Research Graduate Support Administrator - Auxiliary

Job Summary

For research graduate programs within the Faculty of Health and Social Development (FHSD), this position works to provide a wide range of administrative support in all aspects of university graduate administrative services including: application and admissions; student registration; records and progress tracking; degree completion; and data reporting.

This is an Auxiliary (hourly) position with an expected end date of March 2027.

Organizational Status
This position supports three School Program Coordinators within the School of Nursing (SoN), the School of Social Work (SSW), and the School of Health and Exercise Sciences (HES). Working under the direct supervision of the FHSD Project and Administration Coordinator this position responds to inquiries from faculty, staff, students and the general public and supports UBC and FHSD initiatives, and regularly liaises tasks with various departments including; the AVP Academic and Research Office; the College of Graduate Studies; Centre for Scholarly Communication; Centre for Teaching & Learning; Library; IT, Media and Classroom Services.

Work Performed
Provides support to FHSD and UBC policies, initiatives, and processes so that the appropriate research graduate programs (MSc HES, PhD Kinesiology, thesis-based MSW, thesis-based MSN, etc.) outcomes are ensured.

• Provides general information, academic program options, transfer credit advice, course selection and registration guidance to current and pre-admission research graduate students.
• Using appropriate electronic platforms (currently e-Vision) and other appropriate systems performs preliminary assessments of graduate applications; calculates grade point averages (GPA’s); assesses pre-requisites; ensures integrity of, and cross-references international qualifications.
• Assists students with course selection and registration for FHSD research graduate programs.
• Supports to ensure the proper and accurate submission of student and faculty administrative forms.
• Administers, updates, processes and maintains student records and databases. Ensures that FHSD graduate student records and files are appropriately archived, managed.
• Works in collaboration with UBC Student Information Services Centre (SISC) program to input, maintain an manage student information.
• Works in collaboration with the Centre for Teaching and Learning (CTL) to support student online, and distance learning activities.
• Consults with the College of Graduate Studies (COGS) to resolve arising issues, resolves discrepancies in academic records, and works to ensure that student degree requirements are properly met.
• Works in collaboration with the Faculty Service Centre (FSC) and/or Student Information Services Centre (SISC) to disseminate class notices; verification of grade submissions, etc.
• Works is collaboration with IT, Media and Classroom Services to resolve arising issues.
• Assesses and escalates unusual current or pre-admission student-related queries to the as needed.
• Records and tracks student performance; notifies School Graduate Program Coordinator of withdrawals, and provisional or probationary standings.
• As directed, supports the process of assigning and monitoring of graduate awards and scholarships.
• As directed supports the coordination of activities related to graduate student exams and exam supervision; faculty evaluations and final exam coordination.
• For research graduate matters, schedules committee meetings, drafts agendas, records and transcribe meeting minutes and coordinates the progress of action items.
• Maintains an appropriate information flow to students, and provides, and notifies students of critical dates and deadlines. For example, annual progress reports; graduate supervision dates; course registration and graduation deadlines.
• Assists the process of setting and managing graduate programs with schedules and timetables. Revises and maintains course timetabling in response to program and policy changes.
• Collects and compiles course outlines and supports the quality assurance process, and provides support with faculty course evaluations.
• When required, and as directed, provides short-term administrative, and other support duties to cover other administrators within the FHSD Admissions portfolio.
• When required, and as directed, provides short-term administrative, and other support duties to support wider FHSD activities and initiatives.

Consequence of Error/Judgement
This position works with conflicting demands and exercises considerable independent judgement when assessing disparate graduate applications against a complex matrix of requirements. This process requires in-depth knowledge of graduate program entry requirements, and also a thorough understanding of the admissions process. This position has significant influence on the admission, administration, and appropriate outcomes of graduate students. Providing incomplete or inaccurate information or advice to students can adversely impact the FHSD's ability to recruit students and can impact students' ability to achieve their academic and professional goals and could result in academic appeals or lawsuits. Accuracy, clarity, and timely completion of work is critically important in all aspects of this position. This position has access to confidential student records and materials and processes information into student records in an online system, errors have a direct impact on student academic records. Inability to work cooperatively with students, faculty and staff may jeopardize the effective provision of services to students. The accurate and timely processing of curriculum and related proposals ensures efficient implementations. Delays in timing or errors in processing curriculum items could impact the implementation of proposals.

Supervision Received
Overall objectives are also determined in consultation with each of the School Graduate Coordinators; this position then works under the direct supervision of the FHSD Project and Administration Coordinator and will also receive direction and supervision from the FHSD Manager, Administration & Operations.

Supervision Given
This position does not supervise any other employees.

Minimum Qualifications
- 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

• Undergraduate degree, minimum of three years experience, or an equivalent combination of education and experience is required.
• Higher levels of proficiency in MS Office software, including Word, Excel, PowerPoint, Outlook, Adobe products.
• Demonstrated ability to manage data across a range of proprietary software platforms.
• Strong attention to detail, accuracy, and presentation of information.
• Excellent customer service skills are essential.
• Effective oral and written communication, problem-solving, interpersonal, multitasking and organizational skills.
• Knowledge of university policies and procedures an asset.
• Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.
• Ability to work both independently and within a team environment, exercising tact and discretion when handling sensitive or confidential issues.