Graduate Program Manager and Advisor

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Student Management, Level A

Job Title Graduate Program Manager and Advisor

Department Administrative Support | Department of Statistics | Faculty of Science

Compensation Range

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 19, 2024

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

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 Department of Statistics at the University of British Columbia is a growing academic unit and a leading international centre for statistical science. Our research faculty members excel in both theory and methods research, as well as collaborative research with domain-area experts. We take pride in our growing undergraduate programs and vibrant graduate program, which have positioned us as a hub for innovation in statistics and data science education. In conjunction with the Department of Computer Science, we co-offer a professional program in Master of Data Science, and Bachelor degree programs (Major and Minor) in Data Science.

The Graduate Program Manager and Advisor is responsible for managing academic programs and providing advising services for graduate programs within the Department of Statistics in Faculty of Science. They guide graduate students on academic and graduation requirements, admission policies, immigrations, financial aid and funding, scholarships and awards, career planning, and personal issues affecting academic progress. They are a key resource person for students, faculty, associates and staff, providing in-depth knowledge and interpretation of UBC policies and procedures for the Graduate program, for developing and maintaining program policies, connections with alumni, and other graduate or professional programs.

Organizational Status

The Department of Statistics provides undergraduate and graduate teaching and training in statistical and data sciences, not only to students seeking degrees in Statistics, but also to students from many other disciplines on campus. The Graduate Program in Statistics at UBC provides ample and flexible opportunities to students interested in pursuing a career in research, industry, or government. At the MSc level, students have multiple options: 1) thesis (research) stream, 2) project stream, or 3) 8-month full-time co-op placement (internship) outside the Department. At the PhD level, we provide a rigorous training to cultivate future leaders in the areas of biostatistics, bioinformatics/genomics, data science, statistical machine learning, statistical computing, and mathematical statics.

The incumbent reports directly to the Head of the Department and to the Director of Finance, HR, and Operations. They also work alongside faculty representatives on the Graduate Delivery and Enhancement (GDE) committee, and other faculty in the department on graduate student advising, appointments, and supervision related matters. Most importantly, the successful candidate meets regularly with graduate students individually to advise them as they progress through the program. They also work closely with other advising offices on campus and communicate with the public regarding our graduate program.

Work Performed

Academic Advising

• Provides expert advice and guidance to students on a wide range of matters related to admissions, program progression and graduation, immigration, transfer credits, financial matters, awards/scholarships, student support services, internships, career development, and other student-life matters
• Provides expert knowledge and advice to faculty on UBC guidelines, policies, and procedures related to graduate programs
• Meets with students regularly to discuss and resolve issues related to program progress and other non-academic matters
• Identifies students in crisis, either personal or academic, and advises on available academic options and personal support services on campus
• Works closely with the Faculty of Graduate and Postdoctoral Studies to ensure candidates meet all degree requirements and resolves any graduation related issues
• Investigates and resolves complex student program issues
• Represents the department in interdisciplinary educational networks at UBC and nationally
• Assesses and evaluates student requests for academic concession and academic appeals within the program and provides appropriate advice and action
• Assesses program promotion, continuation, and graduation requirements annually
• Assesses that milestones are met to complete program requirements annually
• Monitors and communicates available job opportunities and career options from internal UBC units, alumni, and external organizations

Student Services

• Develops, delivers, and oversees academic advising services, policies, procedures, programs, and projects to support the academic success, personal development, and retention of approximately 100 current and incoming graduate students
• Assesses effectiveness of program policies and procedures and recommends areas for continued improvement
• Administers specialized software and databases (e.g., ProGrads) related to the graduate student lifecycle for improving the graduate student experience
• Administers programs and resources to support the diversity of the student population—such as the Maternity/Parental Leave Program and other EDI initiatives
• Provides onboarding services to new graduate students
• Plans and organize events such as orientation and recruitment
• Promotes student wellbeing by arranging student focused events/meetings to facilitate community spirit and solicit feedback for improvement
• Fosters a healthy graduate student community by collaborating with the Statistics Graduate Student Association (SGSA) on non-academic events (e.g., socials, career events, professional development)
• Connect and communicate with alumni on their post-graduation developments and arrange events to build connections with current students
• Serves on UBC advisory committees related to graduate program delivery

Graduate Program Administration

• Leads and oversees graduate program admissions using UBC’s Graduate Online Admissions System (e:Vision)
• Provides HR services for graduate students alongside Director of Finance, HR, and Operations
• Administers a variety of graduate and undergraduate awards programs from the Department, Faculty of Science Dean’s Office, the University, and granting agency such as NSERC
• Develops and reviews policies on awards and nominating students for scholarships and awards
• Compiles and analyzes data related to graduate program functions such as admissions, student appointments, awards, and funding to identify trends and make recommendations to improve quality of graduate program and experience

Carries out other tasks and responsibilities related to graduate programs as appropriate

Consequence of Error/Judgement
The Graduate Program Manager and Advisor oversees the entire Graduate Program cycle from admissions to graduation. Any oversights, omissions, or errors could have a detrimental effect on students’ admission, degree progress, and completion. It is crucial for them to exercise considerable judgment and independence based on a thorough knowledge of policies, procedures, guidelines, and regulations. Their ability to anticipate, investigate, and resolve problems is essential to maintain the quality and efficiency of the program. Errors in judgment may result in adverse impact on programs, teaching, study, and financial plans for the Department, Faculty and students. The Graduate Program manager and Advisor must exercise judgment and tact in all dealings to uphold the professional image of the Department.

Supervision Received
The incumbent works independently under general direction from the Department Head and Director of Administration. Work is reviewed in terms of sound management practice and the achievement of specific objectives and conformity with University policies and guidelines.

Supervision Given
The incumbent may manage support staff or student workers (e.g., CUPE 2950, WorkLearn students) as Department grows. Provides guidance to faculty, staff, and student volunteers who may also be required to provide advice.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to four years of related experience, or an equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Undergraduate degree in a relevant discipline
• Minimum of two to four 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 with entering data and running reports in Workday 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
• Strong ability to exercise sound judgment and make decisions and recommendations involving highly complex issues
• 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
• Ability to effectively manage multiple projects
• Ability to take initiative to improve program operations, policies and procedures

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