Manager, Graduate Studies

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 15 months**

Electrical and Computer Engineering’s (ECE) is the largest academic department on campus with over 700 graduate students. The Manager, Graduate Studies (Manager) oversees the operation of the graduate studies program office and services that support students throughout the life of their degree program. The Manager advises the Associate Chair, Graduate studies (Associate Chair) and enforces graduate program policy. The Manager plays a key leadership role in supporting students’ academic success and enhances the student experience by building a strong graduate student community. The Manager also promotes ECE’s graduate studies programs and supports recruitment activities.

**Responsibilities**:
Program Management and Academic Services
- Manages administration of nine programs, fourteen areas of research, and seven areas of course based specialization options
- Ensures the Graduate Calendar is up to date and reflects academic standards/requirements
- Collaborates on academic program development and design including new MEng specializations, collaborative programs, etc.
- Acts as resource person regarding policies and procedures governing the graduate programs
- Manages Canadian Graduate Student Research Mobility Agreements
- Oversees Ontario Visiting Graduate Student and International Visiting Graduate Student processes
- Oversees graduate course scheduling and manages graduate exam scheduling
- Participates in assignment of graduate teaching assistantships
- Oversees administrative support of graduate outcomes, based on assessment of the Institutional Quality Assurance Process (IQAP).
- Evaluates effectiveness of services and implements operational improvements
- Develops best practices and operational efficiencies to enhance overall service delivery

Management of Student Advising
- Manages the daily operations of graduate academic advising.
- Acts as a resource to advisors and students on a variety of issues relating to students and academic programs, as well as relevant non-academic matters
- Interprets university, faculty and departmental policies re academic integrity, academic petitions, grade reappraisals
- Provides guidance and/or solutions to problems beyond scope and authority of advisors
- Manages exceptional advising cases, petitions, academic honesty, appeal, accommodations or grade reappraisals
- Identifies students in crisis (academic or personal) and advises on available academic options to help manage workload
- Works in conjunctions with the Student Wellness Coordinator and refers students to personal support services as required
- Follows up on high-risk cases and communicate any concerns to the pertinent unit
- Facilitates appropriate resolution of disputes between faculty and students
- Provides support to students and faculty dealing with various matters including conflict management, academic issues, student wellness, supervisory engagement etc.
- Manages Term Activity Reporting and Academic Progression
- Reviews academic standing decisions and degree audits

Human Resources Management
- Oversees the recruitment, training, professional development, evaluation, and retention of five staff members in disparate positions
- Establishes priorities, assesses workload, and ensures appropriate and effective staffing for ongoing delivery of services
- Manages staff performance to ensure a consistent, high level provision of client service
- Completes staff performance appraisals, manages performance issues, and takes disciplinary action if required
- Provides support in dealing with staff concerns/issues

Student Engagement, Communications and Outreach
- Manages student focused communications to enhance student engagement and community building
- Manages ECE graduate program web content including ‘How To’ videos
- Manages the Graduate Student Mentorship program each term
- Manages the graduate student communication platform (Discord)
- Manages the ECE Graduate LEARN page
- Manages recurring student events, including orientation, engagement and community building, recognition, graduation, etc.
- Collaborates with the Wellness Coordinator to organize student wellness events
- Manages the ECE Three Minute Thesis competition as well as the Grad Seminar Series
- Maintains resource materials, e.g., Graduate Handbook, Supervisor Guide, etc.
- Liaises with ECE Graduate Student Association (ECE GSA) to maintain student engagement
- Liaises with ECE GSA and teams to facilitate student led events or initiatives that require departmental support
- Builds and maintains productive working relationships between ECE and the graduate student community

Financial and Scholarship Administration
- Oversees graduate student funding and an external graduate funding budget (approximately $250,000/year)
- Manages all external award scholarships including Vanier, NSERC Doctoral, NSERC CGS-M, OGS and QEII etc.
- Supervises all internal and entrance award processing including Facul

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