Graduate Programs Assistant - Auxiliary

University of British Columbia•Kelowna, BC

2d•CA$31 - CA$36•Onsite

About The Position

This position provides a wide range of confidential administrative support to the Graduate Program Coordinators in the Irving K. Barber Faculty of Science (FoS). This position supports multiple key university graduate administrative services in FoS including: development of processes, application and admissions, student registration, records and progress tracking, degree completion and data reporting. This position works in conjunction with the College of Graduate Studies, Enrollment Services and the departments within FoS.

Requirements

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
Undergraduate degree over three years of related administration experience, or an equivalent combination of education and experience is required
Ability to effectively use MS Office software at an intermediate level. (e.g., Outlook, MS Word, MS Excel, PowerPoint, Adobe products)
Ability to perform word processing at 60 words per minute.
Familiarity with Web-development software required.
Ability to be thorough, accurate, and have a high level of attention to detail and presentation of information.
Excellent customer service skills are essential.
Effective oral and written communication.
Effective problem solving skills.
Effective interpersonal skills.
Effective multitasking skills.
Effective organization skills.
Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.
Ability to exercise tact and discretion.
Ability to work effectively independently and in a team environment.

Nice To Haves

Knowledge of university policies and procedures an asset.

Responsibilities

Providing general information to current and pre-admission FoS graduate students with academic program options, transfer credit, course selection and registration.
Assessing graduate applications and admissions, including calculating grade point average (GPA) and cross-referencing international qualifications.
Prioritizing and directing incoming tasks for timely and appropriate actions and responses.
Providing support for recruitment through assessment of International students and institutions.
Monitoring changes to university academic and administrative policies; assisting with development and review of policies and procedures relating to graduate programs in FoS.
Performing degree audits to ensure students have completed degree requirements.
Assisting students with course selection and registration for FoS graduate programs.
Working with the Student Information Services Centre (SISC) program to access student information when required.
Drafting agendas, recording and transcribing meeting minutes and ensuring the progress of action items.
Consulting with the College of Graduate Studies to resolve problems and/or discrepancies in academic records.
Assisting with assignment and monitoring of graduate awards and scholarships as recommended by the Faculty.
Overseeing tracking of student performance and notifying Graduate Program Coordinators regarding withdrawals, provisional/probationary standings.
Ensuring proper submission of student and faculty administrative forms.
Coordinating with the College of Graduate Studies and external institutions.
Maintaining information flow to students regarding notification of critical dates and deadlines (i.e. annual progress reports, graduate supervision, course registration and graduation deadlines).
Ensuring that the graduate website content is accurate, clear, updated in a timely manner and consistent across all FoS sites as required.
Working with the Faculty Service Centre (FSC) to send out class notices and verify grade submissions.
Preparing and updating promotional materials for ongoing recruitment programs.
Updating program related documents such as Graduate Program regulations and related information such as handouts, forms and web entries.
Processing and maintaining student records and databases.
Assisting graduate and programs with schedules and timetables.
Revising and maintaining course timetabling in response to program policy changes.
Coordinating and publicizing graduate student research seminars
Announcing thesis defenses and processing related tasks
Collecting course outlines and assuring quality control.
Assisting with faculty evaluations and final exam coordination.
Archiving of FoS graduate student records and files.
Serving as a liaison to the College of Graduate Studies and providing coordination services as necessary.
Coordinating and acting as liaison to IT, Media and Classroom Services.
Coordinating graduate student office allocations
Assist the Departmental Administrative Assistants with the administration of Graduate Student hires and onboarding
Performs other related duties as required.