Grad Student Support

Staff - Union

Job Category: CUPE 2950 Job Profile CUPE 2950 Salaried - Grad Student Support 3 (Gr9) Job Title: Grad Student Support Department: Administrative Support | School of Creative Writing Compensation Range: $4,959.00 - $5,532.00 CAD Monthly Posting End Date: March 6, 2025

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

Job End Date: Nov 27, 2026

This is a full-time leave replacement position with an end date of November 27, 2026.

Job Description Summary:
This incumbent acts as the Graduate Program Coordinator in three areas:

1. Provides support to the Graduate Advisor, graduate students, and faculty in the School of Creative Writing. Responsible for a variety of complex tasks and development of systems in connection with the administrative functions of the graduate student programs (on-campus and opt-res).
2. Provides support to the Graduate Awards Chair, graduate students, and faculty in the School of Creative Writing. Oversees and coordinates all the complex administrative functions of the awards committee, faculty, and graduate students.
3. Departmental Administrative Support: Provides administrative support for the School of Creative Writing, the Administrator, and the Director.

The incumbent is expected to have a thorough knowledge of Department, Faculties of Arts and G+PS, and University policies and procedures, effective interpersonal skills in dealing with faculty and graduate students, and in charge of responding to all incoming and current graduate students' complex inquiries about the Creative Writing graduate programs, and ability to work independently and exercise good judgment.

The incumbent is expected to have a thorough knowledge of systems such as SISC, FSC, eVision, Scientia, Teaching Evaluation systems, and Workday and other duties assigned. Checks for errors and accuracy of work.

Organizational Status:
The incumbent reports to the School of Creative Writing Administrator. The incumbent takes work assignments from the Director, the Graduate Advisor, and the Awards Chair (including SSHRCS).

The incumbent supervises Temporary Workers (as required).

Work Performed:

Graduate Student Support:

1. Oversees administration for online applications in eVision for admission to the graduate program.
2. Corresponds extensively with student applicants, advising on all aspects of the application process including admissions criteria, application requirements, program requirements, immigration process, and missing documentation.
3. Provides interpretation of policies and resolution of highly varied situations and problems related to students in consultation with the Grad Advisor and supervisors.
4. Responds to all oral and written inquiries of an interpretive nature regarding program requirements, from local, national, and international persons.
5. Identifies and offers solutions to cases requiring special adjudication by the Graduate Advisor based on policies and procedures of the School of Creative Writing, Faculty of Arts, and the University.
6. Maintains and updates graduate applicant files, corresponds with applicants and/or universities for missing documents. Processes acceptances and refusals.
7. Prepares recommendations for acceptances and notifications of rejection to applicants.
8. Writes complex correspondence and reports.
9. Conducts initial review of qualifications and transcripts, assembles all necessary documents, and prepares files.
10. Monitors MFA student progress through the program including appointments, finances, awards and scholarships, academic progress, thesis submission, thesis committee meetings, and graduation.
11. Maintains current MFA student records including database.
12. Compiles and schedules graduate courses. Ensures that course outlines and relevant information are available and easily distributed to students.
13. Responsible for all course scheduling of relevant courses on the SISC and SCIENTIA systems, including course times, locations, room bookings, and details.
14. Resolves students queries regarding varied issues such as withdrawals and grades.
15. Advises students on scholarship competitions, and works with them to ensure accurate completion of application material in preparation for review. Processes and monitors student awards and funding.
16. Coordinates and organizes applications for all fellowships and ensures that fellowship applications and materials are properly processed and distributed to the Faculty of Graduate and Postdoctoral Studies (G+PS).
17. Ensures faculty and students are aware of appropriate deadlines and that deadlines are met.
18. Provides administrative support for the Creative Writing graduate student orientation event each September. Prepares welcome package for incoming graduate students.
19. Updates, maintains, and distributes the Creative Writing Grad Student Handbook.
20. Oversees all aspects of graduation, including scheduling of final committee meetings, submission of relevant documentation, and application for graduation.
21. Coordinates and processes TA appointments in conjunction with faculty TA coordinator, and RA appointments in conjunction with faculty supervisors. Supervises the TA Coordinator.
22. Updates School of Creative Writing online resources for graduate students.
23. Attends Graduate Support Staff meetings, seminars, and workshops given by the Faculty of Graduate Studies to maintain proficiency in areas of rapidly changing information such as scholarships, reporting, evaluations, etc.
24. Takes minutes at Unit Meetings and maintains an archive of Unit Meeting documentation.

Departmental Administrative Support:

1. Organizes program readings, workshops, seminars, and special events.
2. Makes travel arrangements for visiting speakers.
3. Performs financial duties relating to program readings, workshops, seminars, and special events including preparing requisition forms, journal vouchers, travel claims, and payroll documentation.
4. Prepares expense and travel claims, and payroll documentation for other Unit matters as appropriate and in accordance with the policies of the Unit, the Faculty of Arts, UBC, and sponsoring agencies.
5. Monitors, approves, and provides advice on available budget for faculty travel. Processes appropriate financial transactions.

- Workday HR Analyst duties: all student appointments, all Adjunct appointments.
- Processes and categorizes applicants for faculty positions; sends out intro, thank you and regret letters.
- Maintains and updates the School of Creative Writing website and online Forum.
- Administers Unit email accounts and access cards.
- Oversees various administrative duties including ordering supplies, maintenance of office equipment, storage and destruction of archival materials in compliance with UBC policies on records management.
- Acts as backup for the Undergrad Advisor position.
- Becomes familiar with the Unit’s undergraduate program and provides information and guidance to current and prospective undergraduate students on program requirements, transfer credits, and course requirements as needed.
- Provides backup reception duties for the Unit.
- Performs other related duties.

Consequence of Error/Judgement:
Errors in judgment, mistakes, inefficiencies, breaches of confidence in any of the areas of responsibility (graduate students, scheduling, written and verbal communications, etc.) could go undetected for some time and cause serious damage. Mistakes and inefficiencies can result in lost opportunities (e.g. failure to consider excellent candidates for admission). Mistakes can have a significant impact on matters of importance to current graduate students: financial support, TA appointments, program closure and graduation, job applications, student records. They can have a significant impact on other staff in Creative Writing, the Faculty of Arts, and GPS, including costly and time-consuming efforts to make corrections. Finally, mistakes at this level can cause significant embarrassment and reputational damage to the program.

Supervision Received:
Works under the supervision of the Administrator. Consults the Director and/or Graduate Advisor on unusual problems or on matters which depart from established policy and procedure.

Supervision Given:
Supervises temporary staff or student workers, particularly the TA Coordinator. Trains new staff on work procedures and UBC systems. The incumbent serves as a resource for junior and temporary staff in terms of training, guidance, and interpretation of procedures.

Minimum Qualifications:
High School graduation and two-year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience.

Preferred Qualifications:
Training in administration, finance, and office procedures and practices, or equivalent preferred. Knowledge of the content and expectations of Creative Writing as a field at the graduate level preferred. Experience with UBC systems (SCIENTIA, FSC, SISC, FMIS TRAC II, WORDPRESS, eVISION, Workday, SITS/eVision, Teaching Evaluation systems) preferred. Excellent computer literacy skills (Word, Excel preferred). Excellent communications skills. Ability to draft, compose, and edit well-written correspondence and reports. Effective interpersonal and organizational skills. Ability to type 50 w.p.m. Ability to operate a normal range of office equipment. Ability to use word processing, spreadsheet, database, and electronic mail applications at an intermediate level. Ability to prioritize work and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work both independently and within a team environment. Ability to interpret and implement policies.