Graduate Program Assistant Jobs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

Graduate Program Assistant

Department

Administrative Support | Department of Linguistics

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

July 18, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At 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.

Summary

The 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 program 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; preparing funding reports; and maintaining day-to-day workflow of graduate programs..

Organizational Status

Reports directly to the Manager of Administration; at times, also works under the supervision of the MDS-CL Program Manager.

Work Performed

• Supports student recruitment for and processes Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRA), and Work Study appointments and Department award allocations.
• 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.
• Program Administration
• Assists students with course registration and withdrawals.
• Compiles ongoing statistical reports as requested by the Manager of Administration; MDS-CL Program Manager; Graduate Program Advisor; and/or Admissions Committees.
• Provides 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.
• Ensures accuracy of curriculum items in UBC Calendar and on Department website.
• Liaises 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).
• Tracks the application process using online application tools (e.g., eVision).
• Student Awards & Positions
• 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.
• Informs students of admission decisions
• Prepares onboarding packages for incoming students.
• Admissions
• Attends relevant information sessions, meetings, and workshops, such as those organized by Graduate and Postdoctoral Studies (G+PS); Finance; and Enrolment Services.
• Courses & Scheduling
• Updates information systems by integrating databases and documents; develops and maintains database records and all relevant files.
• Conducts initial review of qualifications and transcripts; assembles all necessary documents and prepares files for evaluation.
• Reviews and maintains admissions (and other program-related) content on the Department website.
• Supports course scheduling, working with information in Excel, Scientia, and SISC.
• Administers the day-to-day workflow of the Department's Graduate Programs, resolving routine and complex issues as they arise.
• Collates Department recommendations for admission as per G+PS requirements.
• Prepares information for online student course evaluations of instructors and Teaching Assistants. Compiles evaluation results for distribution to instructors.
• Tracks program enrolment and changes to students' course registration.
• Support to the Department
• Provides back-up support (e.g., reception) for the Department’s Administration Coordinator as-needed.
• Provides administrative support to all relevant committees, including coordinating meetings.
• Performs other duties as required, consistent with the scope and classification level of the position.
• Prepares funding reports and forecasts, including those for GRA, GTA, and GSI allocations.
• 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).
• 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.
• Submits grades under exceptional circumstances, on behalf of instructors, through the Faculty Services Centre.
• Advising
• Schedules and attends Admission Committee meetings; writes up and distributes recommendations; follows-up on recommendations, as required.
• Anticipates problems before they arise and provides recommendations as-appropriate; liaises with G+PS in dealing with special cases.
• 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.
• Produces advertisements for student positions and tracks entitlements.

Consequence of Error/Judgement

This 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 Received

The 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 Advisor when unusual problems arise.

Supervision Given

The GPA may give direction to student workers and provide training.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus 4 years of related experience, or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

• Must have the ability to perform established procedures and routine tasks efficiently and in a timely manner.
• Experience working within a complex organizational structure; and understanding of the academic and public-sector environment.
• Intermediate competency with Excel.
• Analytical ability.
• Ability to write for various audiences and contexts.
• Strong organizational and interpersonal skills.
• Ability to interpret and implement policies and procedures.
• Effective oral and written communication, and able to communicate in a clear, attentive, and respectful manner, developing relationships and exercising tact, diplomacy and discretion.
• Experience using UBC systems including eVision, SISC, Scientia, Workday, Teaching Evaluation system (SEoT), and WordPress.
• Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually.
• Proven ability to interact effectively, respectfully, and positively with students, faculty, and staff across a variety of cultural backgrounds and differences.
• Ability to be thorough, maintain accuracy and have a high level of attention to detail.
• Experience working with students or in a student support role.