Program Manager

Overview:
The Program Manager (PM) reports to the Associate Director, Academics and Student Affairs to support and manage the administration of the optometry professional program in the School of Optometry and Vision Science, and to the Administrative Officer for staff supervision and human resources related requirements. Significant aspects of this position include coordination with central university administration (e.g. registrar’s office), course, lab and clinic scheduling of the degree program, developing and maintaining administrative processes, recruitment and management of external laboratory supervisors and sessional instructors, and curriculum review and deployment.

**Responsibilities**:
Provides senior level administrative support to the Doctor of Optometry (OD) program
- Provides administrative support to the Undergraduate Studies Committee including; preparing meeting agendas, recording minutes, and monitoring the implementation of all decisions
- Provides administrative support to the Curriculum Committee including; preparing meeting agendas, recording minutes, continuous quality improvement for OD program and Advanced Standing Optometry Pre-professional program (ASOPP), and monitoring the implementation of all decisions
- Coordinates and monitors the submission of OD course grades in accordance with University deadlines
- Updates and provides OD program statistical data for reporting agencies, Accreditation Council on Optometric Education (ACOE) annual reporting and academic accreditation as required
- Provides instruction and advice as an Academic Advisor to Optometry students regarding their individual programs, degree requirements and strategies for completion of requirements when progression issues arise
- Responsible for the academic progression reports and approval of eligibility for graduation for the OD program
- Updates the Academic Advisement templates for the OD program in the Graduation Advisement Reports. Works closely with the Records team to implement the changes required
- Responsible for all final exam administration including printing, secure storage of exams, the assignment of proctors, monitoring students missing exams and scheduling re-assessments in coordination with faculty
- Maintains and manages all undergraduate student records and monitors student progress
- Administers the absence request policy. Monitors submission of requests, ensures instructor have responded to determine if requests can be accommodated and what the accommodation is; seeks feedback from the Undergraduate Studies Committee meeting and ensures responses are sent to the student and instructors regarding the student’s absence request
- Oversees ASOPP program administration including scheduling, assessments, and continuous improvement

Schedule Management
- Independently develops the school schedule for OD courses and teaching lab schedules for ADA approval. This involves accommodating requests with the Faculty following strict procedures and guidelines as dictated by the Associate Registrar for Student Records and Systems, the Assistant Registrar responsible for Optometry and the University Scheduling Officer
- Utilize scheduling software to optimize academic and clinic scheduling
- Prepares workload assignments for each term of the academic year for every faculty member for review and approval by ADA
- Prepares all the information (e.g. student ID’s for each block as well as creating course blocks for each year) required for block enrolment process to the Registrar’s Office
- Responsible for coordinating activity with Administrative Council and submitting yearly calendar updates for the Registrar’s Office

Human Resources Administration
- Supervision of staff
- Recruitment, review, and leadership of staff direct reports
- Monitor workflow and performance of staff and provides feedback for continuous improvement
- In consultation with the Undergraduate and Graduate Officers, solicit feedback, co-write and deliver staff performance appraisals
- Develop and monitor performance improvement plans
- Provide guidance and act as the Workday liaison between staff members and co-supervisors
- Ensure that policies, procedures and guidelines relating to the supervision of staff (Policy 5, 6, 18 and 36 in particular) are interpreted and implemented correctly
- Provide support and guidance in all dispute resolution scenarios (staff-staff, staff-faculty, staff-students)
- Hiring of teaching assistants, lab supervisors, lab assessors, and sessional instructors; generating letters of engagement and complete all hiring paperwork either through Workday or processing of a Non-Faculty Appointment Form
- Develops and maintains administrative processes to hire, track and remunerate contract staff. Provides end of term reports to ADA and School Director
- Develops and maintains policy and procedure manuals for administration of the OD and ASOPP programs
- Point of contact for faculty and graduate students regar