City : Waterloo, ON

Category : Permanent

Industry : Education

Employer : University of Waterloo

The Manager, Academic Services and Engagement (Manager) administers Mechanical & Mechatronics Engineering’s (MME) undergraduate programs and directs the operation of the undergraduate studies
program office. In this key leadership role, the Manager directly supports students’ academic success and plays a strategic role in developing a new kind of student experience. The Manager also supports teaching
operations and upholds MME’s academic requirements for program accreditation. Additionally, the Manager works with the Associate Chair, Undergraduate Studies and the Director of Mechatronics on creating strategic plans and executing these initiatives. This important role directly impacts a major portion of departmental operating revenue.

Program Management and Accreditation

• Manages administration of two distinct engineering programs, Mechanical and two collaborative programs Mechatronics and Biomedical Engineering;
• Directs daily operational activities related to student services, including human resources, space requirements and information technology;
• Organizes distinct curriculums for separate programs and various cohorts, makes recommendations on curriculum changes;
• Analyzes and reports program enrollment trends, student satisfaction and performance;
• Collaborates on academic program development and design e.g. new majors, cohort streams;
• Forecasts enrollment for undergraduate courses;
• Oversees timetabling for graduate and undergraduate courses, ensuring availability to meet program requirements;
• Enforces academic regulations, policies and processes, and acts as a key resource for faculty members on undergraduate curriculum, procedures, and policy;
• Provides statistical information and reports relating to admissions, enrollment, student progression, etc., background information and special project support to the Associate Chair, Undergraduate Studies and Director of Mechatronics;
• Analyzes program and teaching records to inform teaching assignment decisions;
• Ensures the Undergraduate Calendar is up to date and reflects academic standards/requirements and procedures;
• Oversees administrative support of the outcomes-based assessments and quality assurance as required by the Canadian Engineering Accreditation Board

Management of Student Advising

• Oversees an advising team that offers support to approx. 2,000 students throughout the life of their degree program;
• Acts as a resource to advisors and students on a variety of issues relating to students and academic programs, including the interpretation of university, faculty and departmental policies, as well as relevant non-academic matters;
• Provides guidance and/or solutions to problems beyond scope and authority of advisors;
• Identifies students in crisis (academic or personal) and advises on available academic options to help manage workload and personal support services as required;
• Follows up on high-risk cases and communicates any concerns to the pertinent unit;
• Facilitates appropriate resolution of disputes between faculty and students;
• Manages exceptional advising cases, petitions, academic honesty, appeal, accommodations or grade reappraisals;
• Reviews academic standing decisions and degree audits;
• Member of various undergraduate studies committees and working groups

Student Engagement, Communications and Outreach

• Coordinates student communications to enhance student engagement;
• Drafts resource materials and ensures student focused pages on the MME website are pertinent and up-to-date;
• Oversees the organization of recurring departmental events for students, including orientation,
• engagement, recognition and graduation;
• Works in collaboration with the Wellness Coordinator to organize other student-focused wellness events;
• Works in collaboration with student groups to facilitate special events or initiatives that require department support;
• Leads efforts to build and maintain productive working relationships between MME and student representatives and societies

Human Resource Management

• Oversees the recruitment, training, professional development, evaluation, and retention of 4 support staff;
• Establishes priorities and work schedules for staff members, conducts workload assessments, and
• ensures appropriate and effective staffing for ongoing delivery of services;
• Provides support in dealing with staff development, cross training, concerns/issues and manage performance concerns.

Financial and Scholarship Administration

• Budget planning and monitoring;
• Coordinates undergraduate scholarship applications including NSERC Undergraduate Student
• Research Awards, Undergraduate Research Assistant, Undergraduate Research Internships;
• Coordinates selection process of various awards;
• Works in collaboration with the Financial Officer to ensure expenses are eligible and meet policy;

Strategic Planning

• Collaborates on strategic plans, initiatives and projects that align with MME academic objectives;
• Develops and implements strategies to increase retention, academic success and engagement;
• Monitors and reports on strategic plans and initiatives;
• Proposes, develops and evaluates effectiveness of services, and makes recommendations for
  operational improvements;
• Develops best practices and operational efficiencies to enhance overall service delivery

Other

• Oversees MME classrooms and study room physical resources;
• Member of administrative leadership team providing advice, planning and issue resolution;
• Other duties as assigned by the Associate Chair or Administrative Officer.

• Bachelor’s degree with postgraduate credentials an asset
• 3+ years’ experience in the administration of academic programs or student services
• 3 + year’s supervisory experience
• Demonstrated experience implementing academic strategies and plans in administrative capacity
• Intermediate proficiency with database management, statistical analysis and student information
• systems. Experience with Quest and Infosilem preferred.
• Demonstrated skills in providing outstanding student services and promoting student success
• Strong leadership and staff management skills
• Demonstrated ability to interpret policies and regulations
• Strong communications skills, including discretion, judgement and diplomacy
• Strong written communications skills including report writing, analysis, interpretation, evaluation
• 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
• Excellent technical skills including database management and statistical analysis
• Self-motivated, takes initiative with a proactive approach to problem-solving

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca  or 519-888-4567, ext. 45935.