Manager, Graduate and Postdoctoral Education

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level B

Job Title
Manager, Graduate and Postdoctoral Education

Department
Leadership | Graduate and Postdoctoral Studies Office | Faculty of Medicine

Compensation Range
$6,551.00 - $9,418.83 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
March 19, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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

The Manager, Graduate and Postdoctoral Education, is responsible for the strategic, operational and administrative organization of the Associate Dean, Graduate and Postdoctoral Education (GPE) office within the Office of the Dean, Faculty of Medicine (FoM). Manages priorities and drives a variety of ongoing, annual and one-time

projects and activities to ensure efficiency and efficacy of the office’s initiatives and goals. Conducts research for the Associate Dean, GPE, advising of options and courses of action. Manages mandates of strategic planning, graduate student and postdoctoral affairs working groups/councils, ensuring that mandates are fulfilled in the most efficient and timely manner.

Fosters effective working relationships with the offices of the Vice Deans Research and Education, FoM, the Faculty of Graduate + Postdoctoral Studies (G+PS) and provides information and guidance to staff who work and communicate with the Associate Dean, GPE office. Provides operational leadership to Management & Professional staff and CUPE 2950 staff completing work in support of the GPE office.

Organizational Status
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

The Manager, GPE reports to and takes direction from the Associate Dean, GPE, in the Dean’s Office, UBC Faculty of Medicine. Works closely with the Administrative Directors, Office of the Vice Dean Research and Office of the Vice Dean Education. Communicates and works effectively with G+PS, the FoM REDI office, and other relevant units within the FoM Dean’s office as well as the graduate and postdoctoral program directors in the FoM. Liaises with representatives of external organizations as required.
Work Performed

• Responsible for the overall management of the Associate Dean, Graduate and Postdoctoral Education office; advises and works on long-range planning, strategic initiatives and issues management; works with senior management to carry out strategic goals and initiatives.
• Directly supervises Management and Professional staff and CUPE 2950 staff in the GPE office; oversees workflow and vacation schedules and requests for time off; ensures appropriate coverage for efficient business operations; responsible for recruitment, performance review, and discipline as needed of GPE staff. Resolves discrepancies and mediates conflicts. Recommends policies and procedures for improved office efficiencies and processes.
• Develops and implements new projects annually to align with strategic initiatives of Faculty of Medicine
• Provides strategic and analytical guidance to the Associate Dean, GPE and other stakeholders on special projects and reports; develops and manages  multiple ongoing, annual and one-time projects and activities; reviews projects and activities with the Associate Dean, GPE and manages issues for discussion regarding strategic and operational matters. This includes the conceptualization and implementation of projects, advising of the Associate Dean, GPE at every stage, establishing project and activity timelines, milestones and deliverables, planning budgets and identifying staffing requirements, overseeing project and activity progress, and ensuring timelines are met.
• Develops and manages project workplans; development and execution of identified goals, priorities and objectives.
• Designs, develops and prepares status reports for the stakeholders, and complete follow up on action items in a timely manner; Manages expectations and foster excellent communication in a collaborative environment.
• Develops change management strategies and implementation plans to ensure that project deliverables can be broadly applied and are sustainable over time.
• Plans and implements various changes to mitigate risks and ensure the project stays within budget and timeline
• Independently researches, prioritizes and follows up on multiple issues and concerns identified by the Associate Dean, GPE, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.
• Manages the FoM graduate and postdoctoral award competitions; assesses and revises adjudication criteria as needed; evaluates adjudication processes and determines and executes improvements to the process as needed.
• Develops and manages FoM supervisory approval process for partner-track and clinical faculty members wishing to serve on PhD supervisory committees; continuously works on improving the efficiencies of this approval process in collaboration with graduate programs and G+PS staff.
• Ensures that FoM-centralized policies and procedures and G+PS policies and procedures are communicated and implemented as needed. Assists in drafting new policies and procedures as needs arise
• Facilitates monthly stratetic planning meetings as required; ensures follow up actions are completed.
• Manages and oversees the planning and delivery of major programming and events such as Building the Future and Career Day
• Chairs the Graduate Student Advisory Group and the PDF Advisory Group. These groups are comprised of representatives from all FoM graduate and postdoctoral programs and act as the main advisory group of trainees to the Associate Dean, GPE.
• Manages the FoM GPE website content;
• Provides support to colleagues in the office during absences.
• Performs other duties as required.

Consequence of Error/Judgement
An extensive degree of judgment and initiative is required to ensure accurate and appropriate decision-making in a variety of tasks and responsibilities. Errors in performance of the above-related duties could have a significant impact on the effectiveness, image, and reputation of the FoM both locally and internationally. Incorrect or incomplete information provided to faculty or students regarding educational, research, and funding opportunities could result in a loss of potential funds to these groups. Failure to manage the financial resources for student research awards and events could result in over-expenditure or a loss in funds.
Supervision Received
This position reports to and takes direction from the Associate Dean, GPE and works closely with the Administrative Manager, Office of the Vice Dean Research and the Administrative Director, Office of the Vice Dean Education. This individual works closely with the Office of the Vice Dean, Education and the Office of the Vice Dean, Research. This position works with considerable latitude. Work is reviewed against achievement of project objectives.
Supervision Given
Directly supervises and manages the activities of Management & Professional staff and CUPE 2950 staff in the GPE office.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Project management skills required, including track record in program development and implementation, research and student management, in particular, management of postdoctoral fellow programs.
• Excellent and effective interpersonal, public speaking, leadership, oral and written communication skills.
• Ability to prioritize tasks and work effectively to meet deadlines. Able to work under pressure, and with fast paced, high volume and critical deadlines.
• Ability to mentor and coach staff, establish standards and goals, evaluate performance, provide feedback and take corrective action.
• Demonstrated ability to work within a hybrid team environment and to consistently foster collaboration and respect among team members by addressing elements of the group process that impede, or could impede, the group from reaching its goals.
• Proven problem-solving, critical thinking and judgment skills.
• Ability to maintain accuracy and attention to detail.
• Proven ability to adapt to and work effectively in a multi-tasked environment.
• Ability to facilitate dialogue between diverse stakeholders.
• Excellent knowledge and application of MS office software, database programs and platforms (Airtable, Qualtrics, etc.) and internet applications and tools.
• Ability to exercise a high level of diplomacy, tact, and discretion when working with information of a confidential and/or sensitive nature and in dealing with various levels of senior administration and external agencies.
• Sensitivity to cultural norms in international settings.
• Demonstrated ability to work unsupervised and at the highest level of independence.
• Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.