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Job- Archival Assistant

Appointment Status: Part-time position
Start Date: May 1, 2022
Number of Positions: 1
Hours per Week: 10 hours/week, 180 hours in total.
Wage: $18.40 per hour
Employee Group: Non-Union
Application Deadline: April 26, 2022

The Graduate Student Society of UBC is now hiring an Archives Assistant in an exciting opportunity to work with a small, but unique collection of records documenting the history of graduate student activity at UBC!

The Archives Assistant will work closely with the GSS President and Administrative Assistant to arrange archival and recordkeeping systems for all GSS Council and Committee related materials; these materials include documents regarding the activities of the student-led society that has served UBC Vancouver graduate students from its home at Thea Koerner House since 1962.

This project will involve working with these historical documents at all stages of archival processing and will have a large impact on the ability of the Society to continue functioning as an advocacy and engagement body for UBC graduate students into the future. The ideal applicant has experience working with small archives or studies in archival theory and must be eligible for Work-Learn positions.

How to apply:

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

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.

Roles & Responsibilities

  • Create a record-keeping system for GSS records, both physical and digital, to be applied to records dating back to 2015 or earlier and to be implemented in future record-keeping by the Society.
  • Work with the Admin Assistant, policy staff, and in-place infrastructure on Microsoft suite programs to develop a system for continual record storage and access of operating, strategic, and reference documents.
  • Collect and document motions and presentations from previous Councils to develop an up-to-date record of activities of Council and their status, to inform future initiatives and goals for GSS Executives and Committees.
  • Assess the current state of the GSS Archives at Thea Koerner House; develop and implement archival standards and procedures for these important records documenting GSS and graduate student activity at UBC; potentially assist in collaborating with other archives at UBC to properly maintain the collection.
  • Support the Executive and staff team in other special archival projects.

Training and Orientation

  • The student will receive an orientation introducing them to the GSS from the General Manager covering areas including the general structure and function of the Society as well as housekeeping such as security, health and safety guidelines (including those implemented for COVID-19). The Administrative Assistant will provide training regarding administrative aspects of GSS Council procedures and current state of record-keeping and archival practices, including working with Microsoft products and designing databases; the Archives Assistant will also receive training in basic archival processes and working with the community and non-profit organizations with a focus on student advocacy and engagement.
  • Opportunities to consult and collaborate with senior staff and student executives, as well as other student leaders and UBC archival organizations to develop the GSS Archives in accordance with the needs of the Society as well as standards for similar archives.

Support and Evaluation

  • Ongoing supervision is provided by the President and General Manager.
  • The student will receive in-depth training at the beginning of their term in order to establish clear goals and expectations, as well as to ensure the student is comfortable working in a student government, non-profit setting. 
  • The student will have weekly or bi-weekly check-in meetings with the President and Administrative Assistant to report on progress and receive support.
  • At the end of the period and after the completion of the individual projects, there will be an exit interview, debrief on deliverables and project transition to the Administrative Assistant. This is an opportunity for discussion, suggestions for improvements and recognition of success.

General Qualifications

  • Work experience or coursework related to archives, records management, database design, or community archives is an asset.
  • Detail-oriented with the ability to function and process information with high levels of accuracy.
  • Interest and willingness to learn about GSS governance and operating structures such as Council bylaws and code, parliamentary procedures, meeting minutes, etc.
  • Strong time management and project coordination skills for multiple simultaneous projects.
  • Experience working with Microsoft products, data management systems, databases, primarily text government records.
  • Preference will be given to students with experience working with small archives or studies in archival theory.

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 centre 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

Job: External Policy Assistant

Appointment Status: Part-time position
Start Date: May 1, 2022
Number of Positions: 1
Hours per Week: 10-20 hours/week, 300 hours in total.
Wage: $27.22 per hour
Employee Group: Non-Union
Application Deadline: March 28, 2022

Note: Applications will be reviewed on a rolling basis. We encourage qualified candidates to apply early.

SUMMARY

The student will work closely with the Vice-President External and the GSS Executives to develop policy reports and recommendations to be presented to local, provincial, and federal government officials as well as external organizations as they relate to GSS advocacy campaigns. The ideal candidate would have a passion for data-driven advocacy to benefit graduate students, excellent communication skills and a willingness to learn about laws and policies governing research and innovation as well as graduate student life and funding.

How to apply:

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

External Policy Assistant – Summer 2022 Detailed Job Description:

ROLES AND RESPONSIBILITIES

· Research and develop policy reports and recommendations related to ongoing GSS campaigns and advocacy efforts at the university and government level

· Meet with various stakeholders including student societies, NGOs, university administration and governmental organizations

· Conduct research across the higher education sector to identify policy issues and best practices to recommend application to the GSS

· Assist the VP External with managing advocacy campaigns, engaging stakeholders, and setting up meetings

· Provide research support to the GSS executives, including assistance with the preparation of communications materials, speaking notes, and policy papers

· Help manage relationships with internal and external stakeholder contacts, including keeping track of collaborative projects with various organizations engaged with the GSS

· Other duties as required

TRAINING AND ORIENTATION

· The student will receive an orientation introducing them to the GSS from the General Manager 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 Communications and Marketing Director will introduce the communication channels of the Society with various stakeholders.

· The VP External will provide an overview of stakeholder organizations and the related current policy and advocacy campaigns being worked on by the Society

· The VP Academic & University Affairs will provide an overview of the advocacy campaigns and policy issues within the university

NETWORKING AND MENTORSHIP OPPORTUNITIES

· Meeting with federal and provincial legislators, MPs, and MLAs to advocate for graduate students.

· Working closely with GSS and AMS executives as well as student representatives from other post-secondary institutions across British Columbia and Canada to lobby for student interests.

· Attending general meetings with student alliance organizations such as Alliance of BC Students, ThinkGrad and Canadian Association for Graduate Studies to coordinate advocacy efforts.

· Opportunities to join the VP External in lobbying trips at the provincial and federal levels.

SUPPORT AND EVALUATION

· Ongoing supervision is provided by the VP External.

· The student will have bi-weekly check-in meetings with Communications and Marketing Director who will provide guidance and advice for professional development of the student.

· The student will work collaboratively and closely with the VP External in a team effort to advocate for graduate student interests.

· At the end of the period and after the completion of the individual projects, there will be a general debrief about the role. This is an opportunity for discussion, suggestions for improvements and recognition of success.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in public policy, advocacy, government, NGOs and grassroots 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 and policy development to lobbying and meeting with various stakeholders and public officials.

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

· Experience in research and development of policy reports and recommendations

· Practical knowledge in data-driven advocacy

· Experience in communication of policy ideas to university administration and public officials

· Experience running an advocacy campaign

· A good understanding of government relations, especially pertaining to the advanced education sector

· Deeper understanding of higher education policy and challenges surrounding it

· 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 submission deadlines, meetings, and policy research work

· The opportunity to develop items for their academic portfolio (e.g., policy reports)

GENERAL QUALIFICATIONS

· A passion for research and data-driven advocacy

· Strong willingness to learn about laws and policies surrounding graduate student research and academic development

· Experience in analytical report writing and policy research

· Knowledge of, or interest in, higher education policy / public policy

· 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 UBC Graduate students

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 centre 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.

Welcome to new GSS VP External Relations – Natalie Cappe

The GSS is excited to announce the appointment of Natalie Cappe as your new VP External Relations. A Master’s student in Community and Regional Planning, Natalie comes with comprehensive understanding of the role as she has been serving as the GSS External Policy Assistant since August 2020.

Get to know Natalie Cappe and her priorities:

My name is Natalie Cappe, and I am completing a Masters in Community and Regional Planning. I am running for the position of Vice President External Relations to leverage my knowledge of effective student government to improve the lives of graduate students at UBC. I have served as the External Policy Assistant of the Graduate Student Society since August 2020 and have gained a comprehensive understanding of the role of the GSS’ Vice President External Relations. I have worked alongside the past two students who have held the position of Vice President External Relations at the GSS (Alireza Kamyabi and Ashni Gill) to advocate for UBC graduate students at a provincial and federal level. Some of the most notable initiatives in which I have been involved include: the extension of the BC Graduate Scholarship to offer more funding opportunities for graduate students, the publication of a report outlining the importance of graduate education in Canada, as well as a critical review of UBC’s Sexual Misconduct policy to improve safety and wellbeing of graduate students. I have also been involved in the establishment of Canada’s first informal federal alliance of graduate students. In addition, I have worked closely with UBC’s Alma Mater Society where we advocate for solutions to issues that can affect all students such as affordable housing and improved access to mental health support. If elected as VPX, while in office, my priorities include:

    1. Collaborate with Graduate Students of Canada (GSSC) to advocate for improved federal funding (such as tri-agency funding) for graduate students that accounts for inflation
    2. Continue to work with UBC’s Alma Mater Society to advocate for: improved affordable housing for students, improved support for Indigenous students, and mental health support
    3. Work with UBC administration and student leaders at some of our partner organizations (those affiliated with the Alliance of British Columbia Students) to facilitate improved training and education surrounding sexual misconduct

As a result of the experience I have gained and the relationships I have built working in student government thus far, I am confident that I can effectively serve the Vice President External Office.

Natalie’s office term will start immediately and end in April 2022.

Thank you to the other candidates for their interest in serving the UBC graduate student community. We wish you all the best.

Financial Officer 2021-2022: TAYO OLAREWAJU

Tayo Olarewaju is our Financial Officer for the 2021-2022 session who plans to complete a GSS financial policy and procedure manual in collaboration with relevant committees, explore ways that GSS funds can be prudently invested to yield maximum returns to the benefit of graduate students and support other executives in achieving set goals. Through this questionnaire, you’ll get to know fun tidbits about who he is and all his colorful aspirations for this role. So, without further ado, read on to learn more about our hardworking and passionate executive. Hopefully you discover something new! 

What is your favorite thing about/at the UBC campus?  

The scenic attraction – it is a beautiful campus  

What do you most admire about the GSS community and organization as a whole?  

Diverse intelligent minds coming together to enhance knowledge 

What was the last book, movie, or TV show you read/watched?  

King Leopold’s Ghost by Adam Hochschild  

What is your idea of perfect happiness?  

Delighting in what is most delightful 

Who is your role model and why?  

I have many role models. For this purpose, I choose William Wilberforce. He was elected to parliament as a student and spurred profound changes 

If you could change the world in one way or the other, what would you change? 

Increase love and eradicate hate  

Do you have a non-university-related passion or hobby? What is it?  

I love playing table tennis.  I have fond memories of playing for hours 

What life lessons have you learned this past year?  

a) Seeming insignificant choices can have lifetime consequences

b) Journalling may be helpful

What is your life motto?  

It is well

VP Students 2021-2022: SAM KENSTON

Sam Kenston is our VP Students for the 2021-2022 session who wants to support and collaborate with Affiliate Organizations in organizing events, classes and activities that will help to achieve GSS core mandate of promoting the academic, social, and cultural interest of graduate students. Through this questionnaire, you’ll get to know fun tidbits about who he is and all his colorful aspirations for this role. So, without further ado, read on to learn more about our hardworking and passionate executive. Hopefully you discover something new! 
 
What is your favorite thing about/at the UBC campus? 

The garden and the museum. I often take a break from academic work to just visit any of the museums or take a walk in the garden

What do you most admire about the GSS community and organization as a whole? 

The diversity!!! GSS is a wonderful place to work with people from diverse academic and cultural backgrounds

What was the last book, movie, or TV show you read/watched? 

I just finished reading the book “Becoming” by Michelle Obama

What is your idea of perfect happiness? 

Be content with what you have and live every day knowing that you are not where you used to be, and you’re blessed

What is the trait you love most about yourself? 

My humour and desire to put a smile on the faces of strangers (people I do not know and may never get to meet again) 

Who is your role model and why? 

Cristiano Ronaldo, his positive attitude to life, tenacity and self-confidence

What secret talent do you possess? 

I can fix the Rubik’s cube 

If you could change the world in one way or the other, what would you change? 

I would change the way we were taught to look at people as “coming from different countries/continents” and rather teach people that all humans are the same, and equal, we just happen to live in different parts of the world

What is your greatest fear?

 I fear the day the so-called powerful countries will start fighting and may end up destroying the world using bombs

Do you have a non-university-related passion or hobby? What is it? 

Make videos (vlogging) for my YouTube channel

If you could change one thing about yourself, what would it be? 

Nothing, I am fine the way I am

What do you consider your greatest achievement? 

When I became a medical doctor

What life lessons have you learned this past year? 

I should not worry about things that are beyond my control

What is your life motto? 

Love one another, in every situation, give thanks 

VP External Relations 2021-2022: ASHNI GILL

Ashni Gill is our VP External Relations for the 2021-2022 session who hopes her advocacy for students on issues such as sexualized violence, discrimination, mental health and funding, will be heard and responded to with equitable changes so that graduate students are provided with safe and opportune environments for success. Through this questionnaire, you’ll get to know fun tidbits about who she is and all her colorful aspirations for this role. So, without further ado, read on to learn more about our hardworking and passionate executive. Hopefully you discover something new! 
 
What is your favorite thing about/at the UBC campus?  

My favourite thing is the greenery. I love walking and seeing all of the trees that line the walkways. I even have a favourite one – outside of the Hennings building

What do you most admire about the GSS community and organization as a whole?  

I appreciate the effort and time that each student and staff member takes to advocate on the behalf of students

What was the last book, movie, or TV show you read/watched? 

I got on the YOU train so that’s my current Netflix viewing

What is the trait you love most about yourself?  

My work ethic

Who is your role model and why?  

My mamma because she has devoted her life to protecting her family 

What is your greatest fear?  

Heights

Do you have a non-university-related passion or hobby? What is it?  

I love plants; I never had a green thumb until COVID

What do you consider your greatest achievement?  

My ability to persevere 

What life lessons have you learned this past year?  

Social interaction is very important. Always make time for yourself an do not be afraid to ask for space

VP University & Academic Affairs 2021-2022: YURAN ZHANG

Yuran Zhang is our VP University & Academic Affairs for the 2021-2022 session who is absolutely passionate about advocating for graduate students to make grad school more accessible, affordable, and accomplishable. Through this questionnaire, you’ll get to know fun tidbits about who she is and all her colorful aspirations for this role. So, without further ado, read on to learn more about our hardworking and passionate executive. Hopefully you discover something new! 

What is your favorite thing about/at the UBC campus? 

The cherry blossoms in Springs! 

What do you most admire in the GSS community and organization as a whole?  

That people a respectful, supportive, and genuinely care about graduate students 

What was the last book, movie, or TV show you read/watched?  

The six – a documentary talks about six Chinese survivors of the Titanic 

What is the trait you love most in yourself?  

Sincerity 

What secret talent do you possess?  

Not sure if it counts, but I could make foods with different tastes every time even with the same recipe 😛 

If you could change the world in one way or the other, what would you change?  

KILL ALL DISEASES 

What is your greatest fear?  

Engineering drawing 

Do you have a non-university-related passion or hobby? What is it?  

Graphic designs. I used to make money from designing simple commercial graphics, but eventually quit because however you change it, they’d always use the first draft! 

If you could change one thing about yourself, what would it be? 

Procrastination! 

What life lesson have you learned this past year?  

Do not take anyone around you for granted 

What is your life motto?  

Whatever lets you sleep at night 

GSS Engagement Survey 2021 Highlights

In Fall 2021, the GSS ran a survey to assess the engagement of UBC graduate students with the Society. The survey consisted of the following topics: awareness, past events, and future events. The results will be instrumental in targeting certain events and engagement methods that have provided the highest participation.

Here are some highlights from the survey results: 

Response rate: A total of 413 respondents started the Engagement survey, and 387 respondents reached the end of the survey, for a completion rate of 94%.

GSS Awareness: 91% of respondents are aware of the Graduate Student Society. Among respondents who know about the GSS, 70% of respondents do not know anyone involved in the GSS. The top three social media platforms that graduate students use to follow the GSS are Instagram, Facebook, and Twitter, respectively. 

GSS Past Events: The top three GSS events that graduate students attended in the past are career-building workshops, networking events, and organized sports. In the past six months, 72% of respondents did not attend any GSS events and 25% of respondents attended one or two events. 

GSS Future Events: The top four events or services that respondents want the GSS to hold in the future are outdoor events or hikes, career-building workshops, subsidized tickets, and networking events. Near half of the respondents (43%) prefer in-person events and another 43% of respondents would attend the events either in-person or online. 

On weekdays, the best time window for graduate students to attend GSS events is from 6 pm to 8 pm. Generally, they prefer to attend events on Friday more than other weekdays. On the weekend, they can attend events from 10 am to 8 pm with an overall preference for Saturday over Sunday. 

Thank you to everyone who has completed the survey!

For more information, please contact .

GSS President 2021-2022: KIMANI KARANGU

Kimani Karangu is our GSS President for the 2021-2022 session who plans to make GSS a bench marking society for JEDI. Through this questionnaire, you’ll get to know fun tidbits about who he is and all his colorful aspirations for his role. So, without further ado, read on to learn more about our hardworking and passionate executive. Hopefully you discover something new! 

What is your favorite thing about/at the UBC campus? 

Craziness of the main mall, and especially the daily random postings on the plaque outside the school of Engineering. 

What do you most admire about the GSS community and organization as a whole? 

The diversity and passion of staff and executives’ teams 

What was the last book, movie, or TV show you read/watched? 

One who dreams is called a prophet 

What is your idea of perfect happiness? 

Still looking for it hahaha  

What is the trait you love most about yourself? 

Selflessness 

Who is your role model and why? 

Nelson Rolihlahla Mandela, relentlessness on oppression 

What secret talent do you possess? 

Dancing 

If you could change the world in one way or the other, what would you change

More kindness to humanity is needed 

What is your greatest fear? 

Failure 

Do you have a non-university-related passion or hobby? Yes What is it? Swimming 

If you could change one thing about yourself, what would it be? 

Nothing 

What do you consider your greatest achievement? 

Leading the society for almost 4 consecutive years in different capacities 

What life lessons have you learned this past year? 

Nothing is to be taken for granted! 

What is your life motto? 

Discipline and Focus 

GSS’ New VPUAA: Yuran Zhang

The GSS is excited to announce the appointment of Yuran Zhang as your new VP University and Academic Affairs.

A master’s student in Food Science, Yuran self-identifies as a passionate, conscientious and organized student leader. Read her appointment statement:

I’ve always been enthusiastic about advocating for students’ rights and building community on campus through events. Back in my undergraduate studies at Jiangnan University, I was a VP Multimedia Communication at the Students’ Union, where I was able to foster my skills in communication, problem-solving, and coordinating events. In 2019, I joined AIESEC Canada as a Business Development Manager at AIESEC Guelph and built connections with over 50 local companies. Through our efforts, we were able to assist companies to hire international interns and ensure their financial and healthcare benefits. That was the time I realized that I wanted to dedicate myself to advocating for students and young talents. Therefore, after joining UBC, I volunteered in various faculty events and joined the Faculty of Land and Food Systems (LFS) Graduate Student Council as a program representative. Now I hope, by joining GSS, I could contribute more to supporting students from diverse backgrounds and collaborate with awesome GSS members from different faculties.

I identify myself as a passionate, conscientious and organized student leader which I think is what you are looking for in a VPUAA. If I am fortunate enough to be elected, I’d like to bring changes to GSS through the following:

    1. Make Peer Support service more accessible and more effective. Peer Support is definitely a great program but maybe less known within faculties. I personally think that it’s important to let students know there’s support here for them. This might be achieved by cooperating with the administrative coordinators of each faculty to circulate the information (which might also be helpful for hiring Peer Support specialists).
    2. Ensure graduate students’ benefits during COVID time. Being a TA and an international student in a research-based program myself, I could deeply feel the difficulties we’re facing because of the pandemic. The rising rents, confusing health care, unawareness of financial aids and losing sense of belongingness are the most common issues I heard from people around me. To better speak for UBC graduate students, we may collect results from university surveys and records of Peer Support.

Thanks for your patient reading. I’m looking forward to building a respectful and diverse community with you at GSS.

Yuran’s term as VPUAA will start immediately. Please join us in welcoming Yuran to the GSS Executive Team.

Thank you to the other candidates for their interest in serving the UBC graduate student community. We wish you all the best.

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