Position Overview
The Werklund School of Education is currently seeking a Full-time Regular Manager, Graduate Programs.
Reporting to the Associate Dean, Graduate Programs in the Werklund School of Education, the Manager is responsible for the overall management of operations of the Office of Graduate Programs in Education including diverse on-campus and online graduate programs, oversight of budget, program support staff, admissions, scheduling, and the timetable. The incumbent must deal with a cross-section of faculty members and students in a diverse cross-cultural environment. The job is demanding and requires sound judgment, excellent leadership skills, excellent organizational skills, initiative and discretionary decision making which impacts services and area operations in an environment of change and shifting priorities. Competing interests must be managed with satisfactory outcomes for all involved. Peak periods can be high stress with multiple priorities and simultaneous deadlines.
The Manager works with the Associate Dean to ensure the smooth delivery of student services including: course scheduling/timetabling, admission, registration, fee assessment, program changes, supervision, scholarships, examinations and convocation. The Manager provides ongoing status reports to the Associate Dean and the School Leadership Team on all operational matters that affect the ongoing success of the programs.
The Manager works with the Associate Dean, Graduate Programs in Education Council to develop the strategy and vision for program administration and financial planning and reporting that is aligned with the School's strategic and programmatic directions. The work of the Manager requires strong analytical abilities and strategic thinking in contributing to the design and implementation of programmatic and operational changes.
Judgment and decision-making of the Manager has an impact at programmatic and School levels. This position requires strong collaboration, negotiation, mediation and partnership building skills. High volume and variety of work demands, much of which are driven by internally and externally imposed deadlines and requirements can be expected. The nature of the work often includes multiple simultaneous deadlines. It is necessary to deal with moderate to highly complex issues and, in some cases, conflicts that require direct involvement and resolution. Moderate to high stress and pressure throughout the year, particularly during peak periods, may be encountered. The impact of error is high, as administrative decisions made will impact the Werklund School of Education and the University of Calgary.
Responsible for over 1200 students and 300 courses, in research and professional degree programs and 8 specializations spanning four semesters each year, the Manager is responsible for leadership and management of the Office of Graduate Programs in Education (GPE), particularly management of graduate programs offered (MA, MSc, MEd, MC, PhD and EdD, including Graduate Diploma and Graduate Certificates and Bridge to Teaching program).
Working directly with the Human Resources Services team for the Werklund School of Education, the incumbent is responsible for support staffing within the areas, including planning, recruitment, retention, discipline and termination of support staff. This involves preparing/updating job profiles, hiring, training staff, direction in policymaking and procedural implementation, and overall management of operations. The Manager must have strong leadership skills and provide direction to the staff on all matters pertaining to the operation of GPE. The incumbent is responsible for creating an environment that encourages open communication, group decision-making and the development of leaders within each area. A complement of approximately ten support staff will report to the Manager.
A major focus of this role is the overall coordination of Graduate Programs in Education course scheduling/timetabling, working with the Associate Dean, the Director of Strategic Education Initiatives, and Vice-Dean to develop the annual timetable for each program area. The Manager will drive the effort to analyze the current methodologies for developing course schedules, accommodating preferences, and propose policies and procedures to streamline the course scheduling process. The incumbent will identify issues and possible solutions, and bring such issues to the Associate Dean, the Director of Strategic Education Initiatives, and the Vice-Dean, for discussion and resolution.
Working with and supporting the Associate Dean, the Director of Strategic Education Initiatives and the School Finance Team, the Manager monitors spending on area operational items, and reports any exceptional items to the School financial team.
The incumbent serves on various area committees to present and assess program issues affecting operations.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Management of Support Staff
The Manager must provide quality leadership to area support staff. The current complement is approximately ten support staff in multiple roles and phases of development. This includes business process assessments, recruitment, mentoring and discipline of support staff, evaluation of staff performance and feedback to ensure efficient operation of the areas.
Staff members are well trained, competent, supported in their work, and encouraged in their development. Work includes establishing policies and procedures, dealing with complaints, liaising with the HR Services team and handling other administrative details (managing time off requests, approving time entries and managing vacation/CTO/flex liability, etc.).
The Manager recruits, selects, promotes, mentors, disciplines, terminates staff; plans, assigns, schedules, supervises staff and leads the performance reviews and enhancement process for support staff. Emphasis on the identification and mentoring of potential leaders in each area is critical.
Supports staff in developing a positive, high trust working relationship with each other and with faculty and students. The Manager ensures staff work effectively as a team.
Leadership And Strategic Planning
The Manager works to drive the leadership, strategic planning, and allocation of resources that will allow the Graduate Programs in Education to achieve its objectives, in alignment with the strategic direction of the Werklund School of Education and the University of Calgary.
Lead the development, in partnership with Marketing and Communications (interviews, events, stories, newsletters, websites, etc.) to create a plan for recruitment, in each sphere (local, national, and international) in conjunction with the Werklund School Leadership Team.
Collaboration with the Werklund School Finance team to ensure funding is adequate for future growth.
Report to the Werklund School Leadership Team regularly providing information for strategic decision making including statistical data and analysis on enrolment by program, funding by program, etc.
Works collaboratively with other administrative leaders within the Werklund School to provide outstanding service to students, staff and faculty. This includes creating and implementing integrated service models which permit cross-training and cross-unit support.
Recruitment, Timetable and Course Scheduling
The Manager collaborates with the Associate Dean in the development of a timetable that meet the needs of approximately 1200-1300 distance and on-campus students within GPE. Work includes overseeing the development of the preparation and revisions of the timetable.
The incumbent works with the Associate Dean to devise and administer an optimal, reliable and cost-efficient strategy and plan to offer courses and program components.
The incumbent is responsible for the overall planning and monitoring of course enrolments, ensuring enrolment numbers are aligned with Office and School policies and guidelines.
This role oversees the review of online prerequisites and curriculum changes each year to ensure they are current.
This role is overall responsible for the management of the area Calendar Submission as per University regulations.
The Manager works to develop and implement an admissions strategy to admit and assist in the conversion of academically high caliber students, in keeping with the University Strategic Enrolment Plan.
Monitors the effectiveness of the admissions strategy, analyzes statistical information, and continuously updates and improves practices, processes and plans to meet or exceed enrolment targets in all programs.
Establish and maintain close and effective working relationships with faculties and other departments across campus; provide ongoing direction and advice to the university community regarding admission strategy.
Contributes to the development of retention strategies to ensure students remain at the U of C through their academic career, evolving into committed and active alumni of the campus.
Finance and Budgeting
The Manager works closely with the Associate Dean, and the School Finance Team to ensure efficient coordination of critical information related to budgets, operational commitments, staffing requirements and actual expenditures.
The incumbent has the role of department budget owner and works with the Associate Dean, the Director of Strategic Education Initiatives, and the School Finance Team to articulate spending priorities and monitor adherence to budget commitments.
This role holds signing authority for GPE budget.
This role works with the Director of Strategic Education Initiatives and the Finance Partner to investigate discrepancies.
Curriculum and General Administration
Working with and supervising of the Team Lead, the Manager ensures appropriate policies and procedures related to grade administration, course evaluations, program exit surveys, text books/case books and other and any other curricular support areas appropriate for centralized management.
Overall responsible for the coordination of events; works with the marketing team and area staff to ensure student orientations, student led conferences, open houses, speaker series, advertising and School development programs are staffed and achieve successful outcomes.
Administrative operations/services meet the needs of students, academic and support staff and; opinions and advice are sought by faculty, staff and students and considered reliable; School and program area communications are timely, informative and appropriately represent the program areas, Werklund School of Education and the University of Calgary. Scribe at GPEC and team meetings. Assist with uploading documents at team meetings.
Qualifications / Requirements:
A minimum of a four-year academic undergraduate degree is required, preferably in Education or Communications. A Masters degree would be an asset.
Five or more years experience in a management role is required.
Understanding of issues in human resource management and supervisory experience is required.
Previous experience with budget preparation and adherence is required.
Strong organizational, analytical and problem solving skills in order to deal effectively with complex tasks and issues is required.
Demonstrated leadership skills & communication/conflict management skills in a multi-disciplinary environment is required.
Must have the capability to successfully manage multiple competing priorities with minimal supervision and direction is required.
Knowledge of University core business systems is an asset (Peoplesoft, eFIN, enterprise reporting). Highly proficient with Microsoft Office applications (Word, Excel, Access, Power Point).
Experience providing high quality graduate and undergraduate programs in mixed delivery formats (eg. on-campus and on-line) is an asset.
Application Deadline: March 4, 2021
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
Additional Information
This position is classified in the Management Career Band, Level 2 of the Management and Professional Staff Career Framework.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Werklund School of Education visit Careers in the Werklund School of Education.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.