Assistant Manager, Student Services

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Student Management, Level A
Job Title
Assistant Manager, Student Services
Department
Education Support | School of Biomedical Engineering | Faculty of Medicine
Compensation Range
$4,688.67 - $6,754.00 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
June 22, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
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 School of Biomedical Engineering is a partnership between the Faculties of Medicine and Applied Science. The School is a nucleus for education and training, research, and innovation in biomedical engineering; creating new knowledge, new academic and training programs, and fostering translation and innovation. The School is currently responsible for 350+ undergraduate students, 140+ graduate students and 30+ faculty. Over time, the School will be responsible for as many as 400+ undergraduate students, 200+ graduate students and 40+ faculty.
The Assistant Manager, Student Services, supports the day to day academic operations of the Student Services Office, which serves undergraduate and graduate students in SBME programs. Under minimal direction, the position is responsible for major functions such as advising for complex student cases in biomedical engineering academic programs; graduation adjudication; and oversight of student team and chapter funding administration, international exchange and the Coordinated International Experience program, student-focused events, course scheduling and timetabling for all degree programs. This position also provides direct managerial coverage for the entire Student Services portfolio when the Senior Manager, Academic and Special Programs, is absent. The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.
Organizational Status
This position reports directly to the Senior Manager, Academic and Special Programs, with direction from the SBME Leadership team including the Graduate and Undergraduate Biomedical Engineering Program Directors, and the Director, Strategic Planning and Operations. In addition, the position liaises with a wide variety of UBC and external units, other educational institutions, outreach and professional groups, as well as the general public in execution of duties.
Work Performed

• Oversees the PBME STT and 2nd year placement processes for undergraduate students.
• Acts as a resource for faculty and staff on a variety of issues related to teaching, courses, and students, including the interpretation of University, Faculty, and Program policies and action in situations not covered by existing policies.
• Works with the Senior Manager, Academic and Special Programs, SBME Leadership and faculty members on curriculum planning, assessment of learning outcomes, curriculum changes, and ensuring that student programs meet accreditation requirements as laid out by Engineers Canada.
• Identifies students in crisis, either personal or academic, and advises on available academic options and personal support services. Refers to appropriate campus services, works with Early Alert to both report concerns and offer reach outs, tracks all student interactions in OAMS, and follows up on student cases as required. Works closely with the university-level case managers to support high-risk students.
• Responsible for graduation checks and graduation adjudication for undergraduate students.
• Develops and manages the daily operational activities within the Student Services Office related to academic program administration and advising. Provides management and direction for the entire Student Services portfolio and all its staff in the absence of the Senior Manager, Academic and Special Programs. Assesses program services and develops policies, procedures, and systems within the department to better serve students or make delivery of programs more efficient.
• Provides general day-to-day support, as required, to the Senior Manager, Academic and Special Programs. Performs other tasks in keeping with the level, as required. Provides direct managerial coverage for the entire Student Services portfolio when the Senior Manager, Academic and Special Programs is absent.
• Creates reports on activities, designing and implementing surveys of activities and performing statistical analysis. Performs literature searches, evaluating data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes.
• Manages communication and relationships with numerous external partners (community organizations, parents, education professionals, professional organizations, post-secondary institutions in BC and elsewhere, etc.) to effectively advise students from BC, within Canada, and internationally. Liaises with Engineering Student Services, Engineering Co-op, and other on or off campus stakeholders.
• Strategizes, envisions, develops, manages, and executes events related to student orientation, wellbeing, recognition, or advising. Evaluates and analyzes effectiveness of events and strategies for the future.
• Manages exceptional student cases, requests for accommodation or appeal, and students identified at risk. Works with the Associate Head of Teaching, the faculty advising office, and Access and Diversity, Student Services to create and help the student manage an individualized study and accommodation plan.
• Represents the School, as required, at formal internal and external events, including open houses, on and off campus information sessions, recruitment fairs, and special events.
• Oversees the student funding application process, including team contracts and allocation decisions. Manages overall School student group relations, including communication and conflict resolution between team or chapter leadership, the EDTC, the applied science staff, and related faculty advisors.
• Oversees all aspects of course scheduling including timetabling within the School. When necessary, engages in high level coordination and negotiation with other academic units and Faculties regarding registration restrictions, seats released, and scheduling. Works with Engineering Student Services on Standard Timetables (STTs), optimizing course combinations within STTs to meet the needs of students while minimizing conflicts.
• Participates on School committees such as the Undergraduate and Graduate Curriculum Committees, the Respect, Equity, Diversity, and Inclusion Committee, and others.
• Strategically identifies academic pathways to integrate study and research abroad learning experience into undergraduate academic programs; determining opportunity, approach, and process in conjunction with Engineering Student Services and partner units at UBC. Works with partner units to establish the value and viability of international learning experiences for students. Creates guidelines and procedures for course evaluation and credit transfer for courses taken at partner universities.

Consequence of Error/Judgement
Decisions impact the quality of services to students in programs overseen by the School of Biomedical Engineering. Decisions influence the effectiveness of the School’s ability to attract and retain excellent students. Misinterpretation of policies or program requirements could cause serious problems for students in reaching their educational objectives, may delay advancement and graduation, and damage the reputation of the School. An advising decision taken contrary to UBC policy or Canadian Engineering Accreditation Board requirements could cost the School its accreditation.
Supervision Received
Makes decisions regarding policy and/or procedures regarding the day-to-day operations when defined methods do not exist or are unclear. This position reports to and works independently under the general direction of the Senior Manager, Academic and Special Programs and is responsible for the effective delivery of programs and services of the Student Services Office. Work is reviewed in terms of effectiveness of services provided and conformity with the University policies and guidelines.
Supervision Given
The incumbent will help manage CUPE 2950 staff and supervise them in the absence of the Senior Manager, Academic and Special Programs. In addition, may supervise work-study students and/or temporary staff as required.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience, or an equivalent combination of education and experience

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

• Strong analytical and problem-solving skills. Excellent judgement and decision-making skills.
• Proven ability to supervise, train, and manage staff. Ability to effectively manage time and handle stress in a multi-faceted work environment.
• Excellent written and oral communication skills. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions or changes.
• Experience working in a university environment and knowledge of UBC programs, systems, and services an asset.
• Ability to work independently and within a team environment. Must be able to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office.
• Exceptional interpersonal skills and demonstrated experience working with a diverse student population and work environment. Requires the ability to exercise tact, confidentiality, and discretion.
• Ability to be thorough and detail-oriented when reviewing data, and when supporting the smooth delivery of administrative processes.
• Experience using student management systems (SISC, FSC, SCMC, OAMS) strongly preferred.