Graduate Assistant - UBC, Kelowna

About this opportunity

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. This is a unionized BCGEU Okanagan Support Staff position offering an opportunity for professionals looking for administration jobs in UBC Okanagan Campus - Kelowna.

Day-to-day

The position handles various responsibilities across graduate program support, academic services, and communication, engagement, and student life:

• 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.
• 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.
• 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.

Skills and experience

Candidates must meet the following education, experience, and performance competencies to be able to succeed in this role:

• High school graduation, plus a two-year diploma in office administration or business.
• Over two 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.
• 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.

Compensation and perks

This position falls under the BCGEU Okanagan Support Staff union group with a monthly compensation range of $4,981.00 to $5,713.00 CAD.