Academic Support Manager

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level B

Job Title

Academic Support Manager

Department

Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$6,747.50 - $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 Date

November 8, 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

Organizational Status
These positions report to the Director, Academic Support and independently communicate and work with the Dean, Associate Deans, Assistant Dean, Associate Director, Manager of Graduate Awards and all other student service staff in the Faculty. They have ongoing contact with Department Heads, Graduate Advisors, Graduate Program Staff and students, as well as with staff from Enrolment Services, Go Global office and UBC IT. Works with the Manager, Human Resources, on HR matters.

Work Performed

Graduate Admissions (25%)
- Investigates, evaluates and validates new/unknown postsecondary institutions and credentials for the purposes of admissibility adjudication. Makes independent determinations of institution and credential quality, equivalencies and accreditation status and provides expert consultation to graduate program staff and faculty and G+PS staff on these matters. Ensures UBC international institution database reflects their determinations.
- Verifies authenticity of applicant-submitted international and domestic transcripts, degree certificates and translations based on professional expertise and, when necessary, additional independent investigation. Provides expert consultation to graduate program staff and faculty and G+PS staff in these matters, Delegates less complex documents to Academic Support Clerks for verification.
- Provides on-demand expert consultation to graduate program staff and faculty on all other aspects of assessing eligibility of applicants for admission to graduate programs, including highly complex assessments of grade point averages and verification/investigation of authenticity of test scores, references and other submitted materials. Delegates less complex inquiries to Academic Support Clerks for evaluation and response.
- Makes final admission decisions on complex files which fall outside of normal admissions policies. Escalates highly unusual cases with recommendations to Director, Assistant Dean or Dean.
- Manages post-hoc quality-assurance audits of admission processes undertaken by graduate programs; evaluates samples of program admissions to identify errors in process or policy interpretation or gaps in knowledge; develops and implements quality-improvement plans when necessary.

Records/Registration/Academic Progress (25%)
- Makes final records decisions on cases that fall outside of normal records and registration policies (includes change of grades, removal of registration blocks, minor financial correction of student fees, transfer of programs, transfer of credits, permission for graduate students to teach courses, leave of absence, extension of maximum time period in which to complete program, withdrawal, and reinstatement). Escalates highly unusual cases with recommendation to the Director, Assistant Dean, Associate Dean or Dean for decision.
- Provides in-depth training to Graduate Program Offices on University policies, effective practices and use of enterprise systems related to records, registration, and academic progress management through one-on-one advising, workshops, and development of online resources and video tutorials.
- Oversees the management and retention schedule of the Faculty s student files, ensuring that files are maintained and stored according to University and Faculty policies and procedures, and destroyed as appropriate on an annual basis. Assigns staff to annual file purging and re-organization tasks.

Management and supervision (25%)
- Manages the efficient processing of admissions and records/registration tasks and other requests for advice and administrative support within the Academic Support unit by evaluating and distributing workload as appropriate amongst Academic Support Clerks, identifying and i