation, and diminish confidence in the Department.
High School graduation and two year post-secondary diploma. University degree preferred. 3 years of related experience or the equivalent combination of education and experience. Previous experience working with electronic databases strongly preferred. A thorough knowledge of UBC policies, particularly those relating to students, would be considered an asset. Ability to communicate effectively verbally and in writing. Ability to operate a normal range of office equipment. Ability to use spreadsheet, database, desktop publishing and web applications at an intermediate level. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to compose and edit correspondence in clear, concise business English. Ability to take and transcribe accurate meeting minutes. Ability to work effectively independently and in a team environment. Ability to perform word processing at 65 words per minute. Ability to prioritize and organize work effectively under pressure to meet deadlines. Ability to effectively manage multiple tasks and priorities. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
. 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.