Graduate Program Manager

The Kinesiology Graduate Program Manager (Manager) provides executive leadership for all graduate programs in the Department of Kinesiology and Health Sciences (KHS) and is responsible for the smooth and efficient operation of the graduate programs in a manner consistent with the department’s goals and objectives. The scope of the position encompasses operational leadership and program management, oversight of graduate academic counselling and advising, graduate calendar changes, scholarships and funding, student communications and marketing and acts as the primary point of contact for prospective and current graduate students during their tenure in KHS at the University of Waterloo. This position reports to the Administrative Officer and is also accountable to the Associate Chair Graduate Studies (AC Grad) providing strategic leadership to enable successful day to day operation of KHS graduate programs.

This position is the lead staff member in the KHS graduate studies office and ensures the consistency and continuity of service as academic leadership changes every 3-5 years. The Manager will serve as the communication and record keeping center for all KHS graduate program operations. The incumbent is expected to develop, implement, and maintain processes relating to graduate academic policies and procedures. The incumbent will act as a resource on policy and procedures for other KHS team members and take a leadership role in the implementation of new policies and adherence to existing policies as they pertain to graduate studies.

Responsibilities

Graduate Program Planning and Administration

• Provide strategic council and direction to the AC Grad to ensure full operation of the KHS Graduate program in compliance with University of Waterloo policies and procedures
• In conjunction with the Associate Chair Graduate Studies, co-ordinates, and compiles information to plan and implement changes to related program requirements and course descriptions for the University of Waterloo Graduate Course Calendar
• Supervise the Graduate Program Assistant, assigning tasks that will ensure all the necessary support for successful delivery of all KHS graduate activities and that University policies and procedures are followed
• Active member of the KHS Graduate Program Committee. Act as a consultant and resource for this committee, and the department at large, providing strong leadership and knowledgeable guidance to formulate current and future agenda items with the goal of optimizing the effective delivery of the KHS Graduate programs and facilitating the implementation of new programs and processes that are compliant with UW policies and procedures. Ensure notes and meeting minutes are maintained
• Active member of the Faculty of Health Graduate Committee (Assoc. Dean Grad, other Faculty of Health AC Grad, Department Grad coordinators), responsible for review, implementation, and optimization of the business practices as they relate to all graduate programs in KHS (and Health) including initiatives focused on recruitment, outreach, engagement, and retention of students
• Available as the central resource for a wide range of KHS graduate information, providing statistical reporting and general advice for senior department administrators and relevant committees
• Responsible for ensuring accurate content of introductory sections and program(s) section of the KHS chapter of the UW Graduate calendar. Coordinate the departmental content for the submission to the Faculty of Health and Graduate and Postdoctoral Affairs office (GSPA) as appropriate
• Prepare reports as needed to Faculty Graduate Studies of all program/plan/course additions/deletions and changes, including rationales
• Responsible for ensuring the KHS Graduate webpages are up to date and accurately reflect all activities of this program for recruitment and to help provide valuable information and service for our current graduate students
• Responsible for the maintenance of the KHS Graduate Learn site, utilizing this platform for communication and form/information sharing
• Responsible for the structure and content of the graduate student database which is an essential tool for managing student records effectively as well as provides critical information including, but not limited to, funding, email contacts, academic progression for reporting purposes and long-term planning. With the assistance of Graduate Program Assistant, ensure that information in the database is accurate and current utilizing queries and processes in Quest to extract data for admissions and degree completion reporting
• Responsible for on-going development and evaluation of appropriate procedures for handling applications, admissions, program changes, marks processing and other processes related to graduate students and program activities
• Provide the Administrative Officer with enrolment projections to assist with TA assignment and sessional appointment plans and associated budget planning. Reports enrolment anomalies to the senior departmental administrators
• Coordinate with the KGSA to provide support as necessary for their programs and activities that support many areas of graduate student life in KHS
• Coordinate with the Assistant to the Chair for administrative documents (such as Adjunct appointments and ADDS status), impacting graduate student supervision and progression
• Serve as Graduate program representative as needed on special projects and committees

Advising

• Responsible for ensuring the development and implementation of a robust framework for graduate student advising in collaboration with the Graduate program assistant and the AC Grad
• Independently provide skillful, confidential advising to students regarding their individual course and program/plan selection within the context of their educational and career goals during the academic cycle (enrollment, plan modification and academic progression) utilizing both virtual and in-person individual appointments and written communications
• Ensure sensitivity to the needs of a wide client base including undergraduates, international students, mature students, and students registered with the Accessibility Office
• Conducts degree “check lists” for all students nearing graduation. Advises students on degree requirements and strategy for completion of requirements
• “First contact” advising to students in crisis. Direction is provided for those students in a confidential manner (academic concerns or personal matters). Immediate action may be required to connect students with university resources and/or to provide practical assistance
• Advise students regarding graduate policies, course and theses regulations, petition/appeal procedures including how to prepare documents effectively. Conducts degree “check lists” for all students nearing graduation

Admissions

• The incumbent is the Departmental staff liaison in the Graduate admission process between the student, the AC Grad, KHS faculty, Dean of Health office and the GSPA
• Responsible for communication with applicants to verify personal data and academic history
• Responsible for the development and oversite of the application and registration processes, ensuring all parties are meeting deadlines and following applicable procedures
• Responsible for review and evaluation of applications ensuring transcript and minimum admission requirements are met, verifying required certification (such as English language proficiency), and financial support
• Responsible for providing graduate admissions offer recommendations (funding, supervisor, program) and submitting to the GSPA in a timely manner to ensure offers are competitive with other Universities
• Provide council to the AC Grad when recommendations conflict with graduate admissions standards and communicate rationale for unfavorable decisions to the applicant
• Manage the Approved Doctoral Dissertation Supervisors (ADDS) records. This is integral to the accuracy of the Graduate Studies Calendar, Quest security for admissions, electronic approval, and supervisor records processes

Qualifications

• Bachelor’s degree preferably in a Kinesiology or equivalent education and/or work experience
• Demonstrated graduate student program management
• Demonstrated experience mentoring students for success
• Experience in dealing with conflict resolution and the ability to proactively anticipate potential challenges and take the initiative to rectify situations
• Experience with a wide variety of electronic communication platforms including social media
• Ability to work both independently and collaboratively, developing and maintaining effective working relationships
• Excellent interpersonal skills to present as a friendly, professional advocate for the department and its activities
• Proven listening, oral and written communication skills to foster good working relationships with a variety of clients including students, staff and faculty
• Excellent knowledge of KHS, Faculty and University-level policies and regulations for managing the cycle of applications, admissions, academic progression, scholarship and graduation, enrollment projections and all administrative operations related to these processes
• Proven ability to communicate with graduate students, including distressed and academically struggling students and the ability to deal with confidential information
• Superior analytical and problem-solving skills and ability to independently manage multiple priorities in a high-pressure environment with changing deadlines and large volumes
• Working knowledge of Microsoft Office suite, as well as other UW specific programs such as OnBase, Quest and Sharepoint would be a definite asset
• Excellent organizational skills will be required to prioritize multiple duties and requests and facilitate record keeping

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Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

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 Inuit/Inuk, 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.

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