Job Description

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
1. Program Administration

\xc2\xb7 Administers the day-to-day workflow of the Department\'s Graduate Programs, resolving routine and complex issues as they arise.

\xc2\xb7 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.

\xc2\xb7 Updates information systems by integrating databases and documents; develops and maintains database records and all relevant files.

\xc2\xb7 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).

\xc2\xb7 Attends relevant information sessions, meetings, and workshops, such as those organized by Graduate and Postdoctoral Studies (G+PS); Finance; and Enrolment Services.

\xc2\xb7 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.

\xc2\xb7 Compiles ongoing statistical reports as requested by the Manager of Administration; MDS-CL Program Manager; Graduate Program Advisor; and/or Admissions Committees.

\xc2\xb7 Anticipates problems before they arise and provides recommendations as-appropriate; liaises with G+PS in dealing with special cases.

\xc2\xb7 Provides administrative support to all relevant committees, including coordinating meetings.

2. Admissions

\xc2\xb7 Tracks the application process using online application tools (e.g., eVision).

\xc2\xb7 Conducts initial review of qualifications and transcripts; assembles all necessary documents and prepares files for evaluation.

\xc2\xb7 Schedules and attends Admission Committee meetings; writes up and distributes recommendations; follows-up on recommendations, as required.

\xc2\xb7 Collates Department recommendations for admission as per G+PS requirements.

\xc2\xb7 Informs students of admission decisions

\xc2\xb7 Reviews and maintains admissions (and other program-related) content on the Department website.

3. Advising

\xc2\xb7 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.

\xc2\xb7 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.

\xc2\xb7 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.

4. Student Awards & Positions

\xc2\xb7 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).

\xc2\xb7

\xc2\xb7 Produces advertisements for student positions and tracks entitlements.

\xc2\xb7 Supports student recruitment for and processes Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRA), and Work Study appointments and Department award allocations.

\xc2\xb7 Prepares onboarding packages for incoming students.

\xc2\xb7 Prepares funding reports and forecasts, including those for GRA, GTA, and GSI allocations.

5. Courses & Scheduling

\xc2\xb7 Supports course scheduling, working with information in Excel, Scientia, and SISC.

\xc2\xb7 Assists students with course registration and withdrawals.

\xc2\xb7 Tracks program enrolment and changes to students\' course registration.

\xc2\xb7 Ensures accuracy of curriculum items in UBC Calendar and on Department website.

\xc2\xb7 Prepares information for online student course evaluations of instructors and Teaching Assistants. Compiles evaluation results for distribution to instructors.

\xc2\xb7 Submits grades under exceptional circumstances, on behalf of instructors, through the Faculty Services Centre.

6. Support to the Department

\xc2\xb7 Provides back-up support (e.g., reception) for the Department\xe2\x80\x99s Administration Coordinator as-needed.

\xc2\xb7 Performs other duties as required, consistent with the scope and classification level of the position.

Consequence of Error/Judgement
This position provides an important channel of communication for a network of those involved in the Department\xe2\x80\x99s 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.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

\xc2\xb7 Effective oral and written communication, and able to communicate in a clear, attentive, and respectful manner, developing relationships and exercising tact, diplomacy and discretion.

\xc2\xb7 Experience working with students or in a student support role.

\xc2\xb7 Analytical ability.

\xc2\xb7 Intermediate competency with Excel.

\xc2\xb7 Experience using UBC systems including eVision, SISC, Scientia, Workday, Teaching Evaluation system (SEoT), and WordPress.

\xc2\xb7 Experience working within a complex organizational structure; and understanding of the academic and public-sector environment.

\xc2\xb7 Strong organizational and interpersonal skills.

\xc2\xb7 Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually.

\xc2\xb7 Ability to interpret and implement policies and procedures.

\xc2\xb7 Ability to write for various audiences and contexts.

\xc2\xb7 Ability to be thorough, maintain accuracy and have a high level of attention to detail.

\xc2\xb7 Must have the ability to perform established procedures and routine tasks efficiently and in a timely manner.

\xc2\xb7 Proven ability to interact effectively, respectfully, and positively with students, faculty, and staff across a variety of cultural backgrounds and differences.

University of British Columbia