Vancouver - Point Grey Campus
Student Management, Level A
Program Manager and Academic Advisor
Faculty of Science
$54,079.00 (minimum) - $64,920.00 (midpoint) - $77,901.00 (maximum)
Desired Start Date:
"Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
The Program Manager and Academic Advisor is responsible for managing academic Graduate Programs in collaboration with the Faculty Graduate Advisor, and managing advising services for these programs within the Department of Microbiology & Immunology in Faculty of Science.
The Program Manager and Academic Advisor is responsible for advising graduate students on academic and career planning, admission policies, course selections, graduation, financial aid, funding, scholarships and awards, and personal issues affecting academic progress. A key resource person for students, faculty, associates and staff, providing guidance and interpretation of policies and procedures for the Graduate program, for developing and maintaining program policy, connections with alumni, other interdisciplinary programs, graduate and professional programs.
Reports to the Head of the Department of Microbiology & Immunology, and administratively to the Operations & HR Manager of the Department. Works closely with the Faculty Graduate Advisor.
Works closely with faculty on graduate student advising and supervision related matters. Meets regularly with graduate students to individually mentor and advise them in the program. Works closely with other advising offices on campus. Interacts and communicates with the public regarding the graduate program and other graduate programs.
- Manages program admissions.
- Coordinates admission decisions and appeals with the Faculty Graduate Advisor
- Advises potential faculty supervisors on graduate student admission policy & procedures.
- Manages and updated the UBC Graduate Online Admissions System (eVision)
- Provides guidance to faculty supervisors on using the eVision system
- Communicates admission decisions to applicants
- Interprets and assesses student background and goals and advises students on their program options based on knowledge of science topics, fund and academic requirements.
- Acts as a student's mentor in support of the faculty members. Monitors and provides guidance to the student peer mentoring program and temporary staff.
- Advises students on graduate programs (including admissions requirements) and career options.
- Monitors and communicates available career options from alumni
- Identifies students in crisis, either personal or academic, and advises on available academic options and personal support services on campus.
- Assesses and evaluates student requests for academic concession and academic appeals within the program and provides appropriate advice and action.
- Annually assesses program promotion, continuation, and graduation requirements.
- Annually assesses that milestones are met to complete program requirements
- Investigates and resolves complex student program issues.
- Participates at university-wide and national advising conferences and initiatives.
- Participates in interdisciplinary educational networks at UBC and nationally.
- Develops, manages and delivers academic advising services, policies, procedures, programs, and projects for Microbiology & Immunology in order to support the academic success, personal development, and retention of approximately 100 current and incoming graduate students.
- Develops innovative programs and resources to support the diversity of the student population. Leads events such as orientation sessions, and the Three Minute Thesis competition.
- Manages the Student Peer Mentorship program in the Department.
- Promotes student wellbeing by arranging student focused events/meetings to facilitate feedback, community spirit and a supportive environment.
- Anticipates enrolment space needed in restricted courses for Microbiology & Immunology students and negotiates space with Department Heads and Administrators across faculties.
- Supports and organizes faculty committee members for tasks related to the Graduate program.
- Assigns and appoints student Teaching Assistantships for program requirements.
- Serves on UBC advisory committees related to graduate program delivery.
Policies and Procedures
- Assesses and evaluates program policies and procedures and make recommendations to the Faculty Graduate Advisor and Department Head. Consults stakeholders and implements changes to policies and procedures when necessary.
- Advises students and faculty on University, Faculty, and Graduate Program policies and procedures as they apply to individual student programs.
- Communicates and implements required graduate program changes to be consistent with UBC Policy.
- Manages the assigned Graduate Students funding budget and TA Budget. Responsible for researching and implementing cost-based initiatives to help provide better financial assistance for graduate students.
- Manages, organizes and oversees graduate student scholarship applications and review. Serves on the Graduate Awards Adjudication Committee and is responsible for developing and recommending policies on awards and nominating students for scholarships and awards.
- Reviews student applications and provides edits and advice for improvements of applications.
- Investigates awards and financial support that may apply to students and informs students accordingly.
- Assesses and evaluates applications for awards administered by the FOS and VP of Research
- Publishes bi-monthly newsletter to communicate upcoming events, milestones and deadlines to students.
- Submits UBC Calendar edits and updates yearly to G+PS
- Represents the Department at information fairs and in meetings with individual prospective graduate students.
- Makes oral presentations at recruitment events.
- Creates networks with alumni, graduates and professional schools.
Develops promotional and other course and orientation materials.
- Acts as the primary contact for the program and communicates directly with partner universities on all aspects of the program.
- Organizes and leads student orientation and other activities.
- Manages students' logistics arrangements.
Works with considerable autonomy. Work is reviewed in terms of sound management practice and the achievement of specific objectives.
Oversees and provides guidance to faculty, staff, and student volunteers who may also be required to provide advice.
- Supervises CUPE 2950 support staff
- Supervises student employees and volunteers.
- As the specialization continues to grow, may be required to hire and manage additional staff members.
Consequence of Error/Judgement
Graduate Programs are complex as each student is individually supervised by a Faculty member and is required to meet program requirements. As a consequence, the admissions process involves complex interactions between the Program Manager and Academic Advisor, the Faculty Graduate Advisor, the supervising faculty member, and students. Incorrect appraisals could jeopardize the student's ability to complete their program and could jeopardize the reputation and credibility of the program. The position not only serves as an Academic Advisor for students but also is responsible for monitoring that faculty are advising students appropriately. Interactions with both faculty and students must be clear and information disseminated must be accurate. Dispensing wrong information could cause students to miss requirements and jeopardize completion of their programs. It could also negatively impact the program, the Faculty of Science and UBC.
Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the equivalent combination of education and experience. Experience advising and working with graduate programs within UBC's Faculty of Science is preferred. Experience supervising students, staff and volunteers. Proven ability to work effectively and productively with faculty and senior administrative staff at UBC.
Excellent interpersonal and relationship-building skills required: the ability to initiate contacts and establish a rapport with students, faculty and staff effectively is essential. Must enjoy working independently, yet in cooperation with faculty, staff and students. Ability to lead and motivate a team of faculty, staff, and students and be able to mentor, monitor and provide timely constructive feedback. Excellent oral and written communication skills are required. Ability to take initiative, prioritize, and to work under pressure to meet deadlines. Strong ability to exercise sound judgment and make decisions and recommendations involving highly complex issues. Ability to effectively manage multiple projects. Ability to take initiative to improve program operations, policies and procedures.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.