Doctoral Exams Thesis Clerk

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

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Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

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 Faculty of Graduate and Postdoctoral Studies (GPS) is responsible for the recruitment admission support and graduation of approx. 10000 graduate students who attend UBC annually and supports another 800 Postdoctoral Fellows. The incumbent is responsible for coordinating the day-to-day administrative processes for two key areas in the final stages of graduate degree completion: doctoral examinations and thesis processing ensuring that all graduate students meet the academic and administrative requirements for graduation. The Doctoral Exams/Thesis Clerk position is designed to provide flexibility and support across peak activity periods throughout the academic year. As each functiondoctoral exams and thesis processinghas distinct high-volume cycles the incumbent balances their time to meet shifting demands provides cross-coverage between the two areas and contributes to efficient workflows that create synergies between teams playing a vital role in supporting doctoral students as they complete the final milestones of their degree programs.

1. Doctoral Exams Team

As students approach the end of their academic journey Doctoral Exams Office coordinates the doctoral examination process for all doctoral students at UBC (550 exams per year) from approval of qualified examiners to coordination of the in-person or online exam supporting students as they complete the final requirements for their degree.

The Doctoral Exams/Thesis Clerk will communicate with doctoral students and faculty from UBC receiving forms and documents and with faculty outside UBC sending dissertations and receiving reports. They will also provide students with information on the regular steps in the exam process and answer common questions.

2. Thesis Team

The thesis component of the role has two primary areas of responsibility: 1) Coordinating relevant forms reviewing accepting and tracking over 1000 final masters and doctoral theses annually for graduation and responding to program and student questions about thesis formatting and submission and 2) Monitoring and tracking approvals of supervisors co-supervisors and supervisory committee members who require the approval of the Dean of the Faculty of Graduate and Postdoctoral Studies.

Organizational Status
This individual reports to the Assistant Doctoral Exams Coordinator with a dotted line to the Associate Director of Student Academic Services. They have internal contact with all Deans Office Executives and Staff and as well as other faculties and departments at UBC.

Work Performed

This role will provide 50%/50% administrative support to the Doctoral Exams team and the Thesis team as part of the larger degree completion process. The incumbent will split their workday between the two areas as determined by the priorities of each unit.

Doctoral External Examination Support:

• Supports the Assistant Doctoral Exams Coordinator in cordinating the submission timelines of doctoral students and the report timelines for external examiners.

• Receives and processes forms and documents pertaining to the external examination portion of the doctoral exam.

• Contacts departments students and/or faculty members regarding missing information or documentation.

• Assists with the tracking of doctoral candidates in a custom database.

• Sends routine correspondence and reminders regarding thesis submission transmission and oral defence booking procedures to students research supervisors and graduate program staff.

• Sends dissertations and reminders to external examiners.

• Receives and processes submitted reports according to established procedures.

• Responds to routine general inquiries (telephone/e-mail/in person) from faculty staff and doctoral candidates referring correspondence to Assistant Doctoral Exams Coordinator or Doctoral Exams Coordinator as appropriate.

• Helps maintain the Doctoral Units electronic and paper filing systems. Ensures candidates files are accurate complete and up-to-date.

• Communicates issues that may prevent an oral defence from moving ahead as scheduled to the Doctoral Exams Coordinator.

Doctoral Oral Defence Support:

• Provides backup support to the Doctoral Oral Defence Clerk when needed to ensure rooms are adequately prepared one half hour prior to each final exam and are cleaned up after each exam.

• Books Zoom meetings for Virtual Defences and provides technical and administrative support in the Zoom meeting during the set-up time for the defence.

• May provide technical support to the exam Chair in Zoom during Virtual Exams with an audience.

Thesis Team Responsibilities:

Theses:

• Receives theses via an online submission system. Ensures all necessary forms are submitted and correct reviews thesis formatting and checks for adherence to thesis submission guidelines according to established procedures.

• Informs students or research supervisors of thesis format discrepancies and requests corrected thesis manuscripts.

• Prepares and distributes official thesis receipts through student systems.

• Enters thesis titles in the records system.

• Communicates with students faculty and staff on theses formatting and theses submission policies and procedures by e-mail. Forwards complex or non-standard questions to the Senior Thesis Clerk or the Associate Director of Student Academic Services.

• Handles electronic storage according to existing system of thesis forms and records.

• Recommends changes in procedures to Associate Director of Student Academic Services and revises and maintains instructional and assistive material as directed.

Supervisory Committees:

• Receives recommendations for individuals to serve in supervisory roles checks them for completeness and files electronically according to an existing system. Maintains a spreadsheet that tracks individuals who have been approved by the Dean to serve in supervisory roles for students in thesis programs.

• Sends standard and non-standard emails notifying grad advisors and programs of the Deans approval of individuals for supervisory roles.

• Handles all matters pertaining to doctoral student candidacy including checking supervisory committees confirming effective dates entering data and communicating formally with program and students. Troubleshoots any errors or omissions and expedites urgent cases.

Consequence of Error/Judgement

Incorrect actions decisions delays or errors could negatively affect the provision of information about GPS and could mislead graduate students about the services and programs available to them. The incumbent will need to exercise independent judgement in handling matters of a routine and non-routine nature. There is a need to assess demands and determine priorities in consultation with the Doc Exams Coordinator or the Senior Thesis Clerk or Associate Director of Student Academic Services. Decisions are based on a thorough knowledge and accurate interpretation of information contained in various resources. Miscommunication will affectprograms and have an impact on the reputation of Doc Exams and/or the thesis team.

Any miscommunications errors and/or omissions in judgment could affect the academic progress or graduation of a student and could seriously undermine the roles responsibilities and effectiveness of the Dean and/or the Faculty of Graduate and Postdoctoral Studies.

Supervision Received
Reports to and works with minimal day-to-day supervision under the general direction of the Assistant Doctoral Exams Coordinator and the Senior Thesis Clerk or Associate Director of Student Academic Services They have the authority to act within policy boundaries. New or unusual matters technical problems and any issues outside policy boundaries are referred to the Doc Exams Coordinator or the Associate Director of Student Academic Services.

Supervision Given
May assist with the training new staff (new full time employees temporary staff & Work Study students). May occasionally oversee work of Work Learn / Student Assistants.

Minimum Qualifications
High School graduation plus two year post-secondary diploma plus three years of related experience or an equivalent combination of education and experience.

- 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

Preferred Qualifications

• High School graduation and 1-year post-secondary education.

• High School graduation and two year post-secondary diploma and one year post-secondary education with training in office procedures and practices.

• Graduation from a recognized postsecondary institution preferred.

• 4 years related experience or the equivalent combination of education and experience. Previous event organizing and office administration experience is an asset.

• Knowledge of UBCs graduate program offerings preferred.

• Ability to effectively use MS Office (particularly Excel) web browser applications and internet browsers/search engines.

• Intermediate level in Microsoft Office including word processing spreadsheet e-mail software and Internet navigation skills.

• Familiarity with information systems database technology cIRcle and virtual desktop interface preferred.

• Knowledge of standard academic terminology and Graduate Studies an asset.

• Experience using the Workday System.

• Familiarity with website editing and maintenance.

• Basic HTML editing skills.

• Excellent oral and written communication.

• Ability to effectively manage multiple tasks and priorities.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to work effectively independently and in a team environment.

• Ability to create online surveys and use event registration tools.

• Ability to communicate effectively verbally and in writing.

• Ability to deal with a diversity of people in a calm courteous and effective manner.

• Ability to provide quality service to customers in a courteous patient manner.

• Ability to type 50 wpm and to operate a normal range of office equipment.

• Good analytical skills and detail-oriented abilities including record keeping skills to monitor and reconcile accounts professional development registrations and experience with electronic forms.

• Ability to work a flexible schedule including occasional early mornings/late afternoons as required. Ability to analyze problems identify key information and issues and effectively resolve.

• Ability to compose correspondence reports presentations and other written materials using clear concise business English.

• Ability to maintain accuracy and attention to detail.