Graduate Research Program Manager

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Student Management, Level BJob TitleGraduate Research Program ManagerDepartmentGraduate Student Services | Dean's Office | Faculty of ForestryCompensation 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 DateSeptember 1, 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 Graduate Research Program Manager (Manager) is responsible for the development, evaluation, and management of all admission and academic advising services, programs, and projects for the Faculty of Forestry Graduate Research Programs, of which is a large portion of the second largest grad program and one of the most diverse on campus, with 450 students representing over 45 countries The incumbent is responsible for the admissions, academic progression and success, personal development, and retention of our fast-growing graduate student population, including both domestic and international students enrolled in our research-based programs (MSc, MASc, and PhD).

Organizational Status

The Graduate Research Program Manager reports to the Director, Forestry Graduate Student Services. Incumbent works independently, with initiative and considerable autonomy under the supervision of the Director. The position contributes directly to the development of policy and priorities of the unit and to G+PS.

Works closely with faculty (research supervisors) and staff, specifically the marketing and communications team for its recruitment initiatives in the Faculty of Forestry. The incumbent is also a key liaison with the (G+PS), VP Students for the Mastercard Foundation, as well as other central student service offices, and external funding and governmental agencies. A wide latitude of decision-making is required.

Work Performed

1) PROGRAM DEVELOPMENT

• Develop and deliver programs, seminars and workshops for research trainees and faculty on fostering a respectful and productive working environment, leads various professional development opportunities, and tailor programs for the specific needs of Forestry graduate students.
• Identify opportunities for growth, promote adoption of inclusive and accessible pathways, and communicate insights and recommendations to student, faculty (research supervisor) and the senior leadership team.
• Collaborate on student development projects with other campus units such as EIO, G+PS community, VP students office, FNHL

2) ACADEMIC ADVISING & ADMISSIONS

• Manage and execute the entire application and admissions process for research-based programs, including reviewing applications, adjudicating admission, communicating admission decisions and following up on concerns. Writes rationales for exceptions to G+PS.
• Provide leadership in establishing admissions policies and procedures that foster equity, diversity and inclusiveness.
• Direct students to develop a holistic view of academic and career plans in order to balance academic, professional, social and personal demands. When applicable, advise students in the investigation of alternate or additional educational options.
• Provide expert consultation to prospective and current students and faculty members (supervisors) on recruitment, university academic policies, student records, registration, fee assessment, scholarships, and program transitions.
• Oversee all aspects of academic progress, including but not limited to course registration, program milestones, committee meetings and committee member approval, managing defenses for master's students and all aspects of the advancement to candidacy process. Liaises with G+PS for defenses and program completion for PhD students and in all other times necessary.
• Evaluate student requests for academic concession and provide appropriate advice, action and follow-up.
• Investigate complex academic and non-academic misconduct cases, provide guidance on university policies, and manage records of research-based students, including leaves of absence, program extensions, and resolving concerns.
• Develop resources for incoming students to improve readiness for academic success. Collaborates with the Teaching & Learning Support team and departmental contacts to design orientation and preparation activities for all incoming students.
• Manage admission funding, recruitment award applications, and oversees internal awards and scholarships, including competition, adjudication, and fund monitoring in coordination with the Awards Coordinator.

3) RECRUITMENT/OUTREACH

• Develop recruitment strategies of the Forestry grad research program. Collaborate with Faculty Communication and Marketing team to position, brand and market our MSc, MASc & PhD programs.
• Lead recruitment and retention plan/initiatives, including recruitment events, conducting information sessions, developing recruitment materials, develop budgets and collaborate with internal/external stakeholders
• Develop plans for the outreach to attract MSc, MASc & PhD applicants from underrepresented communities and Historically, Persistently or Systemically Marginalized (HPSM) communities, with an initial focus on the Indigenous community
• Design outreach programs to recruit international graduate students from high quality educational programs at top-ranked, globally recognized universities

4) RETENTION & SUPPORT FOR INTERNATIONAL & HPSM STUDENTS

• Develop retention and transition initiatives for international and HPSM students, ensuring that programs are culturally sensitive.
• Establish relationships with internal and external partners in order to promote Indigenous student recruitment efforts across Forestry's multiple discipline and research programs and in a diversity of environments

5) UNIVERSITY SYSTEMS & TECHNOLOGY

• Collaborate in the ongoing application of new University-wide student information systems and services, and contribute to the ongoing development of UBC s e-administration vision as it pertains to advising services in the Faculty of Forestry.
• Identify and implement web technologies and/or applications pertinent to the communication, outreach, and success of graduate students in the Faculty of Forestry.

6) ADMINISTRATION

• In consultation with Director and Associate Dean, develops and revises governance structure in the graduate program, drafts terms of reference, writes policy and procedure, and is responsible for the Graduate Student Handbook.
• Plan and execute Faculty of Forestry Graduate Program events designed to improve the graduate experience and assist students with the cultural and academic transition to UBC. Leads, organizes, and executes annual research student event competitions, including supervising work of colleagues and support staff (e.g., Three Minute Thesis etc.)
• Collaborate in the recruitment, hiring and training of other professional advisors and other staff and co-op students as needed.
• Manage special projects as assigned by the Director and ADG+PS to accommodate shifting priorities and objectives

Consequence of Error/Judgement
This position plays a key role in the recruitment, admissions and administration of one of the largest (approximately 330 research-based students, and 450 graduate students) and most culturally diverse graduate programs at UBC and has a direct impact on its quality and services. Demonstrates a high level or responsibility and autonomy. Decision making requires accurate and expedient expertise, and is based on expert and specialized knowledge of the policies and procedures of the University and in particular the Faculty of Graduate Studies and the Faculty of Forestry. Makes sound decisions regarding non-routine matters.

The incumbent exercises considerable judgment and must demonstrate tact and discretion. Consequence of error is high and incorrect actions or decisions may damage the careers of students and may lead to appeals that could negatively affect the reputation of the program, the Faculty and the University. The incumbent represents first impressions of the Faculty and its graduate programs. Scholarship holders represent an elite client group whose satisfaction impacts the financial viability of the Faculty. Poor decisions on service delivery could adversely impact the Faculty.

Supervision Received

The incumbent is expected to work very independently under general direction. Work is reviewed in terms of soundness of judgment and conformity with policy. The incumbent is expected to be able to take initiative, problem solve, determine course of action and follow through independently, and works closely with direct team members and stake holders. Confers regularly with the Graduate Program Director and the ADG+PS.

Supervision Given
Assists in training of new staff. May manage, orient, train, provide direction and/or supervise student employees. Serves as a back-up for the Director, Graduate Student Services as required.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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

• Preferred background in graduate student admissions and/or administration.
• Thorough knowledge of UBC Graduate programs and requirements for admission to Graduate Programs.
• Knowledge of university admissions processes and procedures and awards.
• Thorough knowledge of academic terminology.
• A high degree of attention to detail and ability to consistently perform complex, multi-faceted tasks with accuracy and efficiency is necessary.
• A demonstrated ability to communicate verbally and in writing with sensitivity, accuracy and professionalism.
• Requires a conscientious individual who is proactive, with excellent judgment and interpersonal skills.
• Must be tactful and articulate in dealing with students, faculty and staff and place a high value on customer service.
• Ability to effectively deal with people who are irate, frustrated, or upset.
• Stellar organizational, time management and work prioritization skills are required, with a high comfort level and ability in working under pressure to consistently meet deadlines.
• Genuine interest in graduate student development and research in the Faculty of Forestry.
• Sensitive to dealing with faculty, students and staff in a multi-cultural context.
• Experience with SISC/Workday, EVision, FSC and Qualtrics systems.
• Advanced proficiency in Word, Excel and Access, and a strong comfort level with adapting to new technologies.
• Proactive attitude in keeping up-to-date with information about other areas of importance to prospective research students including forestry areas of research and faculty supervisors, financial aid, awards, student wellness, Centre for Accessibility, Student Housing, and other university services (e.g. transit pass, extended health plan).
• Knowledgeable about services for international graduate students.
• Ability to exercise utmost tact and discretion, to understand and comply with the Freedom of Information and Protection of Privacy Act and University policy and procedures.
• Expected to be adaptable, work under pressure and manage a high-volume workload.

---