Professional Programs Manager

University of British Columbia · Vancouver · CA$7,158–CA$10,292/month (stated in the posting)

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

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 Description Summary
The Professional Programs Manager is responsible for developing, delivering, evaluating and managing the recruitment, admissions, retention and academic success of students enrolled in the Master of Public Health (MPH) and Occupational and Environmental Health (OEH) programs (hereafter referred to as the professional programs of the Point Grey campus) in the School of Population and Public Health (SPPH). This position is expected to work 65% on the MPH program and 35% on the OEH program.

The Professional Programs Manager develops marketing and recruitment strategies and executes admissions policies, processes and systems designed to attract applicants, yield high-calibre students, and optimize student experience and outcomes for the School’s professional degree programs. These programs are critical to the School’s reputation, resource generation and success. The position is also responsible for managing strategic initiatives across all SPPH programs, including student recruitment and marketing, experiential learning, alumni activities, career development networks, and external relations. The Manager also serves as a resource and liaison to related committees.

Organizational Status
The incumbent interacts with faculty, instructors, staff, students and personnel from public sector organizations, and provides supervision to two Program Coordinators. This requires excellent judgment, diplomacy and highly developed interpersonal skills.

The School of Population and Public Health (SPPH) is part of the Faculty of Medicine at the Vancouver campus of the University of British Columbia. The School offers six graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses, with a total enrolment for the graduate programs of approximately 350 students. In addition to program-based functions, programs managers work collaboratively with other managers and administrative staff in support of the overall education mission of the School.

Work Performed
The Programs Manager works closely with two faculty Program Directors and two Program Coordinators to ensure the success of two SPPH programs that produce highly trained professionals. These programs require meaningful interaction with external organizations to support relevant professional experiential learning and to optimize student success.

In addition, the Manager works closely with the SPPH Senior Education Manager as well as the Associate Director Education to lead, develop and manage strategies that span all SPPH programs. These include student recruitment and marketing, experiential learning opportunities, professional and career development, and relations with alumni and external organizations.

Current Student Support

• Works closely with faculty Program Directors and support staff to develop, deliver and evaluate services and processes to support the student learning experience for SPPH professional programs.
• Maintains consistent communication with students for day-to-day program and university related dates, deadlines and events. Provides one to one advising for MPH and OEH Students.
• Oversees processes to ensure tracking of students with respect to academic progression. Provides advice to students experiencing academic and/or personal difficulties. Reaches out to students to recommend strategies for ensuring success, including referral to other campus units (e.g., Counselling Services, Student Health Services, Access and Diversity). Where necessary, enters reports into the University’s Early Alert System for students.
• Monitors student progress including progress in meeting timelines and other program requirements, leaves of absences, student supervisory issues, and academic appeals as well as ensuring that all graduation requirements have been completed. Investigates and evaluates discrepancies in students’ records (i.e., missing grades, year levels, credit loads, etc.) and authorizes changes where appropriate.
• Prepares annual reports on student progression and placement statistics, employer profiles, local, national and international work for review by Program Directors and Program Advisory Committees.
• Oversees organization of orientation and graduation activities for the MPH and OEH programs.
• At certain times of year, and in collaboration with the Practicum Directors, provides support for the identification and development of work and field experiences to support experiential learning placements required for the two professional programs (i.e., projects, practicum and co-op placements). Creates surveys, analyses and reports on experiential learning opportunities
• Collaborates with Program Directors to engage students in building a culture of belonging and inclusion, including ensuring culturally safe spaces for Indigenous students and partnership with the Faculty of Medicine Office for Respectful Environments, Diversity and Inclusion (REDI).

Future Student Recruitment and Marketing

• Researches, develops and implements strategies to support enrolment goals for the professional programs.
• Develops, writes and oversees the publication and distribution of graduate admissions and advising materials (print and electronic). Provides general oversight and content for the program websites including editorials to highlight student and alumni achievements and contributions.
• Advises prospective students on the following: application procedures, eligibility and program requirements; registration, academic policies, award application deadlines and requirements, and transfer credits.
• Establishes and maintains external relations with companies and organizations to foster relationships with prospective students and future applicants.
• As required, develops, organizes and conducts multi-faceted recruiting events in-person and online. Represents the School at recruiting events on and off-campus. This requires in-depth knowledge of the various local market conditions, academic program offerings, admissions policies and procedures, and program services.
• As required, initiates and completes one-on-one advising sessions and follow-up sessions on the features and benefits of the programs to attract high-calibre applicants and students. This requires thorough knowledge of the competitive marketplace and ability to emphasize the key strengths of UBC SPPH against our competitors nationally and internationally.
• Assesses the effectiveness of recruitment activities and makes strategic recommendations for improvement. Actively participates in the development and implementation of student recruitment plans for any new professional graduate degree programs.

Admissions Management

• Oversees the admissions procedures of the professional programs and ensures outstanding customer service to applicants and the members of the Faculty Admissions Committees. Graduate admission management requires complex assessment of various criteria including academic excellence, supervisory capacity, work experience, funding, and fit.
• Provides expertise, advice and knowledge of University and program-specific policies and procedures to students and faculty. Conducts research into educational systems, grading and credit systems, courses and credentials within Canada and around the world to understand and interpret admissibility and suitability for our programs.
• Oversees and directs support staff to process applications. Problem-solves lost or missing data, identifies situations that may require special adjudication, including international students, unique funding arrangements, students with disabilities etc., assesses eligibility, and prepares candidate materials for review by the Faculty Admissions Committees. Oversees the triage of applications.
• Assesses academic and non-academic factors pertaining to the evaluation and admission of domestic and international applicants. Exercises professional judgment in assessing circumstances that require special consideration.
• Monitors and ensures consistent application of University policies regarding admission assessment of both domestic and international applicants. Is fully informed on all University Senate regulations and policies as they affect admission policy.

Curriculum and Program Development

• Prepares, drafts and presents policy and procedural documents for the effective operation and delivery of professional programs.
• Researches and analyzes multiple data sources to make recommendations to the Program Directors for curriculum reviews and course changes based on student feedback and program goals. Oversees development of documentation for review and approval of relevant changes at SPPH, faculty and UBC levels.
• Prepares an annual summary of Student Experience of Instruction surveys to identify opportunities for recognition and improvement.
• Manages the development of materials for workshops and co-curricular activities including professional development, co-ops and practicums. Uses UBC systems (Canvas, workspace, WordPress site) to facilitate the delivery of non-academic program requirements to enhance student access and engagement as appropriate.
• Collaborates with the SPPH education team to support the course registration process for all professional graduate course offerings.
• Troubleshoots registration and scheduling issues for the MPH and OEH programs and assesses scheduling impacts on student progress and enrolment for upcoming terms.
• Plans and liaises with instructors, internal departments and external organizations, and consults with educators and stakeholders for program-related experiential learning initiatives such as practicums, curriculum and co-curricular activities.
• Contributes to the identification, evaluation and deployment of new educational technologies and on-line pedagogical tools in the professional programs and at SPPH.
• Collaborates with the Senior Education Manager to facilitate any program curriculum or course changes through the SPPH, Faculty of Medicine, Faculty of Graduate Studies and UBC Senate processes.

General Program Duties

• Contributes to program planning; liaising with instructors, internal departments and external organizations; consults with educators and stakeholders; prepares statistics, budgets, summary reports and procedural guidelines.
• Builds effective relationships and facilitates communication with various units within the University (including the Faculty of Graduate and Postdoctoral Studies and Faculty of Medicine) regarding the operation and ongoing development of the professional programs, including the development of new or joint courses.
• Participates fully in processes to ensure optimal functioning of the Education Team, which includes all managers and staff with responsibilities for educational programming. This may include identifying staff training needs, working collaboratively to balance workload across managers and support staff, and other related activities.
• The Professional Programs Manager is also expected to take on special projects, as assigned from time to time by the Senior Education Manager.

Consequence of Error/Judgement

The incumbent exercises considerable judgment and must demonstrate tact and discretion. This position interacts directly with students, faculty, staff, and the academic community on issues concerning student experience and sense of belonging, registration, graduation, academic progress, admissions, awards and funding. The incumbent’s work directly affects the reputation of the School and University. Incorrect or inappropriate decisions may jeopardize students academic progress, the quality of student experience, SPPH funding, as well as reflect negatively on the reputation of the SPPH, academic programs or UBC.

Confidentiality must be maintained at all times. This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received
The Professional Programs Manager has a functional reporting relationship to the Senior Education Manager. The incumbent also works closely with the SPPH Program Directors, Associate Director Education, various SPPH committee chairs, and other senior staff members in the School.

Supervision Given
The Professional Programs Manager provides day to day management and administrative supervision (coordinates training, monitoring and approval of sick and vacation time, tracking of attendance, supporting professional development etc.) to two support staff for the MPH and OEH programs, and for temporary program staff during the Admissions season (December – March).  Coordinates performance evaluation of program staff, in consultation with faculty Program Directors and the Senior Education Manager. This position also supervises four part-time student facilitator roles within the MPH and OEH programs.

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

• Master’s degree in Education, Health Sciences, Health Administration, Health Services, or Communication preferred.
• in post-secondary advising or counselling and administration UBC experience preferred.
• Additional work experience preferences include previous work supporting students to succeed in educational programs; previous work in the area of graduate education, familiarity with UBC internal systems e.g., SISC, FSC, eVision, Canvas, Workday and/or project coordination or management. Supervisory experience required.
• Excellent communication skills including fluent oral and written English.
• Ability to effectively manage multiple projects; to prioritize and work effectively under pressure to meet deadlines.
• Ability to initiate improvements to program operations, policies and procedures. Excellent analytical, problem-solving and decision-making skills.
• Ability to exercise confidentiality, diplomacy and good judgment when interpreting policies and making decisions.
• Ability to interact with diverse people e.g., faculty, staff, students and partners etc. in a calm, courteous, and effective manner.
• Ability to work effectively independently and in a team.
• Ability to effectively use educational software platforms and on-line survey tools.
• Proven ability to use Microsoft Word, Excel, and PowerPoint at an intermediate level; as well as a readiness to master institutional software.
• Ability to effectively recruit, train, supervise, and motivate employees.
• Ability to explain, assign, and monitor work of staff as well as provide constructive feedback.
• Flexibility in schedule with some evening hours required.

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