TRIUMF Visitor and User Office Feedback

[Gaps]

Hello GAPS,
TRIUMF will be looking to create an office to help Users and Visitors.  The goal is to hire a person who is well acquainted with TRIUMF, and then have them develop the requisite admin skills, rather than the reverse. What exactly the person running the office will do depends on what the users and visitors want office to do!  The first step is to canvas student and post-doc users, particularly those who travel here, regular visiting users, and local scientists who deal regularly with user visitors.  Once we get a clear sense of what the priorities are for such an office, a formal job description will be made with the details of the position.
The tasks that are already identified are:

  *   Help process invitation letters for visitors from outside Canada.  HR claims to have processed 225 of them last year.  The hire will need to get embedded in that process to reduce bottlenecks and processing times.
  *   Help with other immigration issues, such as the 120-day rule for work permit exemptions.
  *   Assist student visitors/users with a variety of onboarding needs when they come to the lab.  e.g. medical insurance, housing, transportation, childcare.  This is something that HR does for employees, and we would like this position to offer something similar for visitors.
  *   Keep tabs on ongoing visitor issues, e.g. workflows, last-minute problems, problems with the visitor application, adjust for changes in regulations.
  *   Be a superuser in the new visitor system to monitor the system.
  *   Report on the status of visitors at TRIUMF for management.
  *   Act as the main point of contact for user/student visitors.
  *   Liaise with TRIUMF scientists who deal with visitors (e.g. Iain McKenzie, Martin Alcorta) who deal regularly with user visitors to streamline and improve engagement.
  *   Network with similar institutions to TRIUMF to expand and diversify the research portfolio of TRIUMF.

The person in this position would be encouraged (but not required) to maintain some sort of research connection, to “keep an ear on the ground”.  The research component would be roughly 20% effort.
If you have any feedback on what you would like a Visitor and User Office to do, please fill out this feedback form: https://forms.office.com/r/hkKDWCYmQK
If you are intrigued by the position and would like to learn more, you can email Marcello Pavan at marcello at triumf.ca.

Thanks for your input!
Your GAPS

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TRIUMF is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people, who for millennia have passed on their culture, history, and traditions from one generation to the next on this site.
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