Staff

• Monitors budget expenditures, prepares financial transactions, handles expenses, manages procurements, and reconciles department accounts.
• Troubleshoots financial system issues and provides financial guidance.
• Coordinates student appointments (GRA, GAA, GTA), assists with recruitment, and tracks compliance.
• Responds to general inquiries, assists with meeting room bookings, office space allocation, and handles other office operational duties.
• Maintains the UBC Directory and Pinnacle.
• Processes building access, common area (DLC) access requests, and key requests.
• Provides coverage for the Administrative Manager and Head’s Assistant as needed.

• HR and Financial operations
• Course scheduling and staffing
• LLED faculty workload assignments
• Administrative and staff oversight
• Health and safety

• Oversight of French programs in the Faculty of Education (LLED & TEO) for French pre- and in-service teachers
• Marketing and communications for French language education programs
• Planning, organizing and delivery professional learning support for pre- and in-service FSL teachers
• Development, sourcing, translation and/or updating of French resource material for BEd French course delivery, including library resources
• Oversight of French program funding and bursaries for pre-service and in-service French teachers

Reporting to the Department Head, the Deputy Head works closely with the Department Head. The Deputy Head will be allocated three administrative credits. The appointment is two years from July 1st to June 30th.

Specific duties include

• Serve as Acting Head in the Department Head’s absence.
• Participate as a member of the Head’s Advisory Committee (HAC).
• Assist Department Head with Departmental Committee assignments for faculty.
• Work with the Administrative Manager to ensure that all courses are staffed and scheduled across the terms.
• Respond to program and course changes initiated by other departments or faculties that may impinge on LLED programs.
• Assist the Department Head with student appeals.
• Liaise with the Head and Administrative Manager to address concerns with fair workload assignments and teaching evaluations of sessional lecturers and teaching assistants.
• Monitor and, when necessary, propose revisions to Department policies and procedures.
• Undertake activities and responsibilities as delegated by the Department Head.
• As appropriate, include a monthly report informing department members of recent developments and initiatives in the Department Meeting package.

The Graduate Advisor (GA) serves as a key liaison between graduate students in the Department of Language and Literacy Education (LLED) and the Faculty of Graduate and Postdoctoral Studies (G+PS). Reporting to the Department Head, the GA plays a pivotal role in supporting students throughout their academic journey, overseeing critical academic processes, and guiding departmental graduate affairs.

Given the highly relational, responsive, and context-specific nature of this role, it is essential that the GA maintain a regular on-campus presence. Physical proximity significantly enhances the GA’s effectiveness in carrying out the following responsibilities

1. Accessibility to Students
   • Acts as the primary point of contact for graduate students with issues that cannot be resolved by their supervisor (PhD/MA) or advisor (MEd).
   • Provides mentorship and guidance on supervisory relationships and academic planning.
   • Offers face-to-face support for students dealing with time-sensitive, emotional, or complex academic matters.
   • Promotes trust and approachability through consistent in-person availability.
2. Rapid Response to Problems
   • Monitors graduate student progress through tools such as annual Progress Reports and tracks critical milestones (e.g., candidacy deadlines, registration status, program expiry).
   • Consults and takes action on academic misconduct cases, student appeals, changes in supervision, withdrawals, and readmissions.
   • Coordinates efficiently with faculty, staff, and student services to respond promptly to emerging concerns.
3. Engagement with Departmental Life
   • Participates in departmental governance, including the Graduate Advisory Committee (GAC), Graduate Curriculum Advisory Committee (GCAC), and Head’s Advisory Committee (HAC), as applicable.
   • Supports and/or oversees the organization of student orientation programs, Research Day, professional development workshops, and graduation events.
   • Maintains a visible and active presence at academic and community events, enhancing awareness of student needs and departmental culture.
4. Effective Collaboration
   • Works in close coordination with the Graduate Program Assistant, Peer Advisors, and G+PS to ensure accurate, timely handling of student related matters.
   • Facilitates smooth bureaucratic processes through informal and formal in-person communications.
   • Supports faculty in new course development and revisions, and consults on course proposals from other departments as required.
5. Symbolic Presence and Leadership
   • Demonstrates commitment to student success by maintaining regular, on campus office hours and availability.
   • Updates and oversees the accuracy of graduate student handbooks and departmental guidelines.
   • Responds to inquiries from prospective students, directing them to appropriate contacts or program coordinators.
   • Provides regular reports on graduate affairs at department meetings, keeping the academic community informed and engaged.
6. Additional Responsibilities
   • Reviews and approves all documentation related to admissions, program completions, academic changes, and permissions required by G+PS or LLED policies.
   • Assists with the nomination process for external and university examiners.
   • Generates meeting agendas and documentation in collaboration with the GAC.
   • Submits “LLED Graduate Affairs” reports for circulation prior to department meetings.
7. Appointment Terms
   • The GA position is appointed for a two-year term (July 1 to June 30), with an allocation of
     six administrative credits per year

• HR and Financial operations
• Course scheduling and staffing
• LLED faculty workload assignments
• Administrative and staff oversight
• Health and safety