Doctoral Exams Clerk

UBC

Oct 10, 2024

Applications are closed

Job
Full-time
Mid Level
Customer Relations
Education & Teaching
Vancouver

Requirements

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 inclusion
High School graduation and one year of related training and 3 years of related experience or the equivalent combination of education and experience
Experience using the Student Information System (SIS) an asset
Experience organizing events and meetings an asset
Knowledge of UBC's Graduate program offerings preferred
Ability to communicate effectively verbally and in writing
Ability to effectively use MS Word, Excel, Internet browsers/search engines, Zoom, databases and electronic mail at an intermediate level
Ability to maintain accuracy and attention to detail
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
Ability to prioritize and work effectively under pressure to meet deadlines
Ability to exercise tact and discretion when handling matters of a confidential nature
Ability to work effectively independently and in a team environment
Ability to plan and complete work assignments independently without ongoing direction
Ability to analyze problems, identify key information and issues, and effectively resolve
Flexible to work at the office and remotely at home

Responsibilities

Receives and processes Nominations for External Examiner for Doctoral Dissertation forms.
Generates and helps to maintain an examination file for each doctoral candidate in a custom database as well as a shared electronic folder.
Contacts departments, students, and/or faculty members regarding missing information or documentation.
Verifies, enters, and updates all relevant student, thesis, examining committee information, exam dates, and results into a custom database.
Receives and records receipt of incoming theses and associated forms and approvals.
Reviews students' individual files to determine submission requirements and follows-up until all required documents have been received.
In consultation with the Assistant Doctoral Exams Coordinator, sets a timeline for the external review.
Transmits theses in electronic and/or paper format to external examiners for final examination.
Generates relevant documentation to accompany thesis packages.
Prepares courier packages for same-day shipping to external examiners.
Prepares way bills and makes arrangements for courier pick-up and delivery.
Sends routine correspondence regarding thesis submission, transmission and oral defence booking procedures to students, research supervisors, and graduate program staff.
Sends reminders to students and their research supervisors two weeks in advance of anticipated thesis submission date.
Follows-up with students, research supervisors, and graduate program staff when theses are not submitted as expected.
Communicates submission delays to the Assistant Doctoral Exams Coordinator.
Sends reminders to external examiners one week in advance of report due dates.
Receives and processes submitted reports according to established procedures.
Follows-up on overdue reports.
Forwards a copy of all reports to the Doctoral Exams Coordinator for review.
Receives and processes room booking requests for non-examination events according to established guidelines.
Responds to general inquiries (telephone/e-mail/in person) from faculty, staff, and doctoral candidates relating to doctoral examinations policies and procedures, requirements, status, deadlines, and booking of examinations rooms.
Interprets written policies and communicates them accurately.
Exercises tact and diplomacy to compose correspondence and initiate replies to enquiries.
Forwards complex or non-standard questions to Assistant Doctoral Exams Coordinator or Doctoral Exams Coordinator as appropriate.
Maintains the Doctoral Unit's electronic and paper filing systems.
Ensures candidates' files are accurate, complete, and up-to-date.
Processes oral defence booking requests.
Maintains schedule of exam bookings in the unit's shared electronic calendar.
In consultation with the Doctoral Exams Coordinator, invites appropriate faculty members via e-mail to chair doctoral examinations, in accordance with established university policy.
Ensures chairs are confirmed at least two weeks prior to exams.
Transmits electronic theses to examination chairs.
Prepares chair's report and doctoral dissertation approval form templates and distributes these to examination chairs in advance of the defence.
Sends exam reminder emails with accompanying exam documents to all examination committee members, graduate advisors, and graduate program staff one week prior to oral defence date.
Ensures rooms are adequately prepared one half hour prior to each final exam and are cleaned up after each exam.
Ensures that all required supplies for exam rooms are maintained and re-ordered when necessary.
Provides basic AV support and guidance about policies and procedures to candidates and examining committee members in the exam rooms at the start of the examination.
Assists with contacting examiners required for oral defences who do not arrive when expected.
Communicates issues that may prevent an oral defence from moving ahead as scheduled to the Doctoral Exams Coordinator.
Books Zoom meetings for Virtual Defences, and provides technical and administrative support in the Zoom meeting during set-up time for the defence.
May provide technical support to the exam Chair in Zoom during Virtual Exams with an audience.
Receives, processes, and distributes submitted chair's reports according to established procedures.
Communicates with faculty members about missing information.
Enters exam results into the SISC.
Forwards complex or potentially problematic reports to the Doctoral Exams Coordinator.

FAQs

What is the compensation range for the Doctoral Exams Clerk position?

The compensation range for the Doctoral Exams Clerk position is $4,281.00 - $4,386.00 CAD monthly, pro-rated for part-time work.

What are the working hours for this position?

This position is part-time at 17.5 hours per week (0.5 FTE).

What are the primary responsibilities of the Doctoral Exams Clerk?

The primary responsibilities include providing support for the external examination portion of final doctoral examinations, administering final oral examinations, processing submissions and reports, and maintaining accurate student files.

Is a cover letter required for the application?

Yes, a cover letter is required as part of the application; applications without a cover letter will not be considered.

What qualifications are needed for this role?

Candidates need a high school graduation certificate, one year of related training, three years of related experience, or an equivalent combination of education and experience. Experience with the Student Information System (SIS) and event organization is an asset.

Will the Doctoral Exams Clerk be supervised closely?

The Doctoral Exams Clerk will work with minimal supervision under the general direction of the Assistant Doctoral Exams Coordinator and may receive guidance from the Doctoral Exams Coordinator.

How many doctoral examinations are administered each year?

There are more than 500 doctoral examinations administered each year.

What skills are essential for the Doctoral Exams Clerk position?

Essential skills include effective communication, attention to detail, proficiency with MS Word and Excel, and the ability to prioritize tasks and work under pressure.

What software and tools should the Doctoral Exams Clerk be familiar with?

Familiarity with MS Word, Excel, Internet browsers/search engines, Zoom, databases, and electronic mail at an intermediate level is required.

What is the last date to apply for this position?

The last date to apply for this position is October 14, 2024, by 11:59 PM.

Are there opportunities for professional development related to equity, diversity, and inclusion?

Yes, the role involves a commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion.

UBC

Patients First. Powered by Evidence.

Manufacturing & Electronics

Industry

1001-5000

Employees

2003

Founded Year

Mission & Purpose

United BioSource LLC (UBC) is the leading provider of evidence development solutions with expertise in uniting evidence and access. UBC helps biopharma mitigate risk, address product hurdles, and demonstrate safety, efficacy, and value under real-world conditions. Underpinned by our scientific expertise, data and analytics, and innovative technologies, we offer our customers flexible solutions generating the relevant real-world data necessary to make more informed decisions earlier, meet stakeholder requirements, and ultimately, drive better patient outcomes.