Isgp Admin Assistant Jobs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 1 (Gr3)

Job Title

ISGP Admin Assistant

Department

Administrative Support | Interdisciplinary Studies Graduate Program

Compensation Range

$4,085.00 - $4,190.00 CAD Monthly

Posting End Date

June 23, 2023

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

Job End Date

This position is part-time at 17.5 hours per week and the compensation range will be pro-rated to reflect this.

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

Job Summary

The Interdisciplinary Studies Graduate Program (ISGP), Admin Assistant represents the ISGP Office and is the first point of contact. The incumbent performs routine clerical and administrative duties to support the operation of the ISGP. In addition to general office administrative support, the Admin assistant will also be responsible for web content creation and maintenance, organizing events, designing blog posts, promotional materials, providing assistance to student-organized activities, answering daily queries, supporting the admissions and awards application processes, and participating in recommendation and implementation of program-level policies and procedures.

The ISGP is a Faculty of Graduate and Postdoctoral Studies (G+PS) unit comprising upwards of 100 graduates, primarily doctoral students. This role provides a wide-range of administrative support to the ISGP Chair, Senior Administrator, graduate students, their supervisory committees and the ISGP Faculty Advisory Committee (FAC). These responsibilities necessitate highly independent, self-initiated task planning, time management and a collaborative work style along with an extensive knowledge of university, faculty, program policy and procedures.

Organizational Status

This position reports to the ISGP Senior Administrator. The incumbent interacts with all levels of faculty, staff and students as well as internal UBC Administrative Offices, the Dean’s Office at G+PS, and external contacts within and outside of the university community.

Work Performed

General Administrative Tasks

• Support other ISGP staff on monitoring student progress
• Assist walk-in visitors to the program office by answering general questions, and directing queries to appropriate ISGP staff members
• Responds to inquiries from students, and faculty regarding the Program and university policies and procedures
• Ensures all office and computer equipments are maintained and operate properly
• Reception duties including screening and forwarding calls, and processing mail and email
• Schedule and organize meetings for Program Chair
• Maintains supplies and equipment inventory
• Access student information through the Student Information Service Center (SISC)
• In the absence of the Senior Administrator this role will oversee the office operation, ensuring that essential services are maintained: equipment is functioning properly, urgent requests are answered or forwarded in a timely manner, and non-urgent requests are filed for follow-up
• Perform general administrative duties such as photocopying, scanning, and assembling administrative materials
• Organize and maintain digital records
• Assist the ISGP Program Chair as needed
• Perform data entry when needed
• Provide specific program information to prospective students
• Coordinate communications and provide administrative support to the Faculty Advisory Committee
• Provides directions to applicants regarding admission and registration enquiries based on established admissions policies and procedures, reviews student application files to ensure they are complete
• Assists in coordinating events by arranging catering and equipment rental, and ensuring venue is booked and properly set up
• Arranges deliveries with couriers and distribution companies
• Manage the process of prospective applicants’ first contacts to the program: provide guidance to prospective applicants, and organize meetings with applicants, if needed
• Coordinates itineraries, travel and visiting faculty recruitment arrangements
• Assist with the admissions and awards application seasons by checking for file completeness
• Participate in various ongoing projects or program initiatives at the consultation and/or implementation stages

Special Tasks

• Compose and disseminate weekly newsletter
• Collaborate with the student-led “Mantle” editorial team in managing journal submissions, production, graphic design, and issue dissemination
• Update, design, implement changes, and provide feedback on web content
• Assist with Alumni Outreach initiative
• Help organize events such as student orientation, seminars, an annual student conference, and special project meetings

Consequence of Error/Judgement

Performs duties independently, under the direction of the ISGP Senior Administrator.

Supervision Received

No supervision responsibilities.

Supervision Given

Errors made in this position can impede graduate student academic progress and student funding; may cause adverse relations with students, faculty and visiting scholars, and incorrect procedural recommendations can cause embarrassment and delays for the students and can hinder the Interdisciplinary Student Graduate Program s ability to recruit new students.

Minimum Qualifications

High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

University graduate programs experience would be an asset and preferably within UBC. Knowledge of University, Faculty and Program policy, as well as alumni outreach would be an asset. Strong knowledge of Microsoft Word, Excel, PowerPoint, and WordPress web content management. Professional written and oral communication skills. Excellent intercultural sensitivity and interpersonal skills. Previous office experiences an asset. Ability to operate and troubleshoot technical equipment (network printer, data projector, laptop). Ability to exercise discretion and tact when confronted with sensitive subject matter.Assertive, resourceful, and self-motivated to solve problems by conducting research to find solutions. Ability to work collaboratively with staff, students, and faculty members to offer solutions to complex issues. Ability to prioritize and to discern levels of urgency for multiple tasks