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Event Production Assistant

Looking for part-time, on-campus work experience during your studies? The GSS is hiring for an Event Production Assistant for the Winter 2021 term.

SUMMARY

As part of the Graduate Student Society (GSS), you will play an important part in running events and programs for graduate students from social meetups to discussion forums. You’ll provide event support services for GSS events and for GSS clients holding events in Thea Koerner House Graduate Student Centre. The GSS are the stewards of Thea Koerner House and pride ourselves on providing professionally managed events that maintain the building as centre for graduate student life on campus.

ROLES AND RESPONSIBILITIES

  • Setting up rooms for events in the Thea Koerner House Graduate Student Centre, GSS Loft, or any other location of events on-campus
  • Cleaning and clearing rooms after events, including packing equipment
  • Supervising events and acting as the lead building contact should any issues arise
  • Opening and closing of rooms for groups, as well as securing the building after hours
  • Writing summary reports of events about attendance, questions that arose, and any emergencies that occurred during an event
  • Examine venue and equipment post-event, document any damaged items, and take inventory of all items used.
  • Helping with small building maintenance projects
  • Setting up, supervising, and cleaning up after Sports Leagues and programs
  • Comfortable with physical labour and lifting heavy 30 to 50-pound objects
  • Assisting the Events Manager and VP Students in facilitating events on an as-needed basis
  • Other tasks as assigned

TRAINING AND ORIENTATION

  • The student will receive an Orientation to the work of the GSS from the General Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • The Events Manager will provide an orientation to our events management activities, any equipment required, access to key venues typical for GSS events, and the job requirements
  • Ongoing training and supervision are provided by the Events Manager

SUPPORT AND EVALUATION

  • The student will work closely with the Events Manager. Ongoing communication, questions, ideas, and suggestions are encouraged. Because you may be supervising events alone, your ideas about how we can make improvements are particularly valuable!
  • At the end of the contract period and after the completion of individual events there will be a general debrief about the role. This is an opportunity for discussion, suggestions for improvements and recognition of successes.

NETWORKING AND MENTORSHIP OPPORTUNITIES

  • Experience working on events, meeting those involved in running events on campus and gathering knowledge from staff.
  • Opportunity to understand more about the work of the GSS and how student run societies operate
  • Meet with partners for the GSS, for example Graduate and Postdoctoral Studies and external clients.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in events management, this role offers practical experience in planning, event set up, and dealing with clients. This work provides hands on experience that relates directly to real world jobs in events.

By the end of the work term, the Event Production Assistant will have gained:

  • Experience of working in a professional office environment (as per public health orders), serving the needs of graduate students
  • Experience of events supervision and logistics
  • The ability to work with a variety of clients in a professional manner
  • Enhanced communication skills by working with a variety of clients in a professional manner and working in a team-setting
  • Increased confidence in leadership skills by taking the initiative on solving clients’ issues
  • Effective time management skills by managing deadlines and learning how to problem solve proactively and prioritize urgent items to meet event deadlines

Experience/skills that are not required but would be considered an asset

  • Experience with event management or event planning
  • Any experience working with audio/visual equipment is an asset (ex. Projectors, speakers, microphones, mixers/amplifiers)
  • Good availability on weekday evenings and some weekends

Start date: September 1, 2021
End date: April 30, 2022

Hourly wage: $15.20 per hour for supervision and $16.49 per hour for set up 

Deadline to apply: August 26, 2021

How to Apply

UBC CareersOnline through the position title and ID number: Event Production Assistant (891790)

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position.

The GSS is sensitive to the academic needs of UBC students. Event Production Assistants shifts will be scheduled according to each student’s availability and not at times when employees have classes or exams.

The GSS values a diverse workplace and strongly encourages women, people of color, LGBT+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and other underrepresented groups to apply.

Digital Communications Assistant – Winter 2021

Summary

Become an integral member of the Graduate Student Society in the development and management of UBC GSS’ online presence! The GSS represents the 10,000 graduate students at UBC Vancouver. We get graduate students talking about important issues and inspire them to enjoy an active and balanced campus life.

Effective, appealing communication is central to our mission of building a friendly and approachable community for all UBC graduate student communities.

Working with the Marketing and Communications Director and the Visual Communications Assistant, you will be furthering the GSS Brand and helping us effectively engage the UBC graduate student community.

ROLES AND RESPONSIBILITIES

Website & Blog:

  • Develops an editorial calendar that identifies the content type (e.g. GSS articles, interviews, etc.) and outlines a publishing schedule for the GSS’ blog
  • Produces and manages content assets for the websites, including copy, images, and other documents, as provided by the Communications and Marketing Director or gathered from other team members at the direction of the Director
  • Other duties as required

Social Media:

  • Develops an editorial calendar that identifies the content type (e.g. GSS updates, events, tips, elections, UBC news) and outlines a publishing schedule for the GSS’ social media channels
  • Searches for post content, including copy, images, videos, and other information relevant to UBC graduate students and their interests
  • Publishes regular updates on GSS’ social media platforms, such as Facebook Page, Facebook Events, Twitter, Instagram, and YouTube
  • Creates analytics reports, such as engagement rates from Facebook and Instagram Insights and Twitter Analytics
  • Researches and identifies potential trends and applications to enhance GSS social media experience
  • Other duties as required

TRAINING AND ORIENTATION

  • The student will receive an Orientation to the work of the GSS from the General Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • The Communications and Marketing Director will provide an orientation to the online communications activities of the Society, and the brand guidelines.
  • Ongoing training and supervision is provided by the Communications and Marketing Director

NETWORKING AND MENTORSHIP OPPORTUNITIES

  • Experience working in a communications environment, meeting other communications professionals on campus and gathering knowledge from professional staff.
  • Working with graduate student executives. An opportunity to understand more about their work and how student run societies operate
  • The opportunity to attend in-house training and events organized for graduate students.
  • General career mentorship from the Communication and Marketing Director in areas such as: interacting successfully with staff and faculty, developing a portfolio, and advice about future job applications.

SUPPORT AND EVALUATION

  • The student will work in the same office as the Communications and Marketing Director and communication, questions, ideas and suggestions are encouraged. They are an essential part of a good communications team.
  • Weekly opportunities to meet one on one with supervisor to discuss performance.
  • At the end of the period and possibly after the completion of individual projects there will be a general debrief about the role. This is an opportunity discussion, suggestions for improvements and recognition of successes.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in digital publishing, social media or communications fields, working as part of a team delivering integrated marketing and communications campaigns is invaluable. This work provides hands on experience that relates directly to real world jobs in the journalism or social media fields.

By the end of the work term, the Digital Communications Assistant will have gained:

General Skills:

  • Experience of working in a professional office environment, serving the needs of graduate students
  • Enhanced communication skills. By being a member of a team, the Digital Communications Assistant will enhance their listening skills and ability to communicate ideas clearly.
  • Increased confidence in leadership skills by taking the initiative on developing editorial and social media projects independently
  • Effective time management skills by managing deadlines and learning how to prioritize urgent items.
  • Students will learn to problem solve proactively to research meet deadlines and support campaigns.

Specific skills in this role:

  • Hands on experience of working on marketing and communications campaigns for graduate students
  • Experience of development and management of blog articles and social media campaigns
  • Deeper understanding of website analytics, social media marketing and measurement
  • The opportunity to develop items for a portfolio, that can support coursework or future job applications, for example a specific module or campaign on social media channels

GENERAL QUALIFICATIONS

General:

  • A UBC graduate student preferred
  • Excellent team player and self-motivated learner
  • Strong time management and project coordination skills
  • Strong written and verbal communication skills
  • Excellent Attention to detail
  • Ability to work independently with minimal supervision

Website & Blogging:

  • Education or experience in journalism, marketing, communications, or related fields
  • Experience with web graphics and design preferred
  • Experience working with content management systems such as WordPress and plugins
  • Experience with using and configuring Google Analytics
  • A minimum of basic skills in writing HTML and CSS, and development software (e.g. Dreamweaver)
  • A solid understanding of or willingness to learn responsive/mobile user interface and user experience
  • Knowledge of PHP and mySQL databases is a bonus
  • Skills in coding or experience with managing mobile-enabled sites a bonus

Social Media:

  • Must have experience with social media platforms such as Facebook, Twitter, Instagram, YouTube, Flickr, and LinkedIn for non-personal accounts
  • Experience with using social media dashboard such as Hootsuite, as well as social media analytics, e.g. Hootsuite Analytics, Facebook and Instagram Analytics, and Twitter Analytics
  • Knowledge of the social media presence of various UBC departments and graduate student organizations preferred

ABOUT THE GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.

Start & End Dates
September 1, 2021 – August 31, 2022

Pay & Hours
Part-time (10 hours/week) – $22.23 per hour

Deadline to Apply
August 13, 2021

How to apply
UBC CareersOnline through the position title and ID number: WL W21 Digital Communications Assistant (890433)

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position.

We thank all candidates in advance for their interests in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

System Administration Assistant – Winter 2021

Summary
Become an integral member in the development and management of UBC GSS’ system infrastructure. The GSS represents the 10,000 graduate students at UBC Vancouver. We get graduate students talking about important issues and inspire them to enjoy an active and balanced campus life.

Working with the Marketing and Communications Director, you’ll be improving the efficiency and productivity of GSS’ day-to-day operations, as well as improving the delivery of the Society’s goal of engaging the UBC graduate student community with our work.

ROLES AND RESPONSIBILITIES

  • Planning, design, implementation, configuration, maintenance and optimization of current and new systems in the Society’s IT infrastructure, hardware and software, e.g. server and virtual machines, or Microsoft and applications
  • Supports and troubleshoots IT-related issues as they arise
  • Participates in IT projects, including acting as technical lead / subject matter expert for assigned projects
  • Architects and develops a framework of processes, practices and standards pertaining to system administration, including exploring cloud SaaS options and services offered on Microsoft Azure, Power Automate, 365 Administration, etc.
  • Identifies opportunities and proposes solutions for continuous improvement
  • Manages & liaises with service providers, vendors, and external consultants
  • Assists in analysis, troubleshooting and resolution of systems infrastructure, hardware, software and networking issues
  • Other duties as required

TRAINING AND ORIENTATION

  • The student will receive an Orientation to the work of the GSS from the General Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • The Communications and Marketing Director will provide an orientation to the web and digital communications activities of the Society, and the brand guidelines.
  • Ongoing training and supervision is provided by the Communications and Marketing Director

NETWORKING AND MENTORSHIP OPPORTUNITIES

  • Experience working in a communications environment, meeting other communications / IT professionals on campus and gathering knowledge from professional staff.
  • Working with graduate student executives. An opportunity to understand more about their work and how student run societies operate
  • The opportunity to attend in-house training and events organized for graduate students.
  • General career mentorship from the Communication and Marketing Director in areas such as: interacting successfully with staff and faculty, developing a portfolio, and advice about future job applications.

SUPPORT AND EVALUATION

  • The student will work in the same office as the Communications and Marketing Director, and communication, questions, ideas and suggestions are encouraged. They are an essential part of a good communications team.
  • Weekly opportunities to meet one on one with supervisor to discuss performance.
  • At the end of the period and possibly after the completion of individual projects there will be a general debrief about the role. This is an opportunity discussion, suggestions for improvements and recognition of successes.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in computing or system administration fields, working as part of a team delivering intranet functionalities is invaluable. This work provides hands on experience that relates directly to real world jobs in the communications or system administration fields.

By the end of the work term, the System Administration Assistant will have gained:

General Skills:

  • Experience of working in a professional office environment, serving the needs of graduate students
  • Enhanced communication skills. By being a member of a team, the System Administration Assistant will enhance their listening skills and ability to communicate ideas clearly.
  • Increased confidence in leadership skills by taking the initiative on developing online and IT projects independently
  • Effective time management skills by managing deadlines and learning how to prioritize urgent items.
  • Students will learn to problem solve proactively to research meet deadlines and support campaigns.

Specific skills in this role:

  • Hands-on experience of working on internal communications or IT systems for an organization
  • Experience of design and development of technical IT infrastructure and functionality, data management, as well as user interface and user experience design
  • Deeper understanding of system administration
  • The opportunity to develop items for a portfolio, that can support coursework or future job applications, for example a specific module or design element on an intranet

GENERAL QUALIFICATIONS

General:

  • A UBC graduate student preferred
  • Excellent team player and self-motivated learner
  • Superb computer and analytical skills – you understand business requirements as they pertain to core user systems and platforms
  • Strong time management and project coordination skills
  • Strong communication skills – you can communicate with internal end users to provide expertise in plain language and maintain relationships with external vendors
  • Excellent Attention to detail
  • Strong organizational skills
  • Ability to work independently with minimal supervision

Technical Skills:

  • Education or experience with system administration, computer science, or related fields
  • Aptitude for systems administration support, problem solving through computational thinking, or data management
  • A minimum of basic knowledge or skills in IT or system administration preferred
  • Experience working with Microsoft services: Microsoft Azure, Microsoft Exchange, Power Automate, SharePoint Administration would be a bonus
  • Knowledge or experience with other cloud-based services, e.g. AWS or Google Cloud would be a bonus

ABOUT THE GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.

Start & End Dates
September 1, 2021 – August 31, 2022

Pay & Hours
Part-time (8 hours/week) – $22.23 per hour

Deadline to Apply
August 13, 2021

How to apply
UBC CareersOnline through the position title and ID number: WL W21 System Administration Assistant (890458)

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position.

We thank all candidates in advance for their interests in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

Visual Communication Assistant – Winter 2021

Summary

Become an integral member of UBC GSS in communicating to the graduate student community! The GSS represents the 10,000 graduate students at UBC Vancouver. We get graduate students talking about important issues and inspire them to enjoy an active and balanced campus life.
Effective, appealing communication is central to our mission of building a friendly and approachable community for all UBC graduate student communities.

The Visual Communications Assistant works under the supervision of the Communications and Marketing Director in the design, development and management of the GSS’ visual presence in print, online and in other mediums, helping us effectively engage the UBC graduate student community.

ROLES AND RESPONSIBILITIES

  • Designs marketing collateral, such as posters and brochures; as well as media for the GSS websites, newsletter and social media channels
  • Supports production of promotional video as required
  • Assists the Director with GSS visual branding and redesign of marketing materials, including layout
  • Coordinates with external print houses for estimates, production and delivery
  • Assists the Director in enhancing the design and functionality of the GSS website
  • Researches and identifies potential applications, plugins, and other trending web technologies to enhance GSS web experience
  • Other duties as required

TRAINING AND ORIENTATION

  • The student will receive an Orientation to the work of the GSS from the General Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • The Communications and Marketing Director will provide an orientation to the communications activities of the Society, and the brand guidelines.
  • Ongoing training and supervision is provided by the Communications and Marketing Director

NETWORKING AND MENTORSHIP OPPORTUNITIES

  • Experience working in a communications environment, meeting other communications professionals on campus and gathering knowledge from professional staff
  • Working with graduate student executives. An opportunity to understand more about their work and how student run societies operate
  • Interacting with print houses and other professional suppliers
  • The opportunity to present work to the Society’s governing bodies, including the GSS Council
  • General career mentorship from the Communication and Marketing Director in areas such as: interacting successfully with staff and faculty, developing a portfolio, and advice about future job applications

SUPPORT AND EVALUATION

  • The student will work in the same office as the Communications and Marketing Director and communication, questions, ideas and suggestions are encouraged. They are an essential part of a good communications team.
  • Weekly opportunities to meet one on one with supervisor to discuss performance and to set work for the upcoming period
  • At the end of the period and possibly after the completion of individual projects there will be a general debrief about the role. This is an opportunity for discussion, suggestions for improvements and recognition of successes.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in design or communications fields, working as part of a team delivering integrated marketing and communications campaigns is invaluable. This work provides hands on experience that relates directly to real world jobs in the communications or digital design fields.

By the end of the work term, the Visual Communications Assistant will have gained:

  • Experience of working in a professional office environment, serving the needs of graduate students
  • Hands on experience of working on marketing and communications campaigns for graduate students
  • Design experience for a variety of different mediums (e.g. print, social media, merchandising)
  • Deeper understanding of student-centred communications and messaging
  • Enhanced communication skills. By being a member of a team, the student will enhance their listening skills and ability to communicate ideas clearly
  • Increased confidence in leadership skills by taking the initiative on developing design ideas
  • Effective time management skills by managing deadlines and learning how to prioritize urgent items
  • The opportunity to develop design items for a portfolio, that can support coursework or future job applications
  • The ability to connect with graduate students and to understand how to communicate with a specific audience

GENERAL QUALIFICATIONS

General:

  • A UBC graduate student preferred with a background in marketing, graphic design, journalism or a related area, and a passion to create high quality, engaging communications for graduate students
  • Excellent team player and self-motivated learner
  • Strong time management and project coordination skills
  • Strong written and verbal communication skills
  • Excellent Attention to detail

Technical:

  • Must have at least beginner level experience with graphic design software, such as Adobe Illustrator, Photoshop and InDesign, or Microsoft PowerPoint and Publisher
  • Experience with illustration and video production or editing would be a bonus
  • Experience with content management systems such as WordPress and plugins
  • Experience with web graphics and design preferred

ABOUT THE GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.

Start & End Dates
September 1, 2021 – August 31, 2022

Pay & Hours
Part-time (10 hours/week) – $22.23 per hour

Deadline to Apply
August 13, 2021

How to apply
UBC CareersOnline through the position title and ID number: WL W21 Visual Communications Assistant (890464)

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position.

We thank all candidates in advance for their interests in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

We’re Hiring! Work-Learn Opportunities – Winter 2021

Work with the GSS for meaningful work experiences on campus while you complete your degree! Our part-time, experiential learning opportunities will allow you to develop your professional and personal skills, learn in a work environment, and expand your network.

Available positions:

Become an integral member of the GSS and play an important part in serving the UBC graduate student community!

Apply on UBC CareersOnline by Friday, August 13, 2021. Postings can be found with the position titles and ID numbers listed above.

GSS Job Posting: Advocacy Coordinator

As part of the Graduate Student Society (GSS) you will support individual UBC graduate students that encounter academic, social, or personal issues. In addition to directly advocating on behalf of these students, advocacy coordinators work to connect students with campus resources that can provide the appropriate assistance to students.

In addition, this role will play an important part in the GSS’s work to develop resources and training for graduate students that focus on sexual assault prevention and encourage a culture of consent. The GSS represents the 10,000 UBC graduate students. Our staff and executives get graduate students talking about important issues and inspire them to enjoy an active and balanced campus life.

The Advocacy Coordinators report to the GSS Vice President University and Academic Affairs in their role as advocates and to the General Manager as employees of the GSS.


ROLES AND RESPONSIBILITIES

  • Provide support to UBC graduate students engaged in disciplinary proceedings and provide assistance to UBC graduate students as requested who are engaged in appeal procedures
  • Provide appropriate referrals to various campus and non-campus resources in support of UBC graduate students.
  • Establish and maintain collaborative relationships with other stakeholders on campus, including SVPRO, SASC, Equity and Inclusion office AMS Advocacy, focusing on sexual assault prevention with the goal to centralize educational efforts for students
  • Assisting with VP Academic and University Affairs to organize events/workshops to train graduate students on related topics (e.g., increase awareness of culture of consent)
  • Work to increase graduate students’ awareness about inclusive work environments, respectful dialogue on campus for people of all sexual orientations and gender identities
  • Attends all mandatory training as determined by the GSS VP University and Academic Affairs and the GSS General Manager.
  • Maintain detailed records regarding each student case
  • Write an annual transition report on the advocacy activities and present the report at the annual GSS AGM

QUALIFICATIONS

  • A UBC graduate student preferred with a passion to advocate for the benefit of graduate students
    • Excellent team player and self-motivated learner
    • Strong time management and project coordination skills
    • Strong written and verbal communication skills
    • Excellent Attention to detail
    • Ability to work independently with minimal supervision
    • Education and/or experience in student counseling or a minimum of one year’s experience in a similar position would be desirable
    • Knowledge of PIPPA or FIPPA regulations and experience applying such regulations would be an asset

TRAINING AND ORIENTATION

  • The student will receive an Orientation to the work of the GSS from the Office Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • Advocacy Coordinators must attend several mandatory training sessions to familiarise them with
  • Government regulations (FIPPA/PIPPA) to maintain client confidentiality
    •To ensure files and communications regarding student cases and interactions are kept secure and confidential.
  • Ongoing training and supervision are provided by the VP Academic and University Affairs

NETWORKING AND MENTORSHIP OPPORTUNITIES

  • Experience working in a communications environment, meeting those involved in making student policies on campus and gathering knowledge from professional staff.
  • Working with graduate student executives. An opportunity to understand more about their work and how student run societies operate
  • Interacting with other stakeholders on campus, including SVPRO, SASC, Equity and Inclusion office and AMS Advocacy.
  • General career mentorship from the VP Academic and University Affairs in areas such as: interacting successfully with staff and faculty, developing a portfolio, and advice about future job applications.

SUPPORT AND EVALUATION

  • The student will work in the same office as the VP Academic and University Affairs and communication, questions, ideas and suggestions are encouraged. They are an essential part of a good team.
  • Weekly opportunities to meet briefly one on one with supervisor to discuss performance.
  • At the end of the period and possibly after the completion of individual projects there will be a general debrief about the role. This is an opportunity discussion, suggestions for improvements and recognition of successes.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in counselling, teaching or educational administration, the experience of working to support graduate students at UBC dealing with personal or professional problems is invaluable. This work provides hands on experience that relates directly to real world jobs.

By the end of the work term, the Advocacy Coordinator will have gained:

  • Experience of working in a professional office environment, serving the needs of graduate students
  • Hands on experience of negotiating and advocating for graduate students tactfully and professionally
  • A better understanding of the issues facing graduate student on campus and knowledge of the services available to graduate students
  • Enhanced communication skills. Working on cases will enhance their listening skills and ability to communicate ideas clearly.
  • Increased confidence in leadership skills by taking the initiative on advising and negotiating solutions for student clients with partners on campus
  • Effective time management skills by managing deadlines and learning how to prioritize urgent items.
  • The ability to connect with graduate students and to understand how to communicate as an advisor and mentor

Salary / Wage
18.04
Hours Per Week
8

HOW TO APPLY

Apply at Careersonline 
• Application deadline: April 30 2021.

We thank all candidates in advance for their interests in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

GSS Job Posting: GSS Policy Project Coordinator 

[vc_row][vc_column][vc_column_text]The GSS is hiring a Policy Project Coordinator to oversee the development of a public policy initiative tentatively named ‘Graduate Education & the Public Good’. The student will work closely with the Vice-President External and the GSS Executives to build a portfolio of advocacy materials that outlines the myriad ways graduate education contributes to the socioeconomic and cultural development of Canadian society. The centrepiece of this will be a report which will be a foundational advocacy document for the GSS. The student will analyze, research and write the report, which will include policy recommendations for local, provincial, and federal lobbying. This inaugural report will break new ground in science and academic policymaking in Canada and set the foundation for lobbying to provincial and federal government for the decade to come.

Preliminary report outline and sample sections of the report can be found at the end of the job description.

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Start & End Dates

December 1,2020 – April 30, 2021

 

Pay & Hours

Part-time (10 hours/week) – $21.37 per hour

 

Deadline to Apply

November 15, 2020

 

How to apply

Interested applicants should email a resumes, cover letter and a writing sample (either of previously written work or a 250-word statement on how graduate education contributes to the public good) to Please include a title for your writing sample.[/vc_column_text][vc_tta_accordion active_section=”0″ css=”.vc_custom_1604439784981{padding-top: 20px !important;}”][vc_tta_section title=”Preliminary Report Outline” tab_id=”1604439560486-44040dfe-40b2″][vc_column_text]Preliminary report (PDF)[/vc_column_text][/vc_tta_section][/vc_tta_accordion][/vc_column][/vc_row][vc_row][vc_column][vc_column_text]

Project Coordinator – 2020/21 Detailed Job Description

 

ROLES AND RESPONSIBILITIES

The Project Coordinator (PC) will be responsible for overseeing the development of a research report conducted by the Graduate Student Society. As the primary contact for the project, the PC will be able to use their best judgement to shape the direction of the report. The PC will write, amalgamate, and edit each section of the report with the help of GSS Executives and Staff.

Responsibilities of the role include:

  • Perform qualitative and quantitative research of data as relevant to various sections of the report [see project outline at the end of the document]
  • Writing, editing, and reviewing descriptive and analytical sections of the report
  • Drafting policy recommendations
  • Creating a distribution and stakeholder relations plan for the completed report, in collaboration with GSS staff and
  • Keep organized notes of relevant research and progress of work
  • Working collaboratively with GSS Executives and staff

General Qualifications

  • A passion for policy development and an interest in advocating for the needs of graduate students
  • Ability to undertake and analyze quantitative and qualitative research
  • Interest in public affairs and public policy
  • Strong writing and editing skills
  • Excellent team player and self-motivated learner
  • Strong time management and project coordination skills
  • Excellent attention to detail
  • Experience working with Microsoft Office
  • Preference will be given to graduate students

 

TRAINING AND ORIENTATION

  • The student will receive an orientation introducing them to the GSS from the President covering areas including the general structure and function of the Society as well as housekeeping rules such as security, health and safety guidelines (including those implemented for COVID-19)
  • The VP External will provide an overview of the current GSS advocacy and lobbying projects at the provincial and federal
  • The VP University & Academic Affairs will provide an overview of current GSS advocacy and lobbying projects at the university

 

SUPPORT AND EVALUATION

  • Ongoing supervision is provided by the Vice-President External Relations, Vice- President Academic & University Affairs and Marketing & Communications
  • The student will have regular check-in meetings with GSS Executives and Policy
  • At the end of the period and after the completion of the individual projects, there will be an exit interview and debrief on deliverables. This is an opportunity discussion, suggestions for improvements and recognition of

 

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in public policy, advocacy/lobbying, science policy, law, or serving in public office, this experience will be invaluable. This work will provide the PC with practical experiences in public policy, including the opportunity to meet with key stakeholders.

By the end of the work term, the Policy Coordinator will have gained:

  • Experience in research and development of public policies
  • Practical knowledge in policy drafting
  • Deeper understanding of policy development in the advanced education sector and the challenges surrounding it
  • Experience in communication of research findings to the public audience as well as government and university officials
  • Skills to communicate succinctly and effectively
  • Confidence in leadership skills by taking the initiative on research and policy ideas
  • Effective time management and prioritization skills by managing research, deliverables, and meetings
  • The opportunity to develop items for their academic portfolio (e.g. reports, policy documents)

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About the GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.[/vc_column_text][/vc_column][/vc_row]

GSS Job Posting: Privacy Policy Assistant

The GSS is now hiring for a Privacy Policy Assistant position. The student would work closely with GSS Executives and Staff to revamp and further develop the Society’s Privacy Policy and Personal Information Protection Guidelines. The ideal applicant is a JD candidate from the Allard School of Law with a background and strong familiarity with provincial privacy regulations and legislature particularly BC PIPA. Experience working with BC PIPA in the context of organizational privacy policy is an asset.

 

Start & End Dates

December 1, 2020 – April 30, 2021

 

Pay & Hours

Part-time (6 hours/week) – $21.37 per hour

 

Deadline to Apply

November 13, 2020

 

How to apply

Interested applicants should email a resumes and cover letter to

 

Detailed Job Description

 

ROLES AND RESPONSIBILITIES

  • Research and understand applicable provincial privacy legislature
  • Survey type, extent and methods of collection and handling of personal information by various departments and committees within the GSS
  • Consult with GSS Privacy Officer to understand the needs of the Society with respect to personal information protection, collection, handling, and storage
  • Evaluate the current GSS Privacy Policy and potential shortcomings
  • Survey privacy policy of similar organizations
  • Develop and revamp the current GSS Data Privacy Policy to comply with BC PIPA requirements and provincial regulations on personal information protection
  • Develop guidelines on risk management and best practices in relation to collection, use, and storage of personal information within GSS
  • Tailor available PIA template from BC OIPC for use by GSS

General Qualifications

  • A passion for policy development, especially in privacy law
  • Strong willingness to learn about laws, policies, and practices surrounding personal information protection
  • Experience in legal writing, especially legislative drafting
  • Familiarity with BC’s Personal Information Protection Act
  • Excellent team player and self-motivated learner
  • Strong time management and project coordination skills
  • Strong written and verbal communication skills
  • Excellent attention to detail
  • Experience working with Microsoft Office
  • Preference will be given to JD Candidates

 

TRAINING AND ORIENTATION

  • The student will receive an orientation introducing them to the GSS from the President covering areas including the general structure and function of the Society as well as housekeeping rules such as security, health and safety guidelines (including those implemented for COVID-19)
  • The Privacy Officer will provide an introduction to GSS privacy
  • The President and VP External will provide an overview of the GSS Data Privacy Policy Development Project including tasks, deadlines, and deliverables

 

SUPPORT AND EVALUATION

  • Ongoing supervision is provided by the President, GSS Privacy Office and VP External
  • The student will have weekly check-in meetings with the President, GSS Privacy Officer and VP
  • At the end of the period and after the completion of the individual projects, there will be a exit interview and debrief on deliverables. This is an opportunity discussion, suggestions for improvements and recognition of

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in public policy, advocacy, technology, government, NGOs and grassroot organizations, or interested in pursuing a career in law, legislation or public office, this experience will be invaluable. This work provides real-world opportunity and practical experience, touching on all aspects of legislation and public policy – from research to policy development to meeting with various stakeholders within an organization.

 

By the end of the work term, the Policy Assistant will have gained:

  • Expertise with the provincial privacy legislation and its requirements
  • Experience in research and development of privacy policies
  • Practical knowledge in legislative drafting
  • Deeper understanding of policy development and the challenges surrounding it
  • Experience in communication of policy ideas to staff, executives, and counsellors
  • Experience working with legal professionals on document revision
  • Skills in risk and liability assessment and mitigation
  • Experience developing Privacy Impact Assessments
  • Skills to communicate succinctly and effectively
  • Confidence in leadership skills by taking the initiative on developing policy ideas
  • Effective time management and prioritization skills by managing research, deliverables, and meetings
  • The opportunity to develop items for their academic portfolio (e.g. privacy policy)

About the GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.

GSS Job Posting: Administrative Assistant

Responsibilities

Overview

The Administrative Assistant will provide administrative support to the GSS President, members of the GSS Executive, and to the GSS General Manager or other staff as necessary. The incumbent will also act as the concierge to visitors to the GSC and GSS offices. As a function of the position, the Administrative Assistant will be responsible for archiving GSS documents and data, as well as managing our archives. Opportunities exist to expand the position to include projects of interest to the applicant.

Specific Duties

  1. Develop fluency with GSS programs, stakeholders, policies, and bylaws.
  2. Act as the first point of contact to the society in the GSS office.
  3. Connect students to important GSS services, events, programs, and university services.
  4. Assist with the logistics and organization of society functions including council meetings, committee meetings, Councilor orientation, student related events, and other GSS events.
  5. Record keeping, which includes:
    1. taking minutes of the GSS monthly Council meeting and keeping track of Councilor attendance
    2. maintaining lists of active and former Council members,
    3. maintaining committee membership lists and filing committee minutes
    4. scanning, archiving, and organizing GSS invoices, contracts, agreements, licenses, waivers, minutes, reports, communications, surveys, and other important GSS data in a systematic way and in accordance with GSS practices and policies.
    5. assisting with the coding and data entry of expenses incurred for the different events and activities through the society’s credit card or other methods of payment.
    6. preparing, updating and distributing the GSS internal contact list on a regular basis.
  6. Assist the President, the General Manager and other GSS Executives with:
    1. scheduling meetings, and independently handling the tasks associated with meeting preparation.
    2. organizing meetings of Council, including council communications, the call for, collection, and issuance of council meeting agenda items
  7. Prepare correspondence, documents, reports, minutes and lists as requested for:
    1. Executives
    2. Committees
    3. General Manager.
    4. Events Manager.
    5. Communications and Marketing Director.
  8. Support the Executive and existing staff team in special projects.
  9. Assist GSS in the development of written procedures aimed to develop a more robust administrative structure and written institutional memory.

 


Skills, Abilities, & Expertise

Required

  1. Detail-oriented with ability to function and process information with high levels of accuracy.
  2. Organizational skills; ability to employ a systematic and efficient approach to work.
  3. Ability to carry out day to day tasks with minimum supervision.
  4. Excellent verbal and written communication skills, ability to communicate with stakeholders, such as student councilors and UBC staff, effectively and professionally.
  5. Customer service oriented when interacting with visitors to the GSS and personable, and courteous in working relationships with students and colleagues.
  6. Self learner, ability to identify needs or areas of improvement and take initiative to address issues.
  7. Flexibility to perform other staff duties temporarily and to assist other members of the GSS team.
  8. Highly knowledgeable in Microsoft Office, and particularly proficient in the use of Word and Excel.

Preferred

  1. Experience in minute-taking and producing minutes for distribution is highly desirable.
  2. Previous administrative assisting experience.
  3. Experience learning and using software programs. Experience with the Microsoft Teams Sharepoint, and Access systems is highly valued.
  4. Experience and knowledge of Robert’s Rules of Order and familiarity with NPO board governance.

 


Qualifications

Education

A University degree or specific college diploma/certificate related to office administration or work experience as an administrative assistant


About the Graduate Student Society, UBC – Vancouver (GSS)

The GSS boasts a membership of approximately 10,000 graduate students at UBC. We advocate for our members to the administration and faculty of UBC, and to the local, provincial, and federal government. We also provide Advocacy Services in support of individual graduate students who are experiencing academic or personal difficulties. Lastly, the GSS offers academic, professional development, social, and community service programs to its membership. The GSS operates and is the steward of the Thea Koerner House Graduate Student Centre (GSC).

 


How to Apply

Please submit a cover letter and resume (all documents in a single .pdf file) that details experience and training specifically relevant to the requirements of the position.

We thank all candidates in advance for their interest in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

GSS Job Posting: Electoral and Student Engagement Officer

[vc_row][vc_column][vc_column_text]Job Overview

This role will allow you to play a crucial role in running the elections cycle, and building connections for the GSS across campus.

Oversee the electoral processes such as the nominating, campaigning, and voting periods. You’ll work with the Executives in projects throughout the year but your most important role will be leading various aspects of the election’s process, encouraging individuals to nominate themselves for election, and inspiring graduate students to vote for the next group of student leaders.

We are a community and we strive to be welcoming to every graduate student. We represent the needs of 10,000 UBC graduate students by advocating for their interests and providing opportunities for their social and professional development. In this role you will be engaging with graduate students about each of these distinct aspects of our work, with an emphasis on the election process, to help raise awareness of the Society’s role. 

The Electoral and Student Engagement Officer (ESEO) will work under the joint supervision of the Elections Committee, the Communication and Marketing Director, and the Vice President (VP) Students Executive in developing and managing the electoral process, including nominations, campaign period, voting process, election results, as well as enhancing student engagement.

Roles and Responsibilities

  • Support and promote the nomination, and campaign period for GSS elections, following the protocols laid out in the GSS Elections Handbook. ESEO will be working closely with the GSS Marketing & Communications department.
  • Manage the GSS online ballot.
  • Present the election results to GSS council and make recommendations on the election process.
  • Manage complaints or appeals filed alongside the Elections Committee and submit explanation of rulings to GSS council.
  • Develop and carry out strategies for graduate student engagement with GSS. For example:
    • Raise awareness of the work, purpose, accomplishments, and mission of GSS
    • Provide input and suggestions on communications and student engagement planning, in relation to key projects like the annual GSS student survey and Elections
    • Collaborate closely with VP Students and VP academic in support of the GSS advocacy and outreach work
  • Other duties as required.

Level of Supervision Provided

  • ESEO will report to Chair of the Elections Committee, the VP Students, and the Communication and Marketing Director
  • ESEO will receive joint training, guidance, and mentorship by the Elections Committee, the Communication and Marketing Director, and the VP Students

Qualifications

  • A UBC graduate student preferred
  • Eligible for the UBC WorkLearn Program
  • Knowledge of the GSS executive positions and electoral processes, including nominations, campaigning and voting, an advantage
  • Ability to work efficiently both in the office and in a remote environment

Elements needed by a graduate student for a great fit

  • Excellent team player, self-motivated and a quick learner
  • Demonstrated leadership, time management, and organizational skills
  • Effective interpersonal and communication skills
  • Problem resolution skills and strong critical thinking skills are strong assets
  • Conflict resolution skills and/or willingness to learn is an asset
  • Excellent attention to detail

Student Learning Components

Students meeting the requirements will go through an interview process. Feedback of the interview will be provided to successful candidates for personal growth. For students interested in working in public policy or educational administration, this position provides intimate exposure with student government and the execution of election protocols, as well as the opportunity to provide input into the protocols’ refinement. Furthermore, student engagement is an important aspect of this work. The ESEO will also gain experience in event planning and organization, ranging from elections, debates, focus groups, and more.

Orientation and Training

  • Introduction to the GSS, its work, and its structure.
  • Introduction to the appropriate departments of the GSS relevant to various aspects of this position.
  • An overview of the election guidelines and policies as established by the GSS, by the committee chair.
  • Relevant documents describing election guidelines will be provided.
  • Training for using the SimplyVoting program to ensure the required access to oversee the GSS election.
  • Orientation by the VP Students to relevant projects focused on increased graduate student engagement with the GSS.
  • Introduction to the Society’s goals for enhancing student engagement in order to develop appropriate strategies.

Feedback and On-going Support:

The ESEO will be working closely with the Elections Committee, VP Students and Communications and Marketing Director, and communication and discussion is actively encouraged.

The ESEO will have regular opportunities to meet with supervisors to discuss performance and raise any issues. They will also be included in the formal W/L feedback mechanisms.

Additionally, the ESEO will be a member of the Elections Committee and will be able to attend meetings and call on the Committee’s expertise to assist with project work.

Personal & Professional Development:

  • Opportunities for honing multitasking skills and handling deadlines
  • Opportunities for practicing conflict resolution and enhancing communication skills.
  • Practice leadership and management skills by planning and facilitating elections procedures.
  • Gaining experience with student government body, policy, and elections procedures.
  • Gain experience with student outreach and maximizing engagement through digital and physical mediums.
  • Gain experience organizing and budgeting events such as meetings for the election’s candidates, debates, as well as non-elections-related events such as focus groups, and more.
  • Gain experience by assisting the measurement and evaluation of student communication channels to inform their ongoing development and improve student engagement.

Networking and Mentorship Opportunities

  • Working with the GSS Executive team. An opportunity to learn more about their work and how student-run societies operate.
  • Working closely with the GSS Elections Committee. An opportunity to learn how to manage elections and voting, and help prepare/organize the candidates.
  • General career mentorship from the Communication and Marketing Director in areas such as:  interacting successfully with staff and faculty, developing a portfolio, and advice about future job applications.
  • Potential for forming collaborations with external partners of the GSS, student societies, and other relevant institutions.
  • Opportunities to join the VP Students GSS Executive in engaging the graduate student community at UBC.
  • At the end of the Elections period and possibly after the completion of individual projects there will be a general debrief about the role. This is an opportunity for discussion, suggestions for improvements and recognition of successes.

Hours of Work

  • 5 hours per week

How to Apply

Apply via Careersonline

Any questions about the role, can be directed to

Location of Work

  • Opportunity to work at the office of the Communication and Marketing Director or to work remotely
    • This discussion will be flexible and ongoing depending on the COVID-19 situation and on the specific needs/preferences of the successful candidate and the needs of the position.

About the GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.

Come be a part of the GSS.


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Study Room, Thea Koerner House, UBC

GSS Loft, Rm. 4202 of AMS Student Nest, UBC

Leon’s Lounge, Thea Koerner House, UBC

Thea’s Lounge, Thea Koerner House, UBC

Penthouse, Thea Koerner House, UBC