CELL Graduate Program Coordinator

Job title:

CELL Graduate Program Coordinator

Company

University of British Columbia

Job description

Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Grad Student Support 3 (Gr8)Job Title CELL Graduate Program CoordinatorDepartment Administrative Management | Department of Cellular and Physiological Sciences | Faculty of MedicineCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date March 6, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date Mar 31, 2026At 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 SummaryProvides administrative assistance the Director, faculty supervisors, and students in the Graduate Program in Cell & Developmental Biology. This is a Part-Time, 0.6 FTE Position.The successful applicant must have, or must develop, a thorough working knowledge of the Policies and Procedures set out by the Faculty of Graduate & Postdoctoral Studies (G+PS). Major duties include: evaluating both domestic and international transcripts; processing applications for admission, graduation and fellowships/awards; registering students in courses; managing and maintaining the Program’s database and website.Organizational Status
Reports to the Director/Graduate Advisor of the Graduate Program in Cell & Developmental Biology (the CELL Program) and the Programs Manager, Dept. of Cellular & Physiological Sciences. Works collaboratively with faculty members, undergraduate and graduate students, and other staff involved with.Work PerformedAdmissionsProvides information to prospective CELL program graduate students on UBC and CELL Program policies and procedures, including deadlines for admission.Corresponds with prospective graduate students; provides information on UBC and CELL Program requirements for admission, immigration documentation, employment authorization; answers case-specific inquiries.Evaluates North American and international academic transcripts based on G+PS admission requirements and assesses eligibility for admission.Keeps track of the status of applications, liaises with applicants over missing documents and ensures that all timelines for processing applications are met.Prepares complete application files and forwards to Admissions Committee for review.Drafts rejection and unofficial acceptance letters for review by the Graduate Advisor.Program AdministrationProvides administrative support to the Graduate Advisor/CELL Program Director.Manages student files (paper and electronic) with respect to program requirements, progress, leaves, extensions, scholarships and other funding.Reviews students’ academic progress and ensures that there is a written assessment of each student’s progress at least annually.Monitors students’ milestones and progress towards degree completion, liaising with the Graduate Advisor and G+PS if issues arise.Organizes course scheduling on the UBC system, including course availability, times, locations and details.Registers students in courses and manages waiting lists for non-CELL Program students.Uses the UBC Systems such as Workday and Student Information Systems Centre to generate class lists, enter grades, and maintain and up-to-date record of students’ awards, biographical and financial data.Maintains a filing system and database for current, graduated, withdrawn students, incomplete and rejected applications. Ensures files and database entries are kept up to date and provides statistical information as requested by the Graduate Advisor.Liaises with Graduate Advisor, graduate students and their supervisors on student program requirements, registration status, graduation and fellowship deadlines, and policy and procedures set out by G+PS.Primary source of interpretation of policies and procedures on all graduate matters. This involves a thorough working knowledge of the Faculty of Graduate and Postdoctoral Studies and CELL Program Policies and Procedures.Liaises with G+PS regarding new applications, current and graduating students; interacting with Admissions and Records on student documentation and for troubleshooting student problems; maintaining records of awards made through the Graduate Student Initiative and Four Year Doctoral Fellowship program.Attends meetings at G+PS as required.Organizes Student Evaluations of faculty Teaching in the Program’s courses and compiles data for forwarding to the Graduate Advisor.Takes minutes of meetings of the Program’s Advisory, Admissions and Awards Committees and ensuring that decisions and recommendations at such meetings are accurately recorded.Liaises with other Graduate Program Assistants, and maintains best practices in the CELL Program.AwardsResponsible for organizing Tri-Agency/AFF MSc and PhD Scholarship as well as internal CELL program award competitions. Informs students and faculty of CELL Program and G+PS deadlines; distributes application instructions materials to students; assists students in filling out the necessary paperwork; ensures student applications are complete; evaluates transcripts; compiles complete applications for distribution to the Program Awards Committee for review and ranking. Prepares Program recommendations for forwarding to G+PS.CommunicationResponsible for maintaining faculty and graduate student e-mail lists.Manages and maintains the CELL Program website.Regularly keeps students and faculty informed of significant graduate student issues, events and funding opportunities.Disseminates relevant information from G+PS, UBC Student Services, etc.Provides confidential student advising and general communication with students through contact during office hours, email, website.GraduationProcesses the necessary paperwork for student graduation.Liaises with Records for any problem situations leading up to graduation deadlines.Confirms completion of graduation requirements for CELL Program MSc and PhD students.Consequence of Error/Judgement
Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University, Faculty of Graduate and Postdoctoral, and CELL Program guidelines, procedures and policies in planning the sequence of duties; the work methods to be employed; and the action to be taken. Determines eligibility of applications for the Department based on transcripts, both domestic and international, and on the TOEFL/ILTS/etc. score if required. New or unusual problems are referred to the Administrative Manager and/or Graduate AdvisorSupervision Received
Work is done under general supervision from the CELL Program Director and the Dept of CPS Programs Manager. Performs most duties independently and in accordance with established procedure; occasionally consulting the Administrative Manager with reference to new or complex problems.Supervision Given
May oversee and direct work of employees in lower classification.Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four years of related experience, or an 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 inclusionPreferred QualificationsTraining in stenographic skills and office procedures and practices.A University degree is an asset.Three years of relevant UBC experience preferred.Ability to type at 60 w.p.m.Ability to operate transcribing equipment and other office equipment as may be required in performing of duties; such as; data entry systems; fax machines; calculators; photocopying machines.Proficiency in the use of English grammar; spelling; and punctuation; proficiency with professional terminology; technical or scientific vocabulary as required for the job.Ability to compose routine correspondence and reports;Ability to communicate effectively and tactfully with faculty; staff; students and the public in disseminating and obtaining information; in explaining practices and procedures; ability to coordinate and direct the work of others.Thorough knowledge of policies and procedures set out by the Faculty of Graduate and Postdoctoral Studies. Knowledge of GRASP an advantage.Word-processing and computer skills to include: Word for Windows – basic formatting of characters and paragraphs; structure of sections and documents; page setup: numbering; margins; headers; and footers; inserting special and accented characters; making tables; mail merge; spelling checks; using glossaries.Outlook Express; creating; sending; forwarding messages; attaching documents and retrieving attached documents.Website maintenance and revisions on the Wordpress platform.Access – advanced knowledge for database entry, queries for data acquired from multiple databases for reports.Excel – advanced knowledge of database.

Expected salary

$4739 – 5102 per month

Location

Canada

Job date

Thu, 27 Feb 2025 04:16:54 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (jobsnearcanada.com) you saw this job posting.