CS Graduate Programs Manager

Job Responsibility: Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Student Management, Level A Job Title CS Graduate Programs Manager Department Administrative Management | Department of Computer Science | Faculty of Science Compensation Range $5,365.42 - $7,709.92 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 May 9, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date 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 CS Graduate Program Manager provides management, leadership and overall strategic planning and policy development and advice to the Department of Computer Science's graduate program. The Program Manager works closely and consults with the Associate Head, Graduate Affairs (AH-GA) and the department's academic leadership. The Program Manager plays a leadership role in the design, delivery and evaluation of the department's graduate program and service to graduate students, who are enrolled in one of the three graduate programs, a research-based MSc, PhD and PhD track programs (over 2000 applications per year and upwards of 200 seats available). The Program Manager makes strategic recommendations on the establishment of policies, procedures and admission standards. The Program Manager manages all aspects of the graduate degree program including recruiting, admissions, academic and student services, academic policies, graduation approval, disciplinary incidents, program scheduling, completely independent from other central program offices at UBC. The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evening or weekends. Organizational Status Reports to the Director, Finance & Administration, works closely with the AH-GA and partners with other areas on campus, including, but not limited to Enrolment Services, Scheduling Services, Classroom Services, Science Advising, Faculty of Science, Faculty of Applied Science, Faculty of Arts and Sauder School of Business. Work Performed

• This position works closely with the AH-GA and provides leadership on the development and growth of the CS Graduate Program. In collaboration with the AH-GA, the Program Manager will develop new strategic initiatives to recruit and engage students into the program; develops, designs and implements long range plans for the continued success of the CS Graduate Program.
• Responsible for development and implementation of new programs and initiatives related to student recruitment, marketing, services, determining content and alignment with long term goals. These programs may include workshops and town halls (6 per year), as well as various events (orientation day, Visit Day, admission information sessions, Grad Social events, etc.). Responsible for the effectiveness of recruitment activities, assessment and strategic recommendations for improvement.
• Plans and ensures the smooth delivery of welcome events, orientations, and town halls for prospective and current students, oversees the execution and coordination of all event logistics.
• Develops and implements the promotional strategy for these events, including creating promotional materials, managing marketing efforts and overseeing the event communications.
• Manages the operations, as well as staff and student workers supporting the graduate program, to ensure effective service to students and achievement of departmental and institutional objectives; directly responsible for the full scope of managing work and employees, and including hiring, supervision, performance management including appraisals, discipline and termination.
• Manages and oversees the operational budget for the Graduate programs, preparing and monitoring quarterly financial reports, assessing financial performance, and ensuring alignment with financial projections.
• Works closely with the AH-GA to lead the development and implementation of strategies that optimize graduate student award and scholarship opportunities, including identifying new funding sources, enhancing application success rates, and using comparative data to inform strategic decisions.
• Identifies when current University and Faculty policy or program guidelines do not address the underlying issues for students beyond individual exceptions. Resolves the issues by developing and maintaining relationships or partnerships and facilitates communication with other departments, faculties and the Dean's office to implement changes.
• Evaluates academic and non-academic policies, makes recommendations for change, may include alternate policy and may include university wide buy-in and implementation.
• Evaluates existing CS Grad Program academic and non-academic guidelines, proactively engaging with stakeholders to gather input, facilitate discussions, and integrate diverse perspectives into departmental guidelines development and implementation. Makes recommendations for interpretation and ensure appropriate faculty stakeholder input is incorporated.
• Has the autonomy to adjudicate student appeals and resolve complex cases at the department level. Exercises professional judgment in assessing circumstances that require special consideration.
• Holistic evaluation of graduate applications based on academic and non-academic factors and makes the decision regarding admissibility.
• Adjudicates complex academic appeals and misconduct cases, provides appropriate advice, action and follow up. Advises students about more involved career planning and provide referrals to other units and resources. Encourage students to express difficulties and create a welcoming environment. A wide latitude of decision making is required in this role. Designs and delivers professional development initiatives for graduate students, including workshops on research skills, career development, and other tailored training programs to support academic and professional success.
• Oversees course section seat size, manage stakeholder needs and releases more sections as needed. Makes decisions on behalf of the AH-GA with considerable latitude.
• Identifies and recommends appropriate technologies for streamlining activities of the Graduate Program to optimize resource use and enhance student experience. Participate in ongoing development of university student information systems and services. Lead the transition from legacy system. Key stakeholder in implementation of new UBC wide systems and acts as departmental Subject Matter Expert.
• Identifies students in crisis, either personal or academic, and advises on available academic options, personal support services on campus and possible support contacts within the department.
• Other duties related to the scope and classification of the position.

Consequence of Error/Judgement This position interacts directly with graduate students, faculty members and staff on issues concerning admissions, registration, evaluation and graduation. The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Associate Head, Graduate Affairs, Director, Finance & Administration, and/or the Department Co-Heads. Errors in performance of the above-related duties, breaches of confidentiality, or ill-mannered behaviour directly affect the reputation of the Department of Computer Science. This position has critical decision-making responsibilities for the department's graduate program. Incorrect or inappropriate decisions may jeopardize graduate students' academic programs and their ability to graduate or acquire funding for their studies, and may affect the credibility of the department and University. Supervision Received Works independently under broad direction. Reports directly to the Director, Finance and Administration and works closely with the AH-GA. Supervision Given Directly responsible for the full scope of managing work and employees (including hiring, supervision, performance management including appraisals, discipline and termination) This includes a CUPE 2950 - Grad Student Support employee and student workers. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of one to two 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

• Post-secondary education or training in student services, student affairs, or a related field is an asset.
• Experience working with graduate students preferred.
• In-depth knowledge of UBC Faculty of Graduate Studies admission policies and procedures an asset.
• Exceptional oral and written communications skills.
• Expert time management, organization, work prioritization skills and the ability to consistency meet deadlines.
• Self-motivated, takes initiative and the ability to make decisions independently.
• Must be sensitive, tactful and articulate in dealing with students, staff and faculty in a multi-cultural context.
• Demonstrated ability to multi-task and coordinate numerous projects inherent within a multi-faceted student-centered work environment.
• Effective analytical, problem-solving and decision-making skills.
• Proven ability to interpret and apply university policies, and provide accurate advice to students, faculty, and staff.
• Ability to work under pressure with a proactive approach to solving problems and envisioning consequences beyond immediate issues.
• Expertise in working both independently and in cross-functional teams.
• Information technology skills are required, including word processing, desktop publishing, spreadsheets, report design, web design technologies, and communications (e.g., Internet and email).
• Experience improving administrative processes through the development and implementation of new methods and procedures.
• Information technology skills are required, including word processing, desktop publishing, spreadsheets, report design, web design technologies, and communications (e.g., Internet and email).
• Proficiency in student information systems (e.g., Workday, eVision, Scientia) and adaptability to new technologies and software platforms.
• Supervisory experience is preferred.
• Familiarity with scholarship and financial aid processes, as well as event coordination, including orientations and workshops.