Manager, Graduate and Postdoctoral Affairs

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Student Management, Level BJob TitleManager, Graduate and Postdoctoral AffairsDepartmentGraduate and Postdoctoral Studies Portfolio | Faculty of Pharmaceutical SciencesCompensation Range$6, $9,701.42 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 DateJuly 19, 2024

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

Job End Date

Mar 31, 2025

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 Description Summary

The Faculty of Pharmaceutical Sciences offers educational programs across the full continuum of learning, including graduate research training, leading to MSc and PhD degrees. The Office of Associate Dean, Graduate and Postdoctoral Studies in the Faculty of Pharmaceutical Sciences provides academic leadership to our graduate (MSc and PhD) and postdoctoral programs.

In collaboration with the Associate Dean, Graduate and Postdoctoral Studies in the Faculty of Pharmaceutical Sciences and, where applicable, faculty and campus partners, the Graduate and Postdoctoral Academic Advisor formulates and implements plans to support the graduate and postdoctoral programs, including strategic planning, curriculum refinement, program evaluation, communication to internal and external stakeholders, and student/fellow support activities such as orientation, professional development, and leadership initiatives for graduate students and postdoctoral fellows.

Organizational Status

The Graduate and Postdoctoral Academic Advisor reports to the Associate Dean, Graduate and Postdoctoral Studies in the Faculty of Pharmaceutical Sciences. Where applicable, the incumbent interacts and consults with members in the Faculty of Pharmaceutical Sciences, Faculty of Graduate and Postdoctoral Studies, and other academic and administrative units on campus.

Work Performed

Strategic Initiatives for the Office of Graduate and Postdoctoral Studies

• Fully participates in the strategic planning and evaluation of the graduate and postdoctoral programs by evaluating and making strategic recommendations for areas of potential improvement and growth; and develops programs, policies, and initiatives to support the strategic direction of the Graduate and Postdoctoral Studies Portfolio.
• Researches, analyzes, and reports to the Associate Dean, Graduate and Postdoctoral Studies on market trends and developments in graduate and postdoctoral education in pharmaceutical sciences, in order to provide strategic and tactical direction for our MSc/PhD and Postdoctoral programs to enhance the global stature of our programs and recruitment of outstanding graduate students and research trainees.
• Leads the coordination of external reviews for the MSc and PhD programs. Continually sources and reviews relevant metrics to prepare self-study documents for appraisal purposes, as well as for ongoing internal assessment to enable effective planning and resource allocation.
• Develops and implements outreach initiatives to attract top student and research trainees both nationally and internationally.
• Manages special projects as assigned by the Associate Dean, Graduate and Postdoctoral Studies, to accommodate for shifting priorities and objectives.
• Writes reports for internal (e.g., UBC) and external purposes (e.g., AFPC, external review, accreditation).
• Represents the Office of the Associate Dean, Graduate and Postdoctoral Studies on UBC and external committees, as needed.

Graduate Program Management

• Develops, implements, reviews and updates governance structure in the graduate program, prepares terms of reference, writes policy and procedures documents for the graduate program, and is responsible for the Graduate Student Handbook.
• Works with faculty members on MSc/PhD curricula and program matters.
• Provides guidance and counsel to the Pharmaceutical Sciences Graduate Curriculum Committees and Graduate Training Programs on the administration and interpretation of Faculty of Graduate and Postdoctoral Studies (G&PS) and University policies and procedures.
• Interacts with the UBC G&PS Graduate Curriculum Committee on Faculty of Pharmaceutical Sciences graduate curriculum matters to ensure alignment of graduate program policies with those of the G&PS.
• Work with our Faculty s Office of Communication and Marketing to position, brand and market our MSc and PhD programs.
• Identifies and applies for funding opportunities to support graduate training programs, as appropriate.
• Prepares briefs and reports related to the MSc and PhD programs and assess effectiveness of programming, and making recommendations for the future.
• Performs other tasks related to graduate student support and program administration, as required

Academic Advising

• Advises prospective, new, and current MSc/PhD students; assessing and interpreting students academic and personal goals, and identifying appropriate programs and/or support services to enhance student success and development.
• Provides interpretation of complex University and Faculty policies, and makes recommendations for exceptions to policy, where appropriate.
• Assists and advises students with course selection to ensure they meet program, promotion, continuation and graduation requirements.
• Identifies students in crisis, either personal or academic, handling sensitive situations in a tactful, respectful and inclusive manner; advises on student available academic options and personal support services, making referrals to appropriate campus units, including Counselling Services, Access and Diversity, Student Health Services, etc., as appropriate.

Professional Development Opportunities and Career Support for Graduate Students and Postdoctoral Fellows

• Develops/leads new professional development opportunities and oversees the coordination of existing opportunities (e.g., Graduate Student Presentation Skills Workshop, Graduate Student Presentation Series, Graduate Student and Postdoctoral Fellow Research Symposium, 3-Minute Thesis Competition).
• Develops, organizes and leads professional skills workshops for graduate students and postdoctoral fellows in writing curriculum vitae, scholarship applications, and on other topics, as appropriate.
• Develops/leads new workshops on health and wellness for research trainees.
• Develops and implements initiatives to help research trainees to navigate a full range of career opportunities in the pharmaceutical sciences.
• Coordinates teaching opportunities for PhD students and postdoctoral fellows; provides program administration and oversight to the content development of pharmaceutical sciences courses in non-credit academic programs; e.g., UBC Future Global Leadership Program.
• Liaises with the UBC Postdoctoral Fellow Office and the Faculty of Graduate and Postdoctoral Studies on professional development opportunities and career support for graduate students and postdoctoral fellows.
• Working with our Office of Development and Alumni engagement, identifies new sponsorship opportunities to support professional development events for graduate students and postdoctoral fellows.
• Advises various graduate and postdoctoral organizations.
• Performs other tasks related to professional development and career support for graduate students and postdoctoral fellows, as required.

Consequence of Error/Judgement

Decision-making is based on a thorough knowledge of the policies and procedures of the University and the Faculty of Pharmaceutical Sciences. Misinterpretation of University and Faculty policies could cause students serious difficulty in attaining their educational objectives or contribute to the ineffective operation of the Student Academic Services unit. The incumbent exercises considerable judgment and must demonstrate tact and discretion, particularly when supporting students with issues related to well-being and personal challenge. Consequence of error is high, and poor judgment and/or lack of cross-cultural sensitivity would compromise the students trust in the unit, the integrity of PharmSci programs, as well as jeopardize the reputation of the Faculty of Pharmaceutical Sciences and the University, thereby affecting the ability to successfully recruit and retain students.

Supervision Received

The Associate Dean, Graduate and Postdoctoral Studies will provide overall supervision to the incumbent. The incumbent is expected to work independently, exercising discretionary judgement, and tact. The position is subject to annual performance reviews.

Supervision Given

The Graduate and Postdoctoral Academic Advisor may be asked to supervise student employees and volunteers, where applicable, and will be responsible for projects that are carried out by those individuals.

Minimum Qualifications

• 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. A post-graduate degree in a relevant discipline preferred. Minimum of three to four years of related experience or the equivalent combination of education and experience. Experience in a UBC MSc/PhD program is an asset. Exceptional interpersonal skills with the ability to interact effectively with a diversity of people (from students to professionals). Good decision-making abilities - able to make thoughtful, informed, and thoroughly researched decisions. Ability to handle confidential and sensitive matters with tact and discretion. Ability to communicate effectively verbally and in writing. Ability to manage multiple tasks and changing priorities. Excellent organizational, time management, administrative and event planning skills. Ability to work independently (with initiative) and in a team environment is required. Ability to manage the complexity inherent in a multi-faceted and student-centered work environment.

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