Program Manager

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview

Reporting to the Administrative Officer, the Program Manager oversees the Psychology program with the collaboration of the Associate Chair Undergraduate, the Associate Chair Graduate, the HRM Director, and the program coordinators. This position coordinates the Psychology programs, supervises, and strategizes to ensure it is a success.

Term: 1 year

Responsibilities

Oversee Psychology Programs

Provides strategic support for the Psychology Undergraduate (UG) program, Human Resources Management (HRM) program, and the Graduate program Serves as back-up advisor and resource to students and faculty on matters pertaining to UG, Grad, and HRM programs Investigates program administrative issues and provides administrative support to the senior departmental administrators Reviews the transfer credit equivalency assessment performed by the HRM Program Coordinator and Academic Advisor to determine the need of consulting with the Associate Chair; Develops and maintains a number of critical processes and departmental administrative structures, including the UG student database, student records, program websites, SharePoint site, and Teams for scheduling midterm exams Updates the UG Academic Advisement Templates for departmental programs Manages departmental activities that promote student success and alumni engagement Financial coordinator for Grad program including scholarship nominations, TA assignments, annual planning to ensure all funding is met. Advise on TA budget needs.

Human Resources Administration

In consultation with the Administrative Officer, the incumbent oversees the recruitment, evaluation, promotion, training, professional development, and retention of 5 support staff Performs annual performance reviews Maintains personnel files for academic staff in accordance with University and Faculty policies Monitors work flow and volume; initiates cross-training as appropriate to balance workload Ensures support staff duties are covered during periods of absence Leads regular program coordinator team meetings

Psychology Program Administration

Assists senior departmental administrators in planning all on-campus and on-line course offerings. Provides recommendations regarding teaching assignments; coordination with the St. Jerome’s Psych teaching plan is essential Provides the program coordinators and senior departmental administrators with enrolment projections and enrolment anomalies Available as the central resource for information on departmental programs providing statistical reporting and general advice for senior departmental administrators and relevant committees Central contact for adjunct lecturers Serves as the department course scheduling representative. Creates the teaching schedule using extensive knowledge regarding enrolment trends, target audiences, degree requirements, instructor needs and departmental commitments to other academic units. Liaise with other academic units to minimized course time conflicts Advises department members regarding proposed changes to departmental undergraduate course offerings and/or programs Serves as the departmental calendar representative and assists the senior departmental administrators to plan and implement changes to degree requirements and course descriptions; communicates/consults with other relevant academic units when necessary regarding the proposed changes

Communication

In consultation with the program coordinators and Administrative Officer creates/updates academic program web pages as required; member of the departmental Website Committee Answers faculty and adjunct lecturers questions regarding University, Faculty, and departmental policies and procedures; teaching needs and teaching assignments Responds to a wide range of enquiries from prospective and current UW students, alumni, campus colleagues, other academic departments, and external government and industry granting agencies

Provide General Administrative support

 Identifies problems in the Psychology program administration and recommends improvements to the senior departmental administrators as appropriate Prepares data and statistical reports as required for the senior departmental administrators drawing on departmental, Faculty, and institutional data Has signing authority to assist grad and undergrad program coordinators with routine student forms (., plan modifications, course override forms, WLU cross registrations, admissions, coop sequence changes, course approvals for exchange programs, transfer credits, ; and UG nominations; final selections for convocation awards; and scholarships; Directs complex and non-routine matters to the Associate Chairs, or to specific instructors as appropriate Jointly represents the department at events and activities for / about current and future students Coordinates and participates in the planning and execution of department events Assists the Administrative Officer as required

Student Finances

Prepare annual Teaching Assistant budget and scholarship needs based on estimated new students and continuing students within program which normally requires approximately 180+ assignments each year. The process involves determining the funding levels of each student (., externally funded), while honouring financial commitment as set out in offer Forecasting and projecting numbers of graduate students with external funding along with the numbers of undergraduate students enrolled in u/g courses has to be taken into account when preparing TA budget Assign Teaching Assistantships each term; submit payroll information to HR; serve as TA Administrator, being the first point of contact if conflicts or other issues arise and taking further action when appropriate; oversee the conduct of end-of-term TA evaluations Administer and maintain budgets for Graduate Scholarships Process GRA and GRS payments

Qualifications

Undergraduate degree or equivalent combination of education and experience Administrative experience in an academic environment; with undergraduate student academic advising preferred Must demonstrate significant management and leadership skills Supervisory experience Demonstrated experience implementing academic strategies and plans in administrative capacity Competencies will include strategic and creative thinking, people management, interpersonal, organizational and communication skills. Tact, judgment & diplomacy, multi-tasking, concurrent task and problem management, ability to forecast, assess, analyze and resolve issues are essential Intermediate proficiency with database management, statistical analysis and student information systems. Experience with Quest, Teams preferred. Strong leadership and staff management skills Demonstrated ability to interpret policies and regulations Strong written communications skills Ability to successfully collaborate with a variety of diverse professionals and students Adept at managing change, motivating others, and inspiring a culture of engagement Excellent planning, logistical and organizational skills Self-motivated, takes initiative with a proactive approach to problem-solving

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