Grad Student Support 3

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is a term position with a term end date of January 31, 2027

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.

Job Summary

The Department of Political Science is a major centre for teaching and research in political science. In addition to undergraduate and graduate programs in Political Science, the Department administers the US Studies program and the Institute for European Research. It has strong ties to the First Nations and Indigenous Studies Program, the Institute for Asian Research, the School of Public Policy and Global Affairs and such programmes as Canadian Studies, International Relations and Latin American Studies.

The Graduate and Administrative Assistant provides front-line assistance to current and prospective graduate students by providing information and assisting in the resolution of complex issues, disseminating information, processing applications for admission and fellowship and assisting in the resolution of complex issues. The Graduate and Administrative Assistant, provides administrative support to the department and Administrative Manager.

Organizational Status
 

The Graduate and Administrative Assistant works along with, and under the general direction of the Graduate Program Coordinator and Associate Head, Graduate Program; he or she reports directly to the Administrative Manager.

Work Performed

GRADUATE PROGRAM SUPPORT

• Assisting the Graduate Program Coordinator in all matters relating to the graduate program: inquiries, applications, admissions, scholarships, statistics, student lists, coordination of scheduling, maintenance of computer databases and management of all student manual files;
   
• Coordinates all aspects of graduate program admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination

•  Oversees all graduate admissions applications, evaluates transcripts and computes averages; sends offers of admission once approved by the Graduate Program Coordinator and finalizes admission to UBC using online application management system (Evision); corresponds with direction on behalf of the Graduate Program Coordinator and Associate Head, Graduate Program on topics of acceptance, waitlist and rejection notices;
   
• Coordinates and explains the admissions appeal process

• Provides front-line assistance (via email, by phone, or in-person) to current and prospective graduate students; acting as a resource on graduate program policy and procedures.

• Resolves complex issues including those related to applications, program requirements, course selection, registration status, scholarships, working on campus, immigration, appeals or related enquires of an interpretive nature.

• Brings complaints and controversial situations to the Graduate Program Coordinator as they arise, and assists the Coordinator in identifying solutions and providing referrals to appropriate units or services.

• Performs award administration duties such as the distribution and collection of application materials; provides information about deadlines, evaluates transcripts, and prints completed applications for distribution to committees for review and ranking; Ensures students receive awards

• Compiles and organizes annual progress reports and faculty assessments;

• Coordinates MA and PHD thesis defence and Comprehensive Exam preparations; schedules facilities and assists in the preparation of thesis dissertation forms;

• Liaises with G+PS on the completion of various forms, collects approval and signatures from the Graduate Program Coordinator and Associate Head, Graduate Program as required;

• Assists in compiling graduate course offerings, scheduling rooms for teaching and serving as back-up T-rep for scheduling purposes;

• Performs other duties to support the graduate program as required.

ADMINISTRATIVE SUPPORT
 

• Oversees all aspects of student appointments including coordinating with faculty members, ensuring that all pre-hiring requirements including all mandatory trainings are met and assists with onboarding and departure processes; interfaces with WorkDay to process all appointments;

• Collects Teaching Assistant workload agreement forms and configures access for Teaching Assistants to their assigned course on Canvas using the Teaching Assignment & Section Management (TASM) interface;

• Acts as departmental Timekeeper, ensuring that all hourly payroll policies and procedures are met;

• Reconciles departmental credit card purchases as required; liaises with the Arts Service Centre finance team on financial processing for departmental expenditures;

• Coordinates and monitors a variety of departmental operations that involve cost recovery;

• Acts as back-up to Head’s Assistant in assistance for all travel and financial processing for the Head and other faculty support;

• Makes ad/hoc room bookings, provides assistance with catering, and hotel reservations for speakers;

• Responsible for the inventory of office supplies including ordering, purchasing and storage;

• Processes incoming and outgoing mail, faxes; handles courier service requests;

• Manages the photocopy machine with responsibilities including the operation of the code system such as assigning and tracking codes and report production; maintains records of photocopying/printing, postage and fax charges; arranges for service when necessary;

• Maintains the Political Science Email lists and Telephone Directory; administers Department office voice and phone services, such as interactions with central IT services; new phones, moves, repairs, voice messaging, communications, long-distance authorization codes;

• Processes key requests through the UBC Key Request System;

• Maintains a professional appearance in public areas of the building, notifying custodians when special attention is needed; reports maintenance issues and submits requests for minor renovation projects to Building Operations; monitors responses and resolves or reports problems;

• Organizes the Department’s confidential administrative records (paper and electronic) and maintains records so that they are accessible and held or culled according to the University's record retention schedules;

• Provides administrative assistance to faculty members and other staff as required;

• Acts as receptionist; responds to telephone, email and in-person inquiries of an interpretive nature based upon knowledge of the programs and department and University policies and procedures;

• Performs other related duties as required.

Consequence of Error/Judgement

If a student is admitted without the proper prerequisites, program reputation may suffer and Graduate Admissions could face complex issues including formal withdrawal of admission, which impacts confidence in the department’s procedures and the University’s commitment to equity and fairness. If student information is not handled at the right time, in the right way, this could cause the department to lose new students, which would impact programs. If student computer databases are not kept up to date or accurate, this would impact future planning capability of the Head and department. If deadlines are not met for admissions, this would detrimentally affect students. If transcripts are not interpreted properly or averages miscalculated, it could affect the student’s admission or receipt of scholarship funding.

Supervision Received

Works independently under minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. There are a great variety of job tasks that require ongoing prioritization.

Supervision Given
 

Not required to supervise; may explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation and two-year post-secondary diploma and 3 years of related experience 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

Preferred Qualifications

Ability to interpret and apply complex legislation, policies, regulations, and technical information. Ability to understand and apply policies, procedures, and instructions. Ability to maintain accuracy and attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to effectively manage multiple tasks and priorities. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to effectively use MS Word and MS Excel at an advanced level. Ability to anticipate problems and issues and plan ahead. Ability to create and accurately maintain record and filing systems. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to exercise sound judgment. Ability to assist clients in identifying appropriate courses of action. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to work effectively with minimal supervision. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to develop and maintain cooperative and productive working relationships. Ability to identify and respond to contentious or politically sensitive issues with discretion. Ability to approach interactions with an awareness of sensitive issues (e.g., issues concerning specific cultures). Ability to exercise tact and discretion.