Manager, Graduate & Postdoctoral Studies

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Student Management, Level B

Job Title
Manager, Graduate & Postdoctoral Studies

Department
Associate Dean Graduate & Postdoctoral Studies Portfolio | Faculty of Land and Food Systems

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 25, 2024

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

Job End Date

Please include cover letter.

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 & Postdoctoral Studies (G&PS) in the Faculty of Land and Food Systems is responsible for providing leadership and strategic direction for the graduate program unit, including development, implementation and assessment of policies, processes and systems designed to attract applicants and yield high-calibre graduate students. In addition, the Manager G&PS is responsible for overseeing comprehensive advisory services, admissions (approximately 1000 applications annually) and annual award competitions for an extensive number of graduate-level programs (6 MSc, 6 PhD, 4 professional Master’s programs and 1 graduate certificate program).  Devises and implements new strategies, procedures and approaches for managing and tracking graduate student progress and ensuring faculty compliance with minimum funding levels for research-based graduate students.

The Manager, G&PS formulates and implements plans to support the graduate and postdoctoral programs, including strategic planning, program evaluation, communication to internal and

external stakeholders, and student/fellow support activities such as orientation, professional development, and leadership initiatives for graduate students and postdoctoral fellows.  The Manager, G&PS is responsible for developing, overseeing and reconciling budgets for the G&PS Office, LFS Graduate Student Council, and LFS Scholar Seminar Series.

The Manager represents the G&PS Office on university-level projects and committees, as well as serves as a back-up for the Associate Dean, Graduate & Postdoctoral Studies as required.
Organizational Status
Reports to the Associate Dean, Graduate Programs & Research. Participates as a member on Graduate Advisor committees. Works with faculty, staff, graduate advisors and students in the Faculty. Serves as key liaison between faculty, staff, and students and the Faculty of Graduate Studies and the VP Research Office, ORS and granting agencies. Supervises and trains support staff, temporary staff and student assistants.
Work Performed

• Provides leadership and strategic direction for the continuing development, delivery and expansion of a portfolio of graduate programs.
• Participates in the strategic planning and evaluation of the graduate and postdoctoral programs by evaluating and making strategic recommendations for areas of potential improvement and growth; develops programs, policies and initiatives to support the strategic direction of the G&PS portfolio;
• Develops and implements innovative long-term strategies to recruit and retain high quality graduate students for both professional and thesis-based graduate programs, working closely with faculty members and the Associate Dean;
• Develops marketing strategies which includes assessing web content, reviewing recruitment; brochures and designing various marketing and promotional materials.
• Manages special projects as assigned by the Associate Dean, G&PS or at own initiative to accommodate for shifting priorities and objectives;
• Provides advice to faculty members and the Associate Dean, Graduate and Postdoctoral Studies in the development of new professional master’s programs and determining logistics such as criteria, curriculum and target enrolment numbers.
• Provides oversight and management of the graduate internal awards and scholarships (e.g. endowed LFS major and minor awards/scholarships totalling approximately $650,000 annually, 4YF, etc.), including managing the competition and adjudication, monitoring award funds, and liaising with DAE staff;
• Works with the Assistant Dean of Development and Associate Dean of Graduate & Postdoctoral Studies with the stewardship of gifts designed to support graduate students, including development of eligibility criteria and competition guidelines for new internal awards and fellowships.
• Calculates and assigns annual GSI allocations to programs.Assigns awards, monitors spending.
• Develops strategies to support the research activities and conference presentations of the LFS research-based graduate students funded through the LFS Graduate Student Travel Award (a $1.6 million dollar endowment).
• Prepares and monitors expenditures of the G&PS annual budget, the Graduate Student Council annual budget and the LFS Scholar Seminar Series budget. 
• Approves and recommends expenditures for the various internal activities of the Graduate Program unit.
• Develops and reviews the on/offboarding program and other initiatives for incoming and outgoing graduate students and postdoctoral fellows to ensure continued grad student and postdoctoral fellow engagement and success.
• Resolves complex issues concerning graduate student’s progression and wellbeing identified at their annual check-in with the Graduate Admission & Administrative Coordinator.
• Advises program directors and research supervisors regarding consistent and appropriate application of program policies and procedures, and provides guidance related to student academic progress, timeline to completion issues and other grievances.
• Liaises with the Faculty of Graduate Studies on complex and sensitive student matters (both of a personal and academic nature) that are affecting a student's performance in their program. Makes and receives recommendations for resolution.
• Develops, implements and evaluates the Faculty’s graduate student development programs to support graduate students and postdoctoral fellows to meet their career development needs and personal wellbeing including conducting needs assessments through identifying the professional development gaps, facilitating workshops and seminars designed around the themes of academic support and career development and seeks strategic internal and external partnerships in program delivery;
• Advises and supports the Graduate Student Council in the design, delivery and evaluation of student-led programming (e.g. student networking events, three-minute thesis competitions, student organized conferences, etc..);
• Manages complex graduate course scheduling (including cross-listed courses with multiple Faculties/Departments, graduate and undergraduate), liaising with course instructors and problem-solving conflicts. Works with program directors to determine appropriate course offerings, lab sections, room allocations and course restrictions and schedules all graduate-level courses.
• Develops new policies and procedures related to graduate studies, identifies potential issues and implements correctional measures in order to streamline processes and increase efficiencies;
• Acts as a key resources person for graduate students and faculty members in interpreting and communicating Faculty of Graduate and Postdoctoral Studies’ policies and procedures;
• Represents the Faculty, its graduate programs, its graduate students and post-doctoral fellows effectively to academic and administrative units across the campus. 
• Manages the operational unit to ensure effective service to students and achievement of department and institutional objectives. Responsible for hiring, training, mentoring, disciplining, and annual review of staff.
• Regularly reviews the organizational structure for the unit; makes recommendations for new staffing, develops job descriptions.
• Coaches, mentors and develops staff members to provide opportunities for career growth and development.
• Creates, analyzes and interprets reports from various relational databases.
• Creates Qualtrics surveys and interprets results.
• Performs other duties as required.

Consequence of Error/Judgement
The ability of the LFS Graduate & Postdoctoral Studies office to provide a comprehensive and high level of service is critical to recruiting, retaining and graduating excellent graduate students, supporting postdoctoral research fellows and building strong research and professional programs. The recommendations and decisions made by the Manager will significantly impact the delivery of these services, which in turn can affect the quality of graduate students' university experiences and academic progress. The quality of program operations affects the reputation of the Faculty and the University.
Supervision Received
Under the supervision of the Associate Dean, G&PS, the Manager, G&PS works with considerable autonomy.  Work is reviewed in terms of achievement of specific goals and objectives determined in consultation with the Associate Dean, Graduate and Postdoctoral Studies in the Faculty of Land and Food Systems. Interacts and consults with members in the Faculty of Land and Food Systems, Faculty of Graduate and Postdoctoral Studies, Enrollment Services, Development, and other academic and administrative units on campus.  Works closely with outside agencies to provide guidance and expertise with respect to awards and scholarships (CDC, Ag Canada, etc.).
Supervision Given
Supervises, trains, and mentors Graduate Admission & Administrative Coordinator and Program Assistant positions.  Performs annual performance reviews.  Responsible for recruitment and hiring.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience, or an 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

Preferred background in graduate student administration and advising.

• Documented ability to handle multiple, concurrent and complex tasks.
• Ability to learn and respond quickly to situations that arise on a day-to-day basis.
• Demonstrable advanced skills in oral and written communications. Excellent interpersonal skills are a must.
• Ability to delegate, supervise and direct other staff.
• Demonstrated ability to work under pressure, resolve problems, take initiative, exercise good judgement, establish and meet deadlines.
• Ability to identify potential problem areas, anticipate the need for information and develop and implement effective solutions.
• A genuine interest in graduate student development and research in the Faculty of Land and Food Systems is preferred.
• Ability to represent the Faculty, its research programs, its graduate students and post-doctoral fellows effectively to academic and administrative units across campus, in addition to external agencies. Sensitivity to and appreciation of cultural, political, and geographical differences, with ability to work professionally and in a tactful manner with faculty, staff, and students from around the world.
• Proficiency in computer skills including spreadsheets, word processing software and databases. Familiarity with the university's student information and admissions systems.
• Some overtime can be expected during busy periods. Ability to work flexibly is expected.
• Minimum of five to six years of related experience or the equivalent.