The GSS Office is open. For COVID-19 pandemic updates and support information for UBC graduate students, click here

Job: Privacy Officer

Appointment Status: Part-time position
Start Date: May 1, 2022
Number of Positions: 1
Hours per Week: 6-10 hours/week, 180 hours in total.
Wage: $22.67 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

Become an integral member of UBC GSS and contribute to the wellbeing of the graduate student community! As a Privacy Officer, the student will 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 the organizational privacy policy is an asset.

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

Privacy Officer – Summer 2022 Detailed Job Description:

ROLES AND RESPONSIBILITIES

· Fulfill all the Society’s privacy-related obligations, not limited to those outlined in these Guidelines and the Society’s Privacy Policy.

· Receive the appropriate training, including training in the following:

I. The operations of the UBC Graduate Student Society

II. The requirements of the BC Personal Information Protection Act

III. The content of these Guidelines, the Society’s Privacy Policy, the Society’s Privacy Charts, and any other applicable documents, iv. the terms of the GSS Access to Member Personal Information Memorandum of Understanding

IV. Requesting a webinar training session from the BC Government, and obtaining certification in all the following workshops:

§ Personal Information Protection Act (PIPA)

§ Privacy Impact Assessments (PIAs), and

§ Information Incidents, including Privacy Breaches

V. Completing the UBC Privacy & Information Security Fundamentals Training,

VI. Reviewing the following, and any other applicable guidelines, issued by the Office of the BC Privacy Commissioner (OIPC BC):

§ A Guide to B.C.’s Personal Information Protection Act

§ Developing a Privacy Policy Under PIPA

§ Guide to the Personal Information Protection Act (BC Ministry of Citizens’ Services)

VII. Reviewing UBC’s Encryption Guidelines

VIII. Accessing legal counsel where necessary, GSS Protection of Personal Information Guideline GSS Protection Of Personal Information Guideline Up to date as of April 28, 2021 23 OF 23

IX. Performing an annual Privacy Management Self-Assessment and other audits,

X. Conducing a Privacy Impact Assessment,

XI. Responding to a privacy breach and privacy-related complaints per the protocol, and

XII. Training other employees on the Society’s obligations under PIPA.

· Update all GSS privacy-related practices and documents annually where necessary, including this Guideline and the GSS Privacy Policy.

· Contact OPIC BC for more information on their obligations under PIPA.

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 President and VP External will provide an overview of the GSS Data Privacy Policy Development Project including tasks, deadlines, and deliverables.

SUPPORT AND EVALUATION

· Works under the direction of the President and works closely on administrative matters with the General Manager

· The student will have weekly check-in meetings with the President, GSS Privacy Officer and VP External.

· At the end of the period and after the completion of the individual tasks/projects, there will be an exit interview and debrief on deliverables. This is an opportunity discussion, suggestions for improvements and recognition of success

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in public policy, advocacy, technology, 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 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)

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 Candidate

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.

JOB- ELECTORAL & STUDENT ENGAGEMENT OFFICER

Appointment Status: Part-time position
Start Date: May 1, 2022
Number of Positions: 1
Hours per Week: 5 hours/week, 100 hours in total.
Wage: $22.67 per hour
Employee Group: Non-Union
Application Deadline: March 28, 2022

Summary

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

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

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.

Electoral and Student Engagement Officer – Summer 2022 Detailed Job Description

ROLES AND RESPONSIBILITIES

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.

You will:

· 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 academics in support of the GSS advocacy and outreach work

· Other duties as required

TRAINING AND ORIENTATION

· 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 ONGOING 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 Work-Learn 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 AND 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.

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

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 protocol’s 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.

GENERAL QUALIFICATIONS

Qualifications:

· A UBC graduate student preferred

· Eligible for the UBC Work Learn 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

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.

How GSS Has Served Grad Students: Annual Review 2019-2020

Have you ever wondered how your Graduate Student Society (GSS) have been representing and advocating on behalf of you and all graduate students at UBC Vancouver?

In 2019-2020, we focused our efforts in three key areas:

  1. Equity & Diversity: Re-affirmed our commitment to represent and champion students from diverse and marginalized backgrounds with active, equitable actions and policies
  2. Wellness: Engaged with multiple partners across and beyond campus to tackle the spectrum of problems that impact graduate student mental health
  3. Funding & Finance: Voiced the ongoing financial crises graduate students face, on multiple platforms and actively providing data-backed solutions to University administration and government officials.

Check out our GSS Annual Review 2019-2020 for all the highlights!

You Could Be Our Next Financial and Executive Oversight Officer

Do you want to build essential management and communication skills while meeting other grad students and expanding your network? We are looking for a UBC graduate student to join our student management team as the next Financial and Executive Oversight Officer (FEOO) who oversees the GSS’ budgets and finances.

This is a great opportunity to work closely with the elected GSS executives as the oversight officer. Term runs until August 2022.

What you will be Doing:

  • Report to Council on the financial situation of the Society on a monthly basis;
  • Prepare and present a complete budget and financial statements for the Society each trimester and ensure the completion of the Society budget process on schedule with House Finance Committee;
  • Chair the Executive Oversight Committee and complete all duties outlined in the Policy Manual;
  • Oversee audit of the financial records and books of accounts to be performed at the end of each fiscal year
  • Be responsible for the supervision of staff of the Society in financial matters and ensure the Society’s policy on Signing Authority is followed
  • Be responsible for the activities of the House ­Finance Committee;
  • Ensure the implementation of Bylaw 3.9 and Bylaw 11;
  • Provide six hours of office presence per week, excluding the time required for committee meetings pertaining to their duties; the time shall be used to perform other normal duties of the position
  • Report to Council on a regular basis, work collaboratively with the Executive Committee, and perform such other duties as directed by Council or the membership.

How to Apply:

If you are the interested candidate, please send an email to the GSS President () and cc Admin Assistant () no later than July 12, 2021, at noon.

Appointment will be made at the next GSS Council meeting on July 15.

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.

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.

[/vc_column_text][ultimate_spacer height=”10″][vc_column_text]

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)

[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_column_text]

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 Financial and Executive Oversight Officer

Do you want to build essential management and communication skills? Your GSS is looking for a UBC graduate student to join our student management team as the next Financial and Executive Oversight Officer (FEO).

In a nutshell, the FEO oversees the GSS’ budgets and finances with a semi-monthly honorarium of $510.00. Term runs until August 2021.

What you will be doing

  • Report to Council on the financial situation of the Society on a monthly basis;
  • Prepare and present a complete budget and financial statements for the Society each trimester and ensure the completion of the Society budget process on schedule
    with House Finance Committee;
  • Chair the Executive Oversight Committee and complete all duties outlined in the Policy
    Manual;
  • Oversee audit of the financial records and books of accounts to be performed at the
    end of each fiscal year
  • Be responsible for the supervision of staff of the Society in financial matters and ensure
    the Society’s policy on Signing Authority is followed
  • Be responsible for the activities of the House ­Finance Committee;
  • Ensure the implementation of Bylaw 3.9 and Bylaw 11;
  • Provide six hours of office presence per week, excluding the time required for
    committee meetings pertaining to their duties; the time shall be used to perform other
    normal duties of the position
  • Report to Council on a regular basis, work collaboratively with the Executive Committee,
    and perform such other duties as directed by Council or the membership.

The details

Interested applicants must deliver the following:

  1. Send a 250-word statement to by August 20, 2020, 5pm
  2. Deliver a one-minute presentation at the next GSS Council Meeting (August 20, 5:30pm. You will be invited to attend the online meeting via Teams)

The position will be appointed by council vote at the GSS Council Meeting.

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.

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