City : Waterloo, ON

Category : Temporary

Industry : Education

Employer : University of Waterloo

Term: 15 months

Electrical and Computer Engineering’s (ECE) is the largest academic department on campus with over 700 graduate students. The Manager, Graduate Studies (Manager) oversees the operation of the graduate studies program office and services that support students throughout the life of their degree program. The Manager advises the Associate Chair, Graduate studies (Associate Chair) and enforces graduate program policy. The Manager plays a key leadership role in supporting students’ academic success and enhances the student experience by building a strong graduate student community. The Manager also promotes ECE’s graduate studies programs and supports recruitment activities.

Program Management and Academic Services 

• Manages administration of nine programs, fourteen areas of research, and seven areas of course based specialization options
• Ensures the Graduate Calendar is up to date and reflects academic standards/requirements
• Collaborates on academic program development and design including new MEng specializations, collaborative programs, etc.
• Acts as resource person regarding policies and procedures governing the graduate programs
• Manages Canadian Graduate Student Research Mobility Agreements
• Oversees Ontario Visiting Graduate Student and International Visiting Graduate Student processes
• Oversees graduate course scheduling and manages graduate exam scheduling
• Participates in assignment of graduate teaching assistantships
• Oversees administrative support of graduate outcomes, based on assessment of the Institutional Quality Assurance Process (IQAP).
• Evaluates effectiveness of services and implements operational improvements
• Develops best practices and operational efficiencies to enhance overall service delivery

Management of Student Advising 

• Manages the daily operations of graduate academic advising.
• Acts as a resource to advisors and students on a variety of issues relating to students and academic programs, as well as relevant non-academic matters
• Interprets university, faculty and departmental policies re academic integrity, academic petitions, grade reappraisals
• Provides guidance and/or solutions to problems beyond scope and authority of advisors
• Manages exceptional advising cases, petitions, academic honesty, appeal, accommodations or grade reappraisals
• Identifies students in crisis (academic or personal) and advises on available academic options to help manage workload
• Works in conjunctions with the Student Wellness Coordinator and refers students to personal support services as required
• Follows up on high-risk cases and communicate any concerns to the pertinent unit
• Facilitates appropriate resolution of disputes between faculty and students
• Provides support to students and faculty dealing with various matters including conflict management, academic issues, student wellness, supervisory engagement etc. 
• Manages Term Activity Reporting and Academic Progression
• Reviews academic standing decisions and degree audits

Human Resources Management 

• Oversees the recruitment, training, professional development, evaluation, and retention of five staff members in disparate positions
• Establishes priorities, assesses workload, and ensures appropriate and effective staffing for ongoing delivery of services
• Manages staff performance to ensure a consistent, high level provision of client service
• Completes staff performance appraisals, manages performance issues, and takes disciplinary action if required
• Provides support in dealing with staff concerns/issues

Student Engagement, Communications and Outreach 

• Manages student focused communications to enhance student engagement and community building
• Manages ECE graduate program web content including ‘How To’ videos
• Manages the Graduate Student Mentorship program each term
• Manages the graduate student communication platform (Discord)
• Manages the ECE Graduate LEARN page
• Manages recurring student events, including orientation, engagement and community building, recognition, graduation, etc. 
• Collaborates with the Wellness Coordinator to organize student wellness events
• Manages the ECE Three Minute Thesis competition as well as the Grad Seminar Series
• Maintains resource materials, e.g., Graduate Handbook, Supervisor Guide, etc. 
• Liaises with ECE Graduate Student Association (ECE GSA) to maintain student engagement
• Liaises with ECE GSA and teams to facilitate student led events or initiatives that require departmental support
• Builds and maintains productive working relationships between ECE and the graduate student community

Financial and Scholarship Administration

• Oversees graduate student funding and an external graduate funding budget (approximately $250,000/year)
• Manages all external award scholarships including Vanier, NSERC Doctoral, NSERC CGS-M, OGS and QEII etc.
• Supervises all internal and entrance award processing including Faculty of Engineering awards, UW Scholarships and endowments and trusts. 
• Manages graduate event budget
• Reviews proposals by ECE GSA and authorizes expenditures within budget

Strategic Enrollment Management 

• Supports recruitment initiatives and events.
• Oversees graduate application, offer and deferral process across three intake terms per year (Fall, Winter and Spring)
• Manages enrolment targets, tracks acceptances of offers and matriculation of student
• Ensures that student financial support is effectively applied to recruit the best students
• Oversees development of departmental systems for graduate admissions and applications
• Administers Graduate Student Exit Survey and key performance indicators to develop retention strategies

Strategic Planning 

• Member of faculty/university graduate studies committees and working groups
• Coordinates activities of and serves as consultant on the ECE graduate studies subcommittee
• Analyzes and interprets student and program data to provide statistics and reports
• Monitors and reports on strategic plans and initiatives
• Provides research support to the Associate Chair in support of ECE’s strategic priorities
• Prepares appraisal briefs for submission to the Ontario Council of Graduate Studies
• Develops and implements strategies to increase retention, academic success and engagement

Other

• Member of ECE senior staff operations committee providing planning, vision and issue resolution
• Other duties as assigned by the Associate Chair of Graduate Studies or Administrative Officer

• Undergraduate degree required
• Combination of equivalent education and/or experience may be considered
• 3 + years’ experience in the administration of academic programs or student services
• 3 + year’s supervisory experience
• Demonstrated experience implementing academic strategies and plans
• Experience with financial management and data collection and analysis
• Intermediate proficiency with database management and student information systems
• Experience with Quest, OnBase, Odyssey, LEARN, and FileMaker an asset
• Strong leadership and staff management skills
• Strong communications skills, including discretion, judgement and diplomacy
• Strong written communications skills including report writing, analysis, interpretation, evaluation
• Excellent planning and organizational skills
• Demonstrated ability to interpret policies and regulations
• Proven ability to work independently with minimal direction and as a team member in a busy and varied environment with deadlines, changing priorities and large volumes of work
• Excellent technical skills including database management and statistical analysis
• Demonstrated skill in providing outstanding student services and promoting student success
• Ability to successfully collaborate with a variety of diverse professionals and students
• Adept at managing change, motivating others, and inspiring a culture of engagement
• 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.