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The Graduate Program Assistant at UBC The University of British Columbia is responsible for coordinating administrative functions for the graduate student program. This includes managing admissions, student advising, scholarship administration, and providing front-line support. The role requires thorough knowledge of UBC and departmental policies and procedures related to graduate programs. The assistant will also advise prospective students on admission requirements and process applications, track student progress, and manage award applications.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingAt UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
Responsible for coordinating a variety of complex tasks in connection with the administrative functions associated with the graduate student program in the Department of Educational and Counselling Psychology, and Special Education, including admission, administration, advising and scholarship. Provides front-line support and guidance to current and prospective graduate students, responding to inquiries, providing information and assisting in the resolution of complex issues. The incumbent must have thorough knowledge of UBC and Department policies and procedures relating to graduate programs.
Organizational Status
Work is done jointly with second Graduate Program Assistant. Reports to the Administrative Manager and interacts with Head, faculty, graduate students, staff and the public. Liaises closely with Graduate and Post-Doctoral Studies; UBC Student Services; Faculty of Education Office of Graduate Programs and Research; Departmental Graduate Program Director; Office of Professional Learning and others. The Department has approximately 400 Graduate Students and 40 Faculty Members.
Work Performed
Admissions:
- Advises prospective graduate students, provides information on requirements for admission, immigration documentation, employment authorization, TOEFL/IELTS and GRE standards. Evaluates transcripts and assesses eligibility and ensures that necessary documentation supporting application is received.
- Responsible for all aspects of graduate program admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination.
- Responsible for the processing of completed application files. Reviews files with Director of Graduate Programs and faculty. Responsible for liaising with prospective students. Ensures that all timelines for processing applications are met.
- Liaises with other academic institutions to identify barriers to increasing enrollment and makes recommendations for improvement.
- Responsible for overseeing the incoming graduate applicants documents/files relating to the processing of their applications for admission. Responsible for overseeing the creating and maintaining of graduate student document/files relating to the graduate program and graduate student awards.
- Maintains content of department online application system, including: enabling and disabling online applications; customizing online application according to departmental needs; printing and exporting online applications; providing feedback and suggestions on how to improve the online application functions.
Advising/Records/Registration/Student Progress tracking-Graduation/Doctoral Exams:
- Resolves complex problems related to graduate students in consultation with the Graduate Program Area Coordinators and the Director of Graduate Programs. Monitors PhD graduate students milestones and progress towards degree completion, annual reviews, candidacy, etc. In consultation with the Director of Graduate Programs, reviews academic progress reports to ensure that prerequisites for graduation are met. Records course marks and advises the Registrar and the G+PS, as necessary.
- Prepares and forwards requests for alterations to student records to G+PS, such as leaves of absence, program extensions, grade changes, and program transfers, ensuring all required information and approvals are included.
- Deals with case-specific enquiries, (including routine status enquiries from prospective graduate students, student program status, etc.), advises students of UBC policies and procedures. Reviews complex problems relating to graduate students with faculty members: Graduate Program Coordinators, Director of Graduate Programs, or the Head of the Department.
- Conducts regular checks (at least annually), for student registration/record concerns such as missing grades, lapsed registration, etc.
- Conducts regular checks (at least annually) on student academic progress, ensuring students are meeting academic progress deadlines for taking comprehensive exams, advancing to candidacy and program completions.
- In consultation with the Faculty Supervisors, processes the necessary paperwork for the Ph.D. final examination to be completed: reviews that the timelines relating to processing completion of degree requirements are met; arrange for confirmation of completion of graduation requirements to be forwarded to the G+PS.
- Registers students in restricted courses.
- In liaison with the Timetable Representative and Area Coordinators, opens sections of courses as necessary and carries out student registration in these courses.
- Ensures that graduating students have met all program requirements, and prepares Graduation Checklist.
- Responsible for maintaining graduate student database. Provides statistical information as requested by the Head of the Department, Director of Graduate Programs, Program Area Coordinators.
Awards/Financial Aid:
- Advises and responds to enquiries from students and supervisors regarding award application deadlines and requirements.
- Assists Departmental Scholarship Committee, faculty and students in compiling applications for several types of student award applications, and posts scholarship files on Connect.
- Responsible for processing and evaluating all graduate awards. Assists Director of Graduate Programs of Awards in evaluating transcripts and ranking applications for the Tri-Council Awards. Follows up on student awards by processing documentation and ensuring students receive awards.
- Performs financial duties such as managing a budget, tracking of all allocated monies for scholarships and fellowships (4YF and GSI), etc.
- Prepares the Tri-Council/Affiliated Fellowships nomination package for submission to G+PS, ensuring all required documentation is intact. Follows up on missing documentation.
- Tracks award recipient data and provides administrative assistance in their awards activation.
- Attends Tri-Council/Affiliated Fellowships workshops provided by G+PS and communicates essential information to students and faculty.
Training/Supervising:
- Coordinates and schedules the work of the GAA Peer Advisors. Ensures the GAA Peer Advisors have the schedule of appointments to see prospective applicants either once or twice a week, coordinates the schedule of information sessions with the GAA.
- Monitors GAAs performance and ensures GAAs are able to answer questions related to admissions. Gives feedback to the Director of Graduate Programs and, Area Coordinators and Administrative Manager about the level of competency that the GAAs can handle.
- Provides input and makes recommendations to the Administrative Manager, Director of Graduate Programs and Departmental Area Coordinators about hiring/rehiring GAAs and temporary office staff.
- Coordinates and schedules work for work study student during admissions season and when required.
- Trains Departmental Graduate Academic Assistants, temporary office staff and work-study student(s).
Additional Responsibilities:
- Responsible for maintaining graduate student database. Provides statistical information as requested by the Head of the Department, Director of Graduate Programs, and Program Area Coordinators.
- Provides administrative support including the taking and transcribing of minutes for program areas, and providing support for annual and periodic accreditation reviews of programs by professional bodies which includes design of an online survey.
- Performs administrative duties such as composing complex correspondence and reports, overseeing storage, retrieval and destruction of archival materials and developing and maintaining promotional material for the program.
- Ensures students fulfill the Criminal Record Check requirement prior to registration in field experience and clinical courses.
- Provides informal presentations of routine nature to graduate students regarding graduation requirements and interpretation of the Provincial Teacher Qualification requirements for category change.
- Maintains up-to-date procedures manual for performing work.
- Responds to a variety of written, email and oral inquiries of an interpretive nature.
- Coordinates events such as catering requests for Graduate Seminars, Graduate Welcome Orientation, Graduation Reception and produces the Graduate Student Information Handbook and Brochure.
Consequence of Error/Judgement
This position exercise judgment and initiative in the interpretation and application of agency, University and Department policies and procedures. Work is expected to be at a high level of accuracy. Attention to deadlines, detail and confidentiality is of great importance and could affect the reputation of the Department, Faculty and University if not appropriately followed. Providing misinformation on University policies, policies and program requirements could jeopardize applicants’ admissibility to a certain program, affect students’ academic progress, impact the Department's program development resulting in the loss of applicants to the graduate programs.
Supervision Received
Reporting to Administrative Manager, work is done independently within Departmental and University guidelines.
Supervision Given
Supervises and trains up to five Departmental Graduate Academic Assistants, and one to two Work Study Students. Coordinates and schedules work for Departmental Graduate Academic Assistants. Monitors performance of GAAs and makes recommendations to Director of Graduate Programs and Area Coordinators/Administrative Manager. Trains Departmental GAAs, temporary staff, new staff and work study student on work procedures.
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred Qualifications
• A University degree is preferred.
• Prior knowledge of or experience working in support graduate education within a university is an asset.
• Thorough knowledge of policies and procedures set out by the G+PS is required.
• An in-depth knowledge of Workday Student and Workday HR & Finance Systems is an asset.
• Ability to maintain accuracy and attention to detail.
• Ability to set priorities and exercise initiative and judgment in planning assignments.
• Ability to work effectively, independently and in a team environment.
• Ability to exercise tact and discretion.
• Ability to effectively manage multiple tasks and priorities.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to provide quality service in a courteous, patient manner.
• Ability to compose routine and complex correspondence and reports.
• Ability to communicate effectively and tactfully in writing and verbally with faculty, staff, students, and internal and external contacts in disseminating and receiving information.
• Ability to coordinate and direct the work of others.
• Knowledge of GRASP is an advantage.
• Advanced computer skills with MS Office required (Word, Excel, Access, Outlook, etc.) Familiarity with UBC systems (Workday Student, Workday HR & Finance, Connect/Canvas, and previous FSC and SISC) preferred.
