Manager, Graduate Program Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Manager, Graduate Program

Department

Administrative Support | Department of Anthropology

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

August 8, 2023

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

Job End Date

Jun 10, 2024

This is a full-time term position with an end date in October 2024.

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 Department of Anthropology has a global reputation for teaching and research excellence. The Department has: 40 tenure-track faculty, instructors, lecturers and sessional members; 7.6 FTE staff, in addition to 6-8 Work Learn; over 70 graduate students (over half international); and 15-20 Research Associates and postdoctoral fellows, as well as over 5,000 undergraduates enrolled in Anthropology courses each year. The Department has a plethora of teaching and research collaborations with numerous UBC units and programs—such as Critical Indigenous Studies, the School of Public Policy and Global Affairs, Arts One, the Vancouver Summer Program, the Centre for Migration Studies, and the Museum of Anthropology—and sustains key collaborations with Musqueam. Anthropology is also home to the Lab of Archaeology (LOA), which is both a Provincial Repository responsible for the care and housing of hundreds of thousands of belongings and samples recovered from ancient First Nations’ villages throughout British Columbia, and a site for shared lab spaces used by faculty, graduate and undergraduate students, and visiting researchers.

The Manager, Graduate Program is responsible for developing, delivering and evaluating the Anthropology Graduate programs and services to support graduate student learning along with students’ personal and professional development. The focus of the position is to ensure the academic success and retention of approximately 40 MA and 30 PhD students. The major responsibilities of the Manager, Graduate Program include: planning short-term and long-term components of the Graduate program, strategic planning and the development of policies and procedures; managing the strategic recruitment of prospective international and domestic graduate students and the retention of high quality Anthropology students; ensuring students meet all program requirements and receive the appropriate advice and support for the duration of their program; conducting needs assessments; coordinating promotional and marketing activities, developing and building strong relationships with other UBC units, liaising with the various Departments within the Faculty of Arts, other UBC departments and Graduate Studies; and coordinating student advising with Arts Advising. This position is also responsible for the management of graduate student records and awards as well as student orientation and recruitment events.

Organizational Status

Works independently, with considerable initiative and autonomy. Reports to the Department Administrator and works closely with the Chair of the Anthropology Graduate Studies Committee (AGSC) and Department Head. The incumbent also liaises closely with the Faculty of Graduate and Postdoctoral Studies and other layers of the university. Latitude in decision-making is required.

Work Performed

Academic Advising and Admissions

• Facilitates appropriate resolution of disputes between faculty and students, and refers complex cases to the AGSC Chair.
• Investigates and resolves inquiries from other campus units i.e. Admissions, Enrolment Services, Access and Diversity, Counselling Services and other Departments and University units.
• Advises and provides consultation to perspective and current domestic and international students on a variety of issues including university admission, academic policies and requirements, awards and scholarships, university student services, program procedures and academic schedules.
• Manages the organization and operations of the Graduate Program relating to Master and Doctoral level students. Ensures a high level of integrity so all applicants are treated equally and in line with UBC and Anthropology policies.
• Assesses, evaluates and recommends applications, including complex evaluation of both domestic and international student transcripts for admission into the program and funding requirements. Advises AGSC and faculty on suitable candidates for admission.
• Manages complex tools such as the admissions database and online application system; evaluates all aspects of applications made to the Anthropology Graduate programs including degree requirements, eligibility, and English language proficiency scores.
• Manages the adjudication and recommendation for admission processes for all applications. Liaises with Graduate and Postdoctoral Studies and other UBC departments on all aspects of admissions and recruitment. Admits successful students and advises them on their academic program requirements. Interprets and applies University, Faculty and Anthropology policies and proposes exceptions to the policy as it applies to individual students. Position has wide latitude in decision-making of exceptions.

Student Services

• Develops and evaluates effectiveness of programs and events and makes recommendations for future improvements. Identifies areas where programs and services would support and enhance student academic success and engagement.
• Advises students on housing, personal matters and career plans. Refers students to appropriate support services both on and off campus as needed (Counselling Services, Student Health, International Student Services, Enrolment Services), or to related University units (Housing). Anticipates student needs, responds to requests, offers subject-matter expertise and professional advice, providing recommendations beyond students’ present request and makes referrals when appropriate.
• Oversees progress trajectory of the graduate students and works directly with the students regarding academic progress concerns. Assists students with course selection to ensure they meet degree requirements and program prerequisites.

Finance and TA allocation

• In consultation with Department Administrator, manages and administers annual budget for student funding (especially TAships) and recruitment along with determining the distribution of these funds. Works collaboratively with the Department Head in determining the individual course demands for TAs. Recruits and appoints TAs accordingly. Works collaboratively with the Department Head in developing and implementing policies for TAs. Works closely with the Associate Head and Senior TA to organize orientation and workshops for existing and new TAs.

Consequence of Error/Judgement

The position requires a high degree of diplomacy, tact and discretion when dealing with domestic and international students, UBC faculty and staff, external employers and agencies, and community partners. Misinterpretation of University and Faculty policies could cause students serious difficulty in attaining their educational objectives. The incumbent’s decisions directly affect the quality of Graduate students’ experience, and poor performance in this role would result in negative outcomes that directly affect the reputation and credibility of the Department, Faculty of Arts and the University. This would also negatively affect the recruitment and retention of students. The inability to consider the importance of intercultural aspects of communication with, and commitment to, students can adversely affect the Graduate Program Manager’s ability to function in a culturally diverse environment.

Supervision Received

This position requires a high level of independence, organization and executive decision-making ability to assess and schedule the work required. Works under the general direction of the Department’s Administrator and receives guidance from the AGSC Chair and Department Head on complex and unusual matters. The position requires a person capable of interpreting the position’s responsibilities and carrying them out with minimal oversight.

Supervision Given

Supervises 1 Work Learn student assigned to support the position. Supervises 1-2 full-time or temporary CUPE workers during application season. May also be required to supervise additional student employees and volunteers; trains new staff on work procedures and UBC systems. The incumbent serves as a resource for junior and temporary staff in terms of training, guidance and interpretation of procedures.

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

Degree in Anthropology or Social Sciences preferred. Experience in post-secondary advising and administration or an equivalent combination of education and experience. In-depth knowledge of UBC Graduate and Postdoctoral Studies admission policies and procedures is an asset.

The following are required: outstanding organizational, time management, financial and analytical skills; well-developed problem solving and conceptual abilities; and exceptional oral and written communication skills. Must be sensitive, tactful and articulate in dealing with students, staff and faculty in a multi-cultural context. Must be self-motivated and able to work well in a fast-paced environment. Must have demonstrated supervisory experience. Computer experience required, with knowledge of MS Windows environment, intermediate or advanced Excel, and proficiency in Workday, UBC Admissions Systems, and Student Information System. Must have effective communication and conflict resolution skills. Strong customer service skills. Demonstrated ability to multi-task and coordinate numerous projects inherent within a multi-faceted student-centered work environment. Effective analytical, problem-solving and decision-making skills. Ability to work under pressure with a proactive approach to solving problems and envisioning consequences beyond immediate issues. Expertise in working both independently and in diverse teams.