Manager, Graduate Academic Programs & Services

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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Job Summary
Applied Science Central Student Services is a shared service unit across the Faculty of Applied Science (APSC) including Engineering the School of Community and Regional Planning the School of Biomedical Engineering and the School of Architecture and Landscape Architecture. The unit is dedicated to being an efficient and consistent source of academic career and professional development services and support for students through their academic journey in APSC. APSC Central Student Services unit has 4 teams; the APSC Co-op Experiential Learning and Professional Development team the Undergraduate Academic Advising Team the Graduate Academic Programs and Advising Team and the Academic Systems Team all under the leadership of the Director APSC Student Services.

The Manager Graduate Academic Programs & Services provides strategic leadership and operational oversight for academic policy implementation student advising and program delivery across the Facultys professional masters programs in Engineering (MEng) the School of Community & Regional Planning and the School of Architecture and Landscape Architecture. Under the general direction of the Director APSC Student Services and working closely with the Manager MEL/MHLP this role will apply deep cross-disciplinary knowledge to develop and enhance academic policies advising frameworks and program evaluation processes that support student success and align with best practice in graduate education. The Manager exercises independent judgment in resolving complex academic and operational challenges ensuring consistently and responsiveness across program areas.

This role is expected to lead evidence-informed improvements to student experience by conducting research analyzing date and translating insights into actionable strategies; collaborating with faculty staff and university stakeholders to implement initiatives that enhance advising streamline academic processes and support student retention and success. This work is integral to a responsible student-centred learning environment aligned with Faculty goals and best practices in graduate education.

Organizational Status
The Manager Graduate Academic Programs & Services works closely with and reports to the Director APSC Student Services. This role works closely with the leadership team in APSC Student Services and departments across the Faculty of Applied Science. The role liaises with numerous central UBC services such as Graduate & Post-Doctoral Studies Enrolment Services Centre for Accessibility Early Alert International Student Development other UBC Faculties and program offices. They will work closely and collaboratively with the MEL MHLP Student Services team to ensure the delivery of a stellar student experience.

Work Performed

Academic Policy & Program Management

• Develops and executes academic policies and procedures across MEng and APSC Professional Masters programs ensuring consistent interpretation and equitable application in areas such as concessions withdrawals program change.

• Designs and oversees systems and workflows to manage academic progression special student statuses leaves and exceptions in collaboration with other faculty and university partners.

• Analyzes student progression and performance data to inform early intervention strategies and drive evidence-based continuous policy improvement.

• Anticipates emerging academic issues and proactively recommends policy a

• Leads the academic completion (graduation) for all Professional Masters Programs

• Supports articulation of policy for programs that sit outside of GPS (EG. MEng Programs)

• Manages all aspects of academic cycle for professional masters students including tuition installment changes (students on summer leave) leaves of absences concessions; ensuring students are meeting their graduation requirements academic progress tracking

• Makes decisions on academic concessions including back dated course drops late withdrawals and SD exam requests

• Manages the team responsible for application processing and admissions coordination for professional masters programs; ensuring consistency and clarity across programs.

• Manages the MEng award strategy and administration aligning with Faculty and university standards.

Academic Advising and Student Retention

• Develops executes and evaluates a comprehensive advising model that supports the academic personal and professional success of students across multiple programs and diverse disciplines.

• Provides expert academic advising integrating knowledge of UBC and international educational systems university tools and degree requirements.

• Designs and delivers targeted interventions and outreach for students at risk of academic failure and special population advising.

• Investigates and resolves complex student issues and works to facilitate appropriate resolution including queries received from faculty members and campus colleagues. Investigates evaluates and resolves discrepancies in student records. Authorizes changes when appropriate.

• Identifies and supports students in crisis by facilitation action plans and connecting them with appropriate academic and/or wellness resources across campus. Cases are often complex and involve extensive collaboration with multiple stakeholders. Applies in-depth knowledge of UBC and Faculty policies and procedures to individual student circumstances determining when exceptions are warranted.

• Promotes holistic student development encouraging active engagement in learning and scholarly pursuits campus life and community engagement

• Represents the Faculty at recruitment and yield events; develops advising strategies to support prospective students and support conversion and retention efforts.

Project Management

• Responsible for leading strategic projects that advance the priorities of the unit and Faculty and contribute to the continuous improvement of student services and academic processes.

• Manages full-cycle of project execution such as graduation adjudication and program completion academic advising and records process refinement and workflow development by conducting research building stakeholder consensus implementation evaluating outcomes and recommending improvements.

• Acts as an advisor and subject matter expert on university-wide student systems and service development initiatives.

• Leads special projects assigned by the Associate Dean or Director.

• Provides coverage for the Manager MEL & MHLP Programs in the event of planned or unplanned absence.

• Undertakes other related duties as assigned.

Consequence of Error/Judgement
The Manager Graduate Academic Programs and Services is responsible for complex and mission-critical decisions and strategic recommendations regarding the design delivery and continuous improvement of academic program delivery and student services across multiple professional masters programs. These decisions directly influence the quality consistency and effectiveness of services provided to students and faculty and have measurable impact on student success reputation and institutional compliance.

This role requires balance the distinct and sometimes conflicting objectives of various stakeholders including students faculty leadership and external accreditation bodies while ensuring alignment with unit and Faculty goals university policies and national standards such as those set by the Canadian Engineering Accreditation Board. Misinterpretation or misapplication of academic policies program requirements or advising decisions could result in delayed student progression compromised graduation outcomes and reputational harm to the Faculty and university. Inaccurate advising or policy decisions may also jeopardize accreditation with potential for long-term consequences to program viability. Poor or ill-informed decisions at this level could have lasting negative effects on student outcomes institutional credibility and the Facultys reputation.

Supervision Received
Reporting to the Director APSC Student Services the Manager operates with a high degree of autonomy and discretion and is expected to exercise sound judgment strategic foresight and collaborative leadership. Decision making must reflect a deep understanding of academic systems policy frameworks and student development principles. Work is reviewed based on the identification of and achievement of specific goals and objectives.

Supervision Given
Manages CUPE level staff and when required temporary staff members to ensure the effective delivery and high-quality service to professional Master degrees. May provide work direction to colleagues. Provides direction guidance and project supervision to less experienced staff members. Is expected to lead and manage projects that involve other colleagues.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Demonstrated leader with the ability to engage others in the delivery of exceptional student services.

• Ability to analyze and interpret university policies and regulations related to programs and students.

• Advising experience at a post-secondary institution preferred

• Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for students

• Ability to communicate in a tactful and sensitive manner particularly when working to resolve emotionally charged issues or when mediating a complex issue

• Experience working both independently and on cross-functional teams

• Ability to analyze problems identify key information and make decisions independently

• Exceptional skills required: oral listening and written communication judgement interpersonal skills cross-cultural sensitivity organizational skills attention to detail and time management

• Technical proficiency in using management computer software is required

• Excellent communication presentation public speaking skills interpersonal and problem-solving skills.

• Ability to lead others and demonstrated ability to work collaboratively with a variety of different stakeholders.

• Experience in a Windows-based environment and CRM systems is essential and a willingness to learn to use new systems.

• Ability to work occasional evenings and weekends. Position may require occasional travel