Senior Program Assistant, Graduate Programs

University of British Columbia•Vancouver, BC

1d•CA$4,739 - CA$5,102

About The Position

This position provides complex administrative coordination and ensures the successful delivery of administrative support for the Peter A. Allard School of Law's Graduate and Professional Programs, working directly with senior staff and the Associate Dean, Graduate and Professional Programs, and liaising with the Faculty of Graduate & Postdoctoral Studies, Non-Degree Studies, and external stakeholders including the legal regulators, as needed. This position ensures administrative success for the law school's LLM CL, LLM Taxation, LLM, PhD degree, distance learning program, and executive education. This position is also responsible for confidential administrative support to the Associate Dean Graduate Studies, the Chair, Graduate Committee, the LLMCL Lecturer, and the Director, LLM Tax Program, as requested.

Requirements

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.

Nice To Haves

Training in administration, such as basic accounting, submitting expenses, tracking budget lines, securing invoices from vendors, office procedures, or other related field.
Experience working as a legal assistant in a law firm, or alternate capacity in the legal profession, or with internationally-trained lawyers, or with graduate programs is considered a definite asset.
Ability to prioritize work, multi-task, work under pressure and to meet deadlines.
Ability to maintain accuracy and attention to detail.
Ability to exercise tact and discretion when handling sensitive and confidential matters.
Ability to work effectively independently and collaboratively in a team environment.
Ability to communicate effectively verbally and in writing, using clear, concise business English.
Ability to make thoughtful, informed, and thorough decisions.
Ability to analyze and redesign work flow/business processes to make them more efficient and effective.
Ability to use Microsoft Office (Excel, Word, Outlook), as well as database systems, at an intermediate level.
Ability to use Zoom, including managing waiting rooms, and the chatbox at an intermediate level.
Ability to use eVision and WorkDay Student.
Ability to use CRM technology to manage private student information and send communications.
Ability to use Drupal for website editing, and Envoke for mass mailings.
Ability to use social media on a professional level, especially managing posts, questions and requests to join LinkedIn groups.
Knowledge of UBC policies and procedures preferred, particularly relating to student systems and awards, and handling private and confidential information.

Responsibilities

Coordinates all aspects of graduate programs admission and selection, including advising prospective law graduate students on admissions requirements, reviewing application documents, evaluating completeness, contacting applicants for missing documents, calculating GPAs, preparing recommendations for admission, and preparing correspondence regarding admission decisions.
Administers and coordinates all graduate programs, including communicating with the Faculty of Graduate Studies regarding student progress, communicating with external units for program status, drafting communications for students, preparing graduation and program completion letters, coordinating and submitting expense reimbursement requests, and coordinating orientation and graduation activities.
Provides complex administrative support directly to senior program staff and the Associate Dean Graduate Studies and Professional Programs.
Oversees the administration process of all law graduate and professional programs and new initiatives.
Communicates new ideas and workflow strategies, provides input into program administration policy, and develops and implements work processes and procedures.
Responds to confidential telephone, email and in-person graduate program inquiries, providing information of a complex and sensitive nature.
Assists in preparation of financial reimbursement paperwork.
Administers and coordinates the online learning program, including evaluating application documents, forwarding recommendations, registering students, sending final exams, and maintaining a database of students and instructors.
Organizes Law Graduate Committee meetings, takes minutes, and distributes minutes.
Organizes the Associate Dean Graduate Studies and Professional Programs' calendar, prioritizing inquiries.
Drafts and edits reports by organizing and leading research and statistical data analysis.
Makes arrangements for graduate program events, including printing materials, event set-up, and guest invitations.
Compiles, edits, and disseminates graduate student news and event information.
Oversees records management administration for documents in archives and storage, and delivers confidential documents.
Creates, updates, and maintains all information, documentation, and communications related to graduate programs.
Assists with hiring Worklearn students, including preparing job ads and communicating with candidates, and training student employees.
Assists in degree promotion and alumni relations, including social media outreach, coordination of articling positions and job placement, development of alumni lists, and participation in recruitment and marketing projects.
Provides administrative support as requested for the Associate Dean Graduate Studies, including the Graduate Committee Chair, the LLMCL Lecturer, and the Director, LLM Tax Program.
Prepares course and exam materials, ensuring faculty deadlines are met.
Sets up and maintains filing systems, ensuring confidentiality.
Works independently to prioritize tasks from faculty, including assembling materials for meetings, contacting people, forwarding mail, and making travel and accommodation arrangements.
Organizes meetings for staff, faculty, and guests, including booking venues and equipment, and ordering catering.
Arranges for the distribution of materials and takes minutes as needed.
Performs other duties related to the qualifications and requirements of the job.