Academic Programs Manager

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Job Profile

Job Title

Department

Compensation Range

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Posting End Date

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

Job End Date

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary

The Academic Programs Manager is a strategic and operational role responsible for developing delivering and evaluating several research-based graduate programs at the School of Population and Public Health (SPPH). These programs include the Master of Health Science (MHSc) the Master of Science in Population and Public Health (MSc PPH) and the Doctor of Philosophy (PhD). The incumbent is responsible for overseeing the entire program cycle including recruitment admissions retention and ensuring overall academic success of students.

The Manager is expected to develop strategies and systems designed to attract applicants yield high-calibre students and optimize the student experience within SPPH. The research-based graduate programs are critical to the Schools reputation and success and the Manager is expected to provide high-levels of support and advice to prospective and current students upholding and enhancing the Schools reputation for high-quality program offerings.

In addition to graduate program duties the Manager is also responsible for coordinating the SPPH participation in the Vancouver Summer Program as well as managing undergraduate programming at the School. The position is also responsible for strategic initiatives and coordinated activities that span all SPPH programs such as the admissions process financial awards education events and programming.

The Manager supports ongoing curriculum change and program growth operating effectively in an evolving environment. The incumbent also contributes to the implementation of the strategic direction and priorities of the school as they relate to research programming.

Organizational Status

The School of Population and Public Health (SPPH) is part of the Faculty of Medicine at the Vancouver campus of the University of British Columbia. The School offers six graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses with a total enrolment for the graduate programs of approximately 350 graduate students. The Academic Program Manager will be responsible for overseeing 100 PhD students 100 MSc students and 50 MHSc students. Over time enrollment in these programs is expected to increase and eventually the programs are expected to double in size. The graduate programs operate within a highly competitive domestic and international market. Several curriculum changes are in progress or anticipated.

The incumbent will be a member of the SPPH Education team working closely and collaboratively with other program managers and reporting to the Senior Education Manager. The incumbent also takes broad direction from relevant faculty Program Directors. Working within this complex environment the Academic Programs Manager is expected to collaborate with staff within the School and across UBC to support the overall education mission of SPPH.

The Academic Programs Manager must build and maintain strong relationships with other UBC units such as the Faculty of Graduate and Postdoctoral Studies the Faculty of Medicine and external agencies leveraging these relationships to solve complex challenges pertaining to advising recruitment and admissions.

Work Performed

Program Management

Recruitment and Prospective Students:

• Develops robust recruitment strategies for the research programs relying on industry best practices and developing metrics to measure the success of each recruitment tactic

• Leads implementation of recruitment activities to attract and retain excellent candidates for research programs including:

  • Developing implementing and assessing effective marketing and recruitment plans for the research programs in consultation with Program Directors and Education team leadership

  • Overseeing the development of print and electronic recruitment materials and developing a strategy to represent SPPH at job fairs and other recruitment events

  • Creating student and alumni profiles to promote the research programs

  • Designing marketing and delivering program info sessions to prospective students both in-person and via webinar

  • Providing advice to prospective students on issues that require clarification or interpretation including: application procedures eligibility program requirements deadlines etc.

  • Develops strategies to lead clerical staff and ensure effective accurate and efficient responses are provided to prospective students

Admissions:

• Leads admissions activities for the research programs including:

  • Organizing the MSc PhD and MHSc admissions committees (in collaboration with the Program Directors)

  • Gathering and analysing required data and information for the committee and Program Directors providing recommendations based on the analysis

  • Leading clerical staff to process applications from receipt of application through to release of offer letter and guiding support staff to identify situations that might require special adjudication or consideration

  • Evaluating and interpreting unique and non-standard applications including interpreting applicant eligibility

  • Assessing and awarding entrance scholarships

Academic Progression:

• Leads a variety of activities with the aim of ensuring successful student progression through academic programs providing proactive advice and support through activities such as:

  • Monitoring student performance and progression following up with students proactively to ensure appropriate registration and progression through to program completion and graduation

  • Leading clerical staff to develop strategies to ensure efficient processing of requests such as: leaves of absence appeals exemptions advancement to candidacy etc.

  • Investigating and evaluating discrepancies in student records (i.e. missing grades) and authorizing changes where appropriate

  • Advising students on programmatic questions that require clarification and interpretation including: transfer credits program requirements deadlines etc.

  • Leading the resolution of student challenges and directing students to appropriate campus resources

  • Creating and maintaining materials to support student requests such as letters of completion scholarship applications etc.

  • Managing resolution of complex questions or sensitive issues; with the Program Directors facilitates the resolution of conflicts between students and faculty supervisors

  • Designing strategies s to ensure that students are connected to relevant support and advice at the appropriate time; providing advice to students on how to most effectively make use of faculty expertise and advising

• Organizes and coordinates events to support thesis-based program completion such as: Thesis Screening panels Comprehensive exams Masters exams Dissertation defenses

Data Metrics and Policies:

• Manages operational activities related to the research programs balancing operational requirements and strategic considerations

• Manages student database and program metrics developing processes and workflows that ensure the integrity and accuracy of data

  • Leads creation of the program evaluation and quality assurance strategy

  • Regularly analyzes program metrics providing guidance to the management team and Program Directors including analysis and recommendations based on findings

  • Develops and implements strategies to monitor and evaluate the success of research programs in areas such as: effectiveness of recruitment strategies admissions processing retention academic success student experience

• Develops financial strategies for the research programs to ensure responsible and effective use of the research program budget to support program and SPPH-wide goals

  • Maintains shadow ledges to inform program budgets providing regular analysis (including identification of potential risks)

  • Collaborates with Senior Education Manager and other Program Managers to design and implement a financial strategy for operations affecting multiple programs

• Creates policies and processes to ensure smooth and effective program delivery

  • Ensures accurate and consistent implementation of policies regularly evaluating them to recommend improvements

Student Experience

• Develops and implements strategies to create and maintain a high-quality student experience

  • Communicates clearly with students through various forms (such as advising appointments emails newsletters websites) and creates strategies to encourage open lines of communication with students

  • Develops and implements strategies to actively engage with students and ensures that student concerns are heard and addressed in a timely manner

  • Creates tools to collect student feedback and perspectives and analyses results regularly to monitor student experience

  • Identifies opportunities for improvements in curricular and extra-curricular activities to positively impact the overall student experience

  • Proactively identifies threats to a positive student experience and implements mitigation strategies

• Organizes activities to increase quality of faculty supervision in collaboration with the Program Directors

• Designs and delivers programs to support career development and professional placements for research students

  • Researches and seeks out opportunities to support students to undertake professional experiences throughout their degree

  • Where applicable liaises with community partners or organizations to formalize these opportunities

• Recruits leads and coaches two student facilitators in the design and delivery of peer programs and services such as mentorship programs and student engagement activities

• Working with student facilitators organizes and facilitates social events to create a strong sense of community among students

• Creates and maintains student documentation and materials to guide students through their program

  • Leads the creation and curation of Canvas course sites to support research students

• Conducts research and analysis using tools such as surveys or focus groups to assess student needs for services that arent currently available

  • Designs strategies to address student needs and leads the projects or initiatives to implement the strategies

Relationship-Building:

• Fosters linkages and strengthens relationships with key supports and networks in the School and across the university including: SPPH administrative team Graduate and Postdoctoral Studies the Centre for Teaching Learning and Technology the Centre for Accessibility and the Wellness Centre

• Proactively identifies opportunities for collaboration or sharing best practices between SPPH programs

Curriculum Change Support:

• Oversees the implementation of strategies to advance change and optimization of programming at the graduate and undergraduate level. With the Program Directors supports the exploration of opportunities for advancing programming through activities such as:

  • Providing advice and input into curriculum change discussions

  • Conducting research and analysis as required (e.g. researching background information or creating position papers)

  • Facilitating category 1 and category 2 curriculum changes through administrative processes and authorizations within the Faculty of Medicine and UBC Senate including:

    • Overseeing requirements for curriculum change and preparing required information

    • Submitting curriculum change proposals

Cross-program Activities and Special Projects:

The incumbent is expected to play a team lead role in strategic areas that span multiple SPPH programs including those outside of the daily purview of the Academic Programs Manager. These areas may be reviewed and adjusted periodically. Examples include:

• Managing awards and financial support for all SPPH programs

• Serving as SPPH team lead for admissions

• Leading SPPH-wide graduation activities

The Academic Programs Manager is also expected to take on special projects as assigned from time to time by the Senior Education Manager.

Consequence of Error/Judgement

The incumbent must exercise considerable judgment and must demonstrate tact discretion and sensitivity. This position interacts directly with students faculty staff and the academic community on issues concerning registration graduation academic progress admissions awards and funding. Decisions must align with SPPH and UBC goals direction and vision. Decisions and actions must be based on thorough knowledge of policies and procedures of the School and of UBC. The incumbents work directly affects the reputation of the School and University. Incorrect or inappropriate decisions may jeopardize student experience academic progress or funding. Inappropriate actions may compromise the integrity and reputation of SPPH and UBC. Breaches of confidentiality in handling student issues could lead to legal and financial problems and could hinder a students academic progress. Poor decisions could have a long-term negative effect on the marketability of SPPH graduate programs.

This position will be responsible for access collection use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received
The Academic Programs Manager takes broad direction from the relevant Program Directors and is supervised by the Senior Education Program Manager. The incumbent will be expected to work independently and within a team environment. Working with considerable autonomy the incumbent has the authority to exercise appropriate judgement and make important decisions within assigned areas.

Supervision Given
The Academic Programs Manager provides functional and administrative supervision of one or more support staff members. The incumbent actively participates in the hiring and evaluation of staff and has the latitude to delegate responsibilities and tasks to program support staff as necessary to meet the goals and objectives of the research programs. The Academic Programs Manager provides regular feedback and coaching to support staff and conducts performance evaluations in consultation with Program Directors and the Senior Education Manager. The incumbent also acts as a team leader for cross-program projects providing leadership and supervision involving other staff members faculty external stakeholders and/or students.

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

• Masters degree in Education Health Sciences Health Administration Health Services or Communication preferred.

• Experience in post-secondary advising or counselling and administration UBC experience preferred.

• Additional work experience preferences include: previous work in the area of graduate education and familiarity with UBC internal systems e.g. SISC FSC eVision Connect Canvas.

• Ability to quickly learn and master institutional software including educational software platforms and online survey tools e.g. Qualtrics.

• Ability to use Microsoft Suite at an intermediate level.

• Excellent communications skills including fluent oral and written English.

• Excellent interpersonal and relationship-building skills including the ability to bring together diverse faculty and staff in a constructive calm and courteous manner.

• Empathetic and open demeanour to facilitate trusting relationships with students. Cross-cultural experience is considered an asset.

• Ability to exercise confidentiality diplomacy and good judgement under stressful situations and when interpreting policies or making decisions.

• Strong organizational and administrative skills to effectively manage complex workloads and work under pressure to meet deadlines.

• Previous project coordination or management experience and the ability to manage multiple projects is considered a strong asset.

• Excellent analytical and decision-making skills.

• The incumbent must possess complex problem-solving skills.

• Ability to initiate improvements to program operations policies and procedures.

• Experience developing and monitoring program evaluation methods and metrics.

• Ability to work effectively independently and in a team.

• Supervisory experience and the ability to recruit train supervise and motivate employees including assigning and monitoring work and providing constructive feedback.