Manager, Graduate Student Services

2 months ago

Calgary, Canada The University of Calgary Full time

**Description**

The **Graduate Science Centre** in the **Faculty of Science** is currently seeking a Full-time Regular **Manager.**

Reporting to the Manager, Graduate Science Experience, the Manager, Graduate Student Services works 35 hours per week and is a part of Management and Professional Staff (MaPS).

The Manager will develop and operationalize a developmental graduate student support service delivery model that prioritizes a holistic approach to student support. They will strategically support the full graduate science student experience from recruitment through to graduation. They will establish service levels, assess the effectiveness of student services, determine priorities, and address any deficiencies by making improvements. This position will be directly involved in resolving escalated student conflicts, advising on complex matters, making referrals to other advising units on campus and will support student communication and engagement. This position will be primarily on campus and require the ability to manage multiple deadlines and a high volume of work. The demands of this position have a direct correlation to the high volume of work, frequently shifting priorities, multiple project deadlines, and high standard of accountability that exist in this environment.

Working directly with the Human Resources Services team for the Faculty of Science, 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 policy making 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 GSC. 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 nine support staff will report to the Manager.

**Summary of Key Responsibilities** (job functions include but are not limited to):
**Leadership**
- Full managerial discretion for direct reports, including recruitment, performance management, training and discipline up to and including termination.
- Responsible for leading the staff and workload coordination of the Graduate Program Administrators team [Academic (6) and Professional (2)] and Senior Graduate Specialist (1).
- Ensure that effective operations and a high level of quality assurance are always maintained, so that students consistently receive professional and fair treatment.
- Exercising sound judgment and making decisions which directly impact the programs, services and operational effectiveness of the Office, initiating and leading projects aimed at improving overall student experience.
- Schedule and support tasks within the team to ensure timely support of graduate student needs.
- Initiate, develop and implement changes to internal processes and procedures to streamline and centralize processes and procedures related to the graduate student program management, system, and inclusive student services enhancements.
- Support and advise Manager, Graduate Science Experience on implementation of strategic initiatives.
- Gather, analyze, and report on student metrics on a semester basis, including developing strategies to proactively identify gaps in student success.
- Understand and represent the position and priorities of student service to others in the Faculty of Science and across campus.
- Participate as a contributing member on several Faculty of Science committees and university-wide committees.

**Student Administrative Support and Communications**
- Gather, analyze, and report on relevant statistical information to improve the student services.
- Review policies, procedures and processes regularly to ensure efficiency.
- Provide support on complex advising matters, escalated issues, and system troubleshooting
- Working collaboratively with the Senior Graduate Specialist support calendar changes through the governance process and submitting all documentation and summaries in the appropriate format.
- Ensure that students are monitored at all stages of their programs and for professional programs moving smoothly through the program ladders.
- Ensure that students are monitored at all stages of their programs: admissions, registration, program changes, supervision, examination, and convocation; and that appropriate parties are notified if a student file fails to meet Faculty of Science/Faculty of Graduate Studies regulations.
- Manage student communications from admission through to graduation including newsletters, webpages, and faculty marketing materials.
- Work with the FGS and Science communications teams to oversee and coordinate the maintenance, accuracy, and consistency of information on the departmental and Faculty websites and in pub

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