The University of British Columbia Looking for Manager, Academic Programs Office at Kelowna, British Columbia, Canada Full Time

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Student Management, Level C

Job Title

Manager, Academic Programs Office

Department

UBCO | Leadership & Faculty | Faculty of Management

Compensation Range

$6,378.58 – $9,189.17 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

October 7, 2023

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

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.

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:

This position is responsible for the leadership and strategic direction of the operation of FOM Academic Programs Office, for management undergraduate and graduate programs, in order to support the academic and professional development of over 1000 management students in the Faculty of Management.

This position has oversight and accountability for undergraduate and graduate Academic Programs which includes but is not limited to: recruitment, admissions and strategic enrolment, professional development, academic appeals and concession, continuation and promotion requirements, graduation requirements, student communications, student experience, scheduling, and student records.

This position is a member of the Faculty leadership team which also includes the Dean, Senior Associate Dean, other faculty leadership, and administrative leadership. This position works with the senior leadership team to set the strategic direction for the development of policies, programs and services and academic support resources for the Faculty of Management academic programs portfolio.

Organizational Status:

The FOM Academic Programs Office is a unit that facilitates and enhances student academic and personal development from admission to graduation. The Office coordinates with academic advising and supports all management students with the intention of supporting students to become successful and engaged university learners, prepared to achieve their personal and professional goals.

The position reports to the Dean. The position participates on the development of the holistic student experience. This position also works closely with UBC’s international and domestic recruitment teams, communications and marketing, and professional development areas; faculty members in management; College of Graduate Studies, alumni and members of the external community.

Work Performed:

Manages the operational unit including undergraduate and graduate programs;

• Leads the ongoing development, implementation and evaluation of academic programs and services for FOM.
• Develops and implements all undergraduate and graduate systems and workflow processes, including but not limited to, business analysis, project management, design, training, and support.
• Ensures service excellence to students and faculty to achieve Faculty and institutional strategic priorities
• Aligns FOM Academic Programs Office with the Faculty level and institutional level strategic goals including focus on experiential learning and inclusion and diversity in our approach to student support, resources, and engagement
• Oversees curriculum development and faculty support, including the development of new program proposals
• Cultivates, builds and maintains relationships with key stakeholders including University departments and Faculties; student leadership groups and clubs; and other Academic Services.
• Manages budgets and allocates resources in accordance with strategic priorities to meet the unit’s objectives.
• In collaboration with the Communications Manager, develops and oversees the implementation and assessment of a communication strategy aimed at keeping current students informed of progress through their degrees and of the services available to support students throughout their time in FOM programs.
• Manages special projects assigned by the Faculty Leadership team including Scheduling, New Programs, and Partnerships
• Represents the Faculty by participating on University and departmental committees as required.
• Manages direct reports, including recruiting, hiring, managing performance, disciplining, and direction and assigning of work.

Student Enrolment & Recruitment

• Leads and is responsible for strategic enrolment management, ensuring that the Faculty meets its targets with respect to international and domestic enrolment.
• Advises and participates in the development, implementation, and assessment of an effective strategic marketing and recruitment plan for the Faculty that will result in the recruitment and retention of high caliber students.
• Works with domestic and ISI recruiting teams to achieve recruiting targets, outreach event management, orientation, retention, equity, diversity, inclusion, special program advising (minors/option/go global/bridge & transfer), scholarships and awards, alumni and community engagement, industry career and networking events, student leadership development, entrepreneurship and professional development programming
• Travels locally, nationally, and internationally to recruit qualified students to the Faculty

Project management for undergraduate course scheduling and timetabling process

• Manages course scheduling, exam scheduling, undergraduate and graduate program support, graduate admissions, graduate scheduling and awards
• Provides oversight on the course registration process for all management students

Academic Services & Advising

• Coordinates with the central Advising team to ensure students have access to the information and resources they need to be successful.
• Evaluates and makes strategic recommendations for areas of potential improvement and growth in student advising services and anticipates potential challenges, and provides and implements recommendations to mitigate them.
• Develops and maintains a knowledge base of worldwide educational systems in order to advise students participating in exchange programs or considering taking courses outside of UBC and to advise students coming from other global educational systems.
• Ensures FOM Academic Programs Office is current on knowledge pertaining to advising policies and procedures, and distributes new information affecting academic advising.
• Coordinates with the central Advising team and other institutional resources and is the first point of contact for the team on complex cases elevated for clarification or for a decision using established University and Faculty policies.
• Resolves and advises on cases of a complex nature that will require consideration of extraordinary exceptions or potentially changes to Faculty policies or procedure.
• Manages student academic integrity and misconduct cases in coordination with faculty leadership; ensure that policies and procedures are adhered to.
• Provides direction to student advising and retention activities by identifying best practices in advising and student development, including providing interpretation of University and Faculty policies of a complex and unique nature.
• Provides oversight on the Faculty’s academic appeals and concessions cases.
• Makes recommendations to the Faculty Leadership that may affect policy and procedural changes for improved student experience.

Systems and Information Technology Management

• Identify, implement, train and monitor academic-related systems supporting the administration and operation in FOM Academic Programs Office.
• Works with university partners, including Enrolment Services and University IT, to update and implement or integrate Faculty policies on central student systems including setting up sessional evaluation rules.
• Plans the adaptation and use of information technology and to ensure Academic Programs Office staff have the resources required to perform their roles.
• Provide support for the roll-out of University-wide student information systems and services (Scheduling, Degree Navigator, SISC, Workday, Student Records & Registration), and contribute to the ongoing development of UBC’s e-administration vision as it pertains to scheduling, registration and advising services in the Faculty.

Consequence of Error/Judgement:

This position represents the Faculty of Management and the University. Decisions must meet university objectives and integrate with the vision and direction of the University. Incorrect decisions/judgments will directly affect the University’s reputation with the professional community, community groups, and students. Incorrect decisions would have an impact on the University’s current and future ability to recruit and retain students and engage alumni; the operation of management programs and services; and the reputation of the Faculty of Management and the University.

Supervision Received:

This position works with the Dean, faculty leadership and administrative leadership, toward the achievement of established strategic goals and objectives. Work is reviewed based on effectiveness and achievement of functional goals and objectives.

Supervision Given:

Manages and provides leadership and direction to a staff group that includes up to three professional staff and one clerical staff. As part of the senior management team, contributes to attracting, developing, and retaining top talent for the Faculty.

Qualifications:

Minimum

• undergraduate degree in a relevant discipline and a minimum of four to five years of related experience or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred

• Prior higher education experience required.
• Experience designing and delivering complex programs and services, including evaluating and measuring program effectiveness required.
• Demonstrated experience working in a senior level administrative role.
• Demonstrated experience in supervising and managing staff preferably in a higher education environment.
• Ability to delegate, lead, motivate, coach and train staff.
• Demonstrated interpersonal skills and supervisory skills.
• Demonstrated intercultural knowledge and competency.
• Demonstrated developmental student advising skills and demonstrated success in teaching and developing other professional staff to advise students.
• Deep and masterful knowledge of learning pedagogy and practice.
• Knowledgeable about current trends in higher education.
• Knowledge of student transition and student experience or equivalent major student milestones is an asset.
• Ability to work effectively in teams and to develop effective working relationships with students, faculty, staff, volunteers and community members.
• Ability to think conceptually. (i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns in complex data, and identify key or underlying issues in complex situations)
• Ability to interpret and apply complex policies, regulations, and technical information.
• Demonstrated oral and written communication skills.
• Ability to problem-solve creatively.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to effectively use MS Office applications at an intermediate level.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Knowledge of University systems, organizational structures, processes, and decision-making structures is an asset.
• Ability to effectively market and promote the Faculty of Management.
• Thorough knowledge of the University’s and Faculty’s undergraduate programs, admission criteria, Academic Services and student life preferred.