Graduate and Professional Programs Assistant

University of British Columbia · Kelowna · CA$4,981–CA$5,713/month (stated in the posting)

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

Job/Position Summary:

The Graduate & Professional Programs Assistant supports the smooth and efficient operation of graduate and professional programs within the Department of Chemistry and the Department of Biology, including professional programs such as the Masters of Biotechnology (MBTech) program. The role provides comprehensive administrative, academic, and student support services to the Department Heads, Department and Program Managers, faculty, staff, and students. Responsibilities include coordinating Graduate Teaching Assistant hires, supporting admissions and academic records, facilitating program communications, organizing events, and maintaining accurate program documentation. The position requires strong judgement, confidentiality, initiative, and the ability to manage complex workflows in a fast-paced academic environment.

Organizational Status:

This position reports to the Department Manager and receives guidance from the Department Heads and Program Manager. The position interacts with faculty members, staff, students, the College of Graduate Studies (CoGS), Research Services, Facilities Management, Enrolment Services, IT Services, and other UBC units.

Major Responsibilities:

Graduate Program Support

• Provides support as required by the Manager(s) to facilitate the delivery of Graduate and Professional Programs.
• Organizes the admission review process including application review, preparing summary sheets and processing acceptances or rejections and forwarding the results to CoGs.
• Maintains program student information database to track applicant information, degree progression, grades, biographical, financial and award information.
• Compiles and prepares statistical data and reports, as required.
• Ensures all documents necessary for graduation have been received and processed, and forwards documentation confirming degree completion to CoGs.
• Manages course scheduling for the MDS professional programs as required in accordance with established guidelines.
• Manages the administration of Graduate Teaching Assistants (GTA) specific to the programs.
• Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (taxes, personal data, and direct deposit).
• Provides Salto access for graduate and professional program students.
• Other duties as assigned by the Manager(s) and Department Head(s) as required to support the activities of the graduate and professional programs or the Departments.

Academic Services

• Provides “first contact” guidance for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation and other related matters to help students reach their academic and career goals.
• Composes routine correspondence for the Manager(s) and Head(s).
• Completes room booking for graduate classes and activities.
• Assists with the maintenance of graduate information files.
• Responds to a wide range of enquiries from current and prospective students, alumni, and campus colleagues.
• Liaises with and provides support for Graduate Programs as required.

 Communication, Engagement and Student Life

• Responsible for the planning, organization and presentation of various events to graduate students such as orientation, and graduate recruiting in cooperation with the Irving K Barber Faculty of Science’s Communications Office.
• Plans and delivers information sessions for prospective students to disseminate program information.
• Develops, maintains and updates student recruitment materials.
• Participates in graduate recruitment activities and represents the Departments of Biology and Chemistry at graduate and program events.
• Responsible for special event planning and delivery to enhance the curriculum as well as academic and professional goals of the student body. 
• Facilitates regular communication with the graduate student body to ensure students are informed of the goals, objectives, and activities of the MBTech and Graduate program and other information important for our students via the website, group email messages, class announcements and other forms of communication.
• Facilitates communication between the CoGs, the graduate students and professional programs at UBCO and UBCV.
• Assists with digital content for promotional materials and social media.
• Participates in the preparation, editing, and distribution of the MBTech and Graduate Handbooks.
• Reviews the content of the programs’ website and communicates required changes to the IKB Communications Office.
• Participates in and assists with the planning of Department wide events as required.

Performs other duties as required.

Consequence of Error/Judgement:

This position has access to confidential correspondence, final exams, financial records and personal information for students, staff and faculty.  Poor judgement or errors in processing confidential materials and correspondences could have an adverse effect on the work of the Department Head.  Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information.  A breach of privacy and policy may have serious financial implications to the University.  Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received:

This position works primarily under the Department Manager and receives guidance the Program Manager, and from the Department Head(s). This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.

Supervision Given:

This position is not responsible for the supervision of others.

Education/Work Experience:

• High school graduation, plus a two-year diploma in office administration or business.
• Over two (2) years of related experience, preferably in a post-secondary setting, or the 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.

Performance Competencies and Criteria:

• Knowledge of University policies and procedures, graduate programs, and the College of Graduate Studies would be an asset.
• Demonstrated intermediate skills in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint.
• Demonstrated knowledge of Adobe PDF.
• Experience with e-Vision, and Workday would be an asset.
• Able to comprehend and analyze North American transcripts and international academic records.
• Demonstrated customer service skills are essential.
• Able to communicate sensitively in cross-cultural situations.
• Able to communicate politely, clearly, and effectively.
• Able to work independently and autonomously.
• Able to articulate and interpret issues, guidelines or policies from one party to others clearly and without error.
• Strong attention to detail and ability to work with data and systems with a high level of accuracy. 
• Demonstrated oral and written communication skills.
• Effective problem-solving, multi-tasking, organizational skills and take initiative when required.
• Strong analytical skills and ability to demonstrate sound judgement.
• Able to multi-task, prioritize and work under pressure while maintaining a courteous and helpful manner. 
• Able to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.  
• Able to maintain confidentiality.
• Able to work both independently and in a team environment. 
• Able to exercise tact and discretion while handling sensitive or confidential issues.

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