Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Grad Student Support
Grad Student Support 3 (Gr8)
Graduate Program Coordinator
Faculty of Arts
Public Policy, School of
Desired Start Date:
THE SCHOOL OF PUBLIC POLICY AND GLOBAL AFFAIRS (SPPGA)
The School of Public Policy and Global Affairs (SPPGA) seeks to be a leading centre for innovation in governance and global public policy. The School is home to the Liu Institute for Global Issues (LIU), the Centre for the Study of Democratic Institutions (CSDI), the Canadian International Resources and Development Institute (CIRDI), the Office of Regional and International Community Engagement (ORICE), and the Institute of Asian Research (IAR) which includes 5 distinct research centres focusing on Southeast Asia, India and South Asia, China, Korea, and Japan.
The SPPGA's flagship academic program, the Master of Public Policy and Global Affairs (MPPGA), is a professional global public policy program with particular expertise in Asia Pacific and sustainability policy. The School also provides program management, student advising, and administrative support for the interdisciplinary International Relations (IR) program and delivers over 150 events per year. The SPPGA offers a wide range of non-degree and non-academic educational programming including the Institute for Future Legislators (IFL), the Women in House Program, the Knowledge Partnership Program (KPP), the Lind Initiative speaker series, and the Policy@UBC series among others.
This position provides complex graduate support to the MPPGA program by providing front-line assistance to incoming, current and prospective students; coordinating admissions, awards, scheduling, and registration processes; and supporting the activities of various MPPGA committees as well as the student exchange program.
Reports to the Graduate Program Manager. Works under the general guidance of the Graduate Director and Manager, Student Academic Services. Interacts and collaborates frequently with SPPGA faculty, staff, and students. Communicates and coordinates regularly with staff from other departments and units across campus.
Admissions & Awards
- Coordinates all aspects of graduate program admissions, including: receiving and organizing application materials for all applicants to the MPPGA program; evaluating transcripts (both international and domestic); preparing and forwarding complete application files to the Admissions Committee for review.
- Oversees the administration of Admissions Committee decisions; prepares and distributes official rejection and acceptance letters. Communicates with applicants regarding their application and related entrance award processes.
- Communicates ongoing admissions/acceptance information to the Graduate Program Manager, Graduate Director and related committees, including but not limited to the Admissions Committee, Recruitment and Marketing Committee, and Graduate Committee.
- Liaises with the Faculty of Graduate and Postdoctoral Studies regarding new applications and current students. This includes interacting with the Faculty of Graduate and Postdoctoral Studies on application concerns, official admission documents and records, conditions of admission, current student records, and graduation requirements.
- Creates student files and enters relevant information into databases. Generates reports from databases related to recruitment and admissions, to assist with marketing and recruitment strategies, application review, and scholarship/award distribution.
- Coordinates activities of the SPPGA Awards Committee. Responsible for collecting and compiling completed award application materials for distribution to the committee for review and ranking. Implements decisions taken by the Awards Committee and regularly communicates scholarships/award opportunities to graduate students.
- Prepares spreadsheets to summarize financial support offered to incoming graduate students, monitoring acceptance of offers, and working with the Graduate Director to reallocate scholarships as needed.
- Assists with surveys and information collection for marketing and recruitment purposes.
Student Services & Program Administration
- Maintains filing systems for current, graduated and withdrawn students, and rejected applications. Ensures files are up to date and inactive files are disposed of in accordance with established procedures. Generates reports from databases related to advising loads and completions in program.
- Liaises with the Graduate Director and graduate students on program requirements, graduation and fellowship deadlines, and policy and procedures set out by the MPPGA program and Faculty of Graduate and Postdoctoral Studies.
- Assists students with registration and obtains class lists, transcripts and student information on the SISC system. Reviews students' academic record to ensure consistency with program and graduation requirements.
- Makes recommendations on student registration processes and procedures. Investigates and resolves complex registration and scheduling problems as required.
- Develops schedule of course offerings and schedules courses using the University's Scientia, Scheduling & Curriculum Management Centre (SCMC), and Student Information Service Centre (SISC) systems. Confirms finalized schedules and administers changes and updates as needed. Monitors student enrolments and communicates low enrolment courses to the Graduate Program Manager.
- Communicates with instructors to identify examination requirements (timing, length, classrooms, invigilators, IT/AV support). Develops examination schedules in accordance with the School's policies.
- Coordinates course evaluations by confirming courses to be evaluated and survey release dates. Reviews, approves, and extracts course sections for evaluation using the UBC Student Evaluation of Teaching (TeachEval) web application.
- Collates and distributes course evaluation data for review by the Graduate Director. Supports the quality assurance of the program through administration of surveys, data collection and report writing.
- Prepares and distributes agendas and attachments for MPPGA committees (Graduate Advisory and Curriculum Committee, Admissions Committee, Awards Committee, Recruitment and Marketing Committee). Takes, transcribes and distributes minutes of committee meetings, including records management.
- Supports international exchange opportunities for incoming and outgoing students to the MPPGA. Includes researching new opportunities and awards, advising students on and promoting opportunities, facilitating course approvals and registration, facilitating the review of incoming applications, and ensuring students are complying with the UBC safety abroad policy for all international travel.
- Coordinates info sessions, and pre-departure training for outgoing international exchange opportunities and orientation for incoming students in partnership with Go Global and Faculty members. Coordinates transfer credit for exchange students.
- Coordinates conference and case competition participation for students including application management, travel and logistics.
- Provides back-up support to the SPPGA receptionist and MPPGA Program Assistant as required, including but not limited to front-line assistance and communications to prospective, incoming and current students. Performs other related duties as required
Reports to the Graduate Program Manager. Works under the general guidance of the Graduate Director and Manager, Student Academic Services. Works independently with direction, guidance and consultation.
Contributes to the training and oversight of student staff and temporary employees.
Consequence of Error/Judgement
This position plays a key role in the creation of an outstanding learning experience and has a direct impact on the quality of the programs and services offered in SPPGA. Failure to perform the duties as outlined would have a negative impact on the teaching conditions and student experience. Errors may lead to inefficiency of operation, unmet deadlines and loss of valuable time and opportunities for students and instructors. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the reputation of the program and School.
This position exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and program guidelines, procedures and policies in planning the sequence of duties, the work methods employed, and the action taken. Attention to deadlines, detail, and confidentiality is of great importance and could affect the reputation of the program, School, and University if not appropriately followed. Providing misinformation on University policy and/or procedure could jeopardize the academic progress of students and/or the School's program development or result in the loss of applicants to the graduate program.
High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Undergraduate degree in a relevant discipline preferred. Advanced computer experience required using Windows format in Mac and PC environment. Knowledge of Microsoft Office (Word, Excel, PowerPoint, Access), HTML, Connect, WordPress, UBC Student Information Service Centre (SISC), UBC Scheduling & Curriculum Management Centre (SCMC), and Scientia. Customer Relationship Management (CRM) experience is an asset. Experience working with students, answering inquiries and resolving problems and issues. Experience, knowledge of, or exposure to an international policy environment considered an asset. Familiarity with graduate programs and program administration considered an asset.
Must exercise initiative, tact and diplomacy. Must be poised and articulate in dealing with faculty, students and staff, and have the ability to exercise a high level of discretion when working with information of a confidential and/or sensitive nature. Ability to take initiative, prioritize and work effectively under pressure to meet the deadlines and demands of a very busy office. Ability to remain calm under pressure. Demonstrated success with managing simultaneous projects. Ability to accurately interpret, and make decisions within established UBC and SPPGA guidelines and regulations. Ability to coordinate financial matters by gathering, organizing and summarizing financial information. Effective oral and written communication, interpersonal and organizational skills. Proficiency in English grammar, spelling and punctuation. Must be able to demonstrate cross-cultural sensitivity and deal with a diversity of people in a calm, courteous, and professional manner. Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services while maintaining a high level of accuracy and attention to detail. Ability to exercise judgement under pressure and demonstrate initiative, problem solving, and resourcefulness in handling matters of a complex and non-routine nature. Collaborative approach to work; enjoys being part of a team environment. Ability to work flexible hours and overtime.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.