Grad Student Support 3

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Grad Student Support 3 (Gr8) Job Title Grad Student Support 3 Department Administrative Support | Department of Political Science Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 25, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date January 31, 2027 This is a term position with a term end date of January 31, 2027 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 Department of Political Science is a major centre for teaching and research in political science. In addition to undergraduate and graduate programs in Political Science, the Department administers the US Studies program and the Institute for European Research. It has strong ties to the First Nations and Indigenous Studies Program, the Institute for Asian Research, the School of Public Policy and Global Affairs and such programmes as Canadian Studies, International Relations and Latin American Studies. The Graduate and Administrative Assistant provides front-line assistance to current and prospective graduate students by providing information and assisting in the resolution of complex issues, disseminating information, processing applications for admission and fellowship and assisting in the resolution of complex issues. The Graduate and Administrative Assistant, provides administrative support to the department and Administrative Manager. Organizational Status The Graduate and Administrative Assistant works along with, and under the general direction of the Graduate Program Coordinator and Associate Head, Graduate Program; he or she reports directly to the Administrative Manager. Work Performed GRADUATE PROGRAM SUPPORT Assisting the Graduate Program Coordinator in all matters relating to the graduate program: inquiries, applications, admissions, scholarships, statistics, student lists, coordination of scheduling, maintenance of computer databases and management of all student manual files; Coordinates all aspects of graduate program admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination Oversees all graduate admissions applications, evaluates transcripts and computes averages; sends offers of admission once approved by the Graduate Program Coordinator and finalizes admission to UBC using online application management system (Evision); corresponds with direction on behalf of the Graduate Program Coordinator and Associate Head, Graduate Program on topics of acceptance, waitlist and rejection notices; Coordinates and explains the admissions appeal process Provides front-line assistance (via email, by phone, or in-person) to current and prospective graduate students; acting as a resource on graduate program policy and procedures. Resolves complex issues including those related to applications, program requirements, course selection, registration status, scholarships, working on campus, immigration, appeals or related enquires of an interpretive nature. Brings complaints and controversial situations to the Graduate Program Coordinator as they arise, and assists the Coordinator in identifying solutions and providing referrals to appropriate units or services. Performs award administration duties such as the distribution and collection of application materials; provides information about deadlines, evaluates transcripts, and prints completed applications for distribution to committees for review and ranking; Ensures students receive awards Compiles and organizes annual progress reports and faculty assessments; Coordinates MA and PHD thesis defence and Comprehensive Exam preparations; schedules facilities and assists in the preparation of thesis dissertation forms; Liaises with G+PS on the completion of various forms, collects approval and signatures from the Graduate Program Coordinator and Associate Head, Graduate Program as required; Assists in compiling graduate course offerings, scheduling rooms for teaching and serving as back-up T-rep for scheduling purposes; Performs other duties to support the graduate program as required. ADMINISTRATIVE SUPPORT Oversees all aspects of student appointments including coordinating with faculty members, ensuring that all pre-hiring requirements including all mandatory trainings are met and assists with onboarding and departure processes; interfaces with WorkDay to process all appointments; Collects Teaching Assistant workload agreement forms and configures access for Teaching Assistants to their assigned course on Canvas using the Teach