Graduate Academic Services Officer

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Posting End Date

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

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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

This position provides a wide range of confidential administrative support to the College of Graduate Studies (CoGS). The position advises faculty staff and students on the thesis defence and doctoral dissertation examination processes and UBCs cIRcle repository requirements coordinates and schedules defences/exams and ensures that students meet the academic requirements to proceed to defence/exam. The position also manages a portfolio of students which involves advising on and processing of Admissions Registration and Graduation administration in the College of Graduate Studies. Responds to highly complex queries and requests for advice revises student records provides recommendations based on the policies and procedures of the College of Graduate Studies in areas including but not limited to: applications evaluation of academic documents (from both foreign and domestic institutions) admission eligibility requirements registration and graduation. Other administrative duties include supporting committees and providing back-up support for the Scholarship & Awards unit. This is a high-volume fast-paced position requiring strong prioritization and organizational skills. Administrative tasks include step-by-step processes that involve multiple university systems complex calculations and analysis of detailed documents which require concentration to complete the required steps; as such a high level of continuous concentration is required to ensure accuracy.

Organizational Status

This position reports to the Associate Director of Admissions & Records. This position will liaise with other departments within UBC faculty staff current students other institutions both national and international and the general public.

Work Performed

Defences and Exams:

• Instructs and advises and responds to complex inquiries and requests from UBC faculty staff and students regarding thesis defences dissertation examinations and UBCs cIRcle repository.
• Assesses student eligibility to proceed to defence/exam based on established policies and adapts policies and procedures as necessary.
• Schedules thesis defences and doctoral dissertation examinations by coordinating room bookings and videoconferences.
• Posts and advertises thesis defences and doctoral examinations to event portals social media platforms and other campus advertising platforms.
• Interprets university policies and procedures regarding thesis defences and dissertation examinations including defence/examination committee composition and makes recommendations on highly complex files to the Associate Dean and Dean of the College of Graduate Studies.

• Coordinates the receipt of external examiner reports from expert faculty and industry professionals who are external to UBC. Works closely with the Dean and Associate Dean to ensure that dissertation examinations can proceed as scheduled.
• Liaises with faculty members and staff in other units to collect and approve post-defence/exam paperwork facilitates final thesis/dissertation upload to the cIRcle repository and initiates the program completion and close out process.
• Provisions and removes student access to the cIRcle repository.
• Evaluates and makes recommendations for areas of potential improvement to the thesis/dissertation defence scheduling and cIRcle repository processes.
  

Applications Admissions and Graduation:

• Assesses eligibility of applicants for admission to graduate programs based on established policies and adapts policies and procedures as necessary. This includes detailed analysis and complex grade point average (GPA) calculations of North American and international undergraduate and graduate degree transcripts and translations. Assesses additional documentation including language test scores and references for suitability and completeness and application towards admission requirements.
• Interprets and adapts university policies and procedures regarding admissions and makes recommendations on highly complex files to the Associate Director of Admissions & Records.
• Makes required changes to application data to remediate user errors or fulfill change requests for start date degree or program changes based on understanding of policies and procedures and ability to adapt.
• Liaises with administrative staff at other academic institutions to facilitate and process student approvals for exchange/credit when processing admissions for exchange students.
• Authenticates official transcripts and other application documentation and verifies against scanned documents uploaded to the system by applicants.
• Monitors status and communicates with Graduate Programs regarding the nature of outstanding admission provisions and conditions and clears admission provisions and conditions in system based on receipt and verification of final required documentation or completion of academic requirements.
• Assesses and responds to student queries regarding financial issues such as tuition continuing fees student fees awards financial holds; assesses and provides solutions or recommendations and initiates financial related adjustments to rectify issues as appropriate.
• Identifies issues and makes and implements recommendations on policies and procedures to improve efficiencies based on new or changing circumstances.
• Checks thesis formatting within the institutional repository cIRcle to ensure UBC standards are met prior to final submission responds to student inquiries regarding formatting and directs students to appropriate resources.
• Assists with training new or auxiliary office staff on admissions processes policies and procedures. Assesses and makes recommendations to supervisor on progress and ability to take on new or greater responsibilities.

Records and Registration:

• Provides information and advises and responds to complex inquiries and requests from UBC faculty staff students prospective students other universities and the general public and supports the front counter as needed on general information and specific complex questions regarding Applications Admissions Records Graduation and Merit-based Awards by using established policies and regulations in the Academic Calendar and College of Graduate Studies website and adapting the policies and procedures as needed.
• Interprets university policies and procedures regarding student records and registration amendments and provides consultation and advice to graduate programs on policies and procedures.
• Identifies issues and recommends revisions to policies or procedures that may enhance the administrative process or tracking of students.
• Assesses and implements requests for amendments to graduate student records/registration including but not limited to adding/dropping courses transfer of programs transfer of credits leaves of absence extension of maximum time period in which to complete program withdrawal and reinstatement; communicating records changes to students and graduate program staff. Exercises sound judgement in adapting policies and procedures for unique circumstances as deemed necessary.
• Evaluates notifications of program completions against academic requirements closes student programs and evaluates applications for graduation based on graduation requirements.
• Reviews student progress reports to identify students whose performance falls below minimum standards and communicates with program when needed.
• Analyses and calculates scholarship amounts that are deferred or cancelled and communicates with Scholarships & Awards team on financial adjustments to ensure student funding is appropriately impacted and programs are accurately credited.
  

Other Duties:

• Distributes communications to committees formulates meeting agendas transcribes and distributes minutes for the College of Graduate Studies councils and committees.
• Works on special projects related to Admissions & Records.
• Processes applications for Schedule B tuition rates.
• Reviews for completeness accuracy and for eligibility according to Tri-Council regulations all applications for these various externally funded award competitions.
• Checks for transcripts assesses compliance with eligibility requirements and uploads documents to applications.
• Calculates grade point averages (GPAs) in alignment with established guidelines for internal and external scholarship competitions.
• Provides back-up coverage during peak periods and for vacation/leave coverage for the Admissions & Records and Scholarship & Awards units within the College of Graduate Studies as time permits.
• Performing other duties as required.
  

Consequence of Error/Judgement

Judgment requires knowledge of University and the College of Graduate Studies requirements policies and procedures. Incorrect assessment & analysis of application materials can affect whether or not an applicant is admitted. Providing incomplete or inaccurate information or advice to students or misinterpreting policies and procedures can adversely impact the Okanagan campus ability to recruit graduate students and can impact students abilities to achieve their academic and professional goals and could result in academic appeals or legal action.

This position is a highly visible representative of the College of Graduate Studies. Unprofessional or poor service to applicants students faculty staff and other stakeholders may damage the reputation of the College and their ability to attract and retain excellent students. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the international reputation of UBC.

This position has access to confidential student records and materials and is responsible for maintaining student records in an online system; accuracy attention to detail and confidentiality are crucial. Errors in judgment have a direct impact on student academic records and tuition assessments. Incorrect assessments could result in unnecessary expenditures for students and programs which could lead to financial hardship including students being sent to Collections or being unable to obtain their degree certificates. Inability to manage time effectively manage details and to plan according to deadlines could negatively impact admissions graduation and student records. Incorrect or incomplete analysis or interpretation of documents could negatively impact admissions program progression student success and graduation.

Supervision Received

This position reports to the Associate Director of the College of Graduate Studies but works independently on a day to day basis with minimal supervision. Overall objectives are determined in consultation with the Associate Director of Admissions & Records the Director of the College of Graduate Studies the Dean of the College of Graduate Studies and the Associate Dean of the College of Graduate Studies. Within those guidelines this position works independently determining priorities as necessary. Guidance is received in matters of strategic significance.

Supervision Given

This position does not supervise staff.

Qualifications
- Willingness to respect diverse perspectives including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

• Undergraduate degree in a relevant discipline.
• Over two years of related experience preferably in a post-secondary setting or the equivalent combination of education and experience.
• Experience with e-Vision Student Information Service Centre (SISC) Workday and Adobe Acrobat would be an asset.
• Proficiency in the use of Microsoft Outlook Word Excel PowerPoint.
• Knowledge of University policies and procedures graduate programs and the College of Graduate Studies would be an asset.
• Ability to comprehend and analyze North American transcripts and international academic records.
• Excellent customer service skills are essential.
• Ability to communicate sensitively in cross-cultural situations.
• Ability to communicate politely clearly and effectively.
• Ability to work independently and autonomously.
• Ability 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.
• Excellent oral and written communication skills
• Effective problem-solving multi-tasking and organizational skills.
• Strong analytical skills and ability to demonstrate sound judgement.
• Demonstrated ability to multi-task prioritize meet deadlines and work under pressure while maintaining a courteous and helpful manner.
• Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.
• Ability to maintain confidentiality.
• Ability to work both independently and in a team environment.
• Ability to exercise tact and discretion while handling sensitive or confidential issues.