Overview:
Reporting to the Administrative Officer the Program Manager oversees the Psychology program with the collaboration of the Associate Chair Undergraduate, the Associate Chair Graduate, the HRM Director, and the program coordinators. This position coordinates the Psychology programs, supervises, and strategizes to ensure it is a success.
Responsibilities:
Oversee Psychology Programs
Provides strategic support for the Psychology Undergraduate (UG) program, Human Resource Management (HRM) program, and the Graduate program
Serves as back-up advisor and resource to students and faculty on matters pertaining to UG, Grad, and HRM programs
Investigates program administrative issues and provides administrative support to the senior departmental administrators
Develops and maintains a number of critical processes and departmental administrative structures, including the UG student database, student records, program websites, SharePoint site, and Teams for scheduling midterm exams
Updates the UG Academic Advisement Templates for departmental programs
Manages departmental activities that promote student success and alumni engagement
Financial coordinator for Grad program including scholarship nominations, TA assignments, annual planning to ensure all funding is met. Advise on TA budget needs.
Human Resources Administration
In consultation with the Administrative Officer, the incumbent oversees the recruitment, evaluation, promotion, training, professional development, and retention of 5 support staff
Performs annual performance reviews
Maintains personnel files for academic staff in accordance with University and Faculty policies
Monitors workflow and volume; initiates cross-training as appropriate to balance workload
Ensures support staff duties are covered during periods of absence
Leads regular program coordinator team meetings
Psychology Program Administration
Assists senior departmental administrators in planning all on-campus and on-line course offerings. Provides recommendations regarding teaching assignments; coordination with the St. Jerome’s Psych teaching plan is essential
Provides the program coordinators and senior departmental administrators with enrolment projections and enrolment anomalies
Available as the central resource for information on departmental programs providing statistical reporting and general advice for senior departmental administrators and relevant committees
Central contact for adjunct lecturers
Serves as the department course scheduling representative. Creates the teaching schedule using extensive knowledge regarding enrolment trends, target audiences, degree requirements, instructor needs and departmental commitments to other academic units. Liaise with other academic units to minimized course time conflicts
Advises department members regarding proposed changes to departmental undergraduate course offerings and/or programs
Serves as the departmental calendar representative and assists the senior departmental administrators to plan and implement changes to degree requirements and course descriptions; communicates/consults with other relevant academic units when necessary, regarding the proposed changes
Communication
In consultation with the program coordinators and Administrative Officer creates/updates academic program web pages as required; member of the departmental Website Committee
Answers faculty and adjunct lecturers questions regarding University, Faculty, and departmental policies and procedures; teaching needs and teaching assignments
Responds to a wide range of enquiries from prospective and current UW students, alumni, campus colleagues, other academic departments, and external government and industry granting agencies
Provide General Administrative support
Identifies problems in the Psychology program administration and recommends improvements to the senior departmental administrators as appropriate
Prepares data and statistical reports as required for the senior departmental administrators drawing on departmental, Faculty, and institutional data
Has signing authority to assist grad and undergrad program coordinators with routine student forms (e.g., plan modifications, course override forms, WLU cross registrations, admissions, coop sequence changes, course approvals for exchange programs, transfer credits, etc.); and UG nominations; final selections for convocation awards; and scholarships;
Directs complex and non-routine matters to the Associate Chairs, or to specific instructors as appropriate
Jointly represents the department at events and activities for / about current and future students
Coordinates and participates in the planning and execution of department events
Assists the Administrative Officer as required
Student Finances
Prepare annual Teaching Assistant budget and scholarship needs based on estimated new students and continuing students within program which normally requires approximately 160 assignments each year. The process involves determining the funding levels of each student (i.e., externally funded), while honouring financial commitment as set out in offer.
Forecasting and projecting numbers of graduate students with external funding along with the numbers of undergraduate students enrolled in u/g courses has to be taken into account when preparing TA budget.
Assign Teaching Assistantships each term; submit payroll information to HR; initiate TA evaluations
Administer and maintain budgets for Graduate Scholarships
Process GRA and GRS payments
Qualifications:
Undergraduate degree or equivalent combination of education and experience
Experience
Administrative experience in an academic environment; with undergraduate student academic advising preferred
Must demonstrate significant management and leadership skills.
Supervisory experience
Demonstrated experience implementing academic strategies and plans in administrative capacity
Competencies will include strategic and creative thinking, people management, interpersonal, organizational and communication skills. Tact, judgment & diplomacy, multi-tasking, concurrent task and problem management, ability to forecast, assess, analyze and resolve issues are essential.
Intermediate proficiency with database management, statistical analysis and student information systems. Experience with Quest, Teams preferred
Strong leadership and staff management skills
Demonstrated ability to interpret policies and regulations
Strong written communications skills
Ability to successfully collaborate with a variety of diverse professionals and students
Adept at managing change, motivating others, and inspiring a culture of engagement
Excellent planning, logistical and organizational skills
Self-motivated, takes initiative with a proactive approach to problem-solving
Working hours: regular with infrequent evening and weekends
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
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Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
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