Program Manager

Job Summary

Founded in 1915, the Department of Philosophy at UBC is one of the oldest departments in the Faculty of Arts. With approximately 800 undergraduate students, we offer major, minor and honours degrees in philosophy as well as combined majors in philosophy and economics, philosophy and political science, history and philosophy of science, and cognitive systems. We also offer Masters and PhD programs for those at the graduate level.

The Program Manager leads the delivery of the Department of Philosophy's graduate and undergraduate academic programs and serves as a key resource to the Department Head, Department Administrator, faculty, staff, and students. The position is responsible for admissions, student advising, curriculum and course scheduling, awards and funding, teaching assistantships and other student appointments, student engagement initiatives, and postdoctoral administration. The incumbent interprets and applies University policies and procedures, resolves complex student matters, and ensures the effective delivery of student and academic services that support the Department's teaching and research mission.

The Program Manager provides advice and support to the Department Head and Department Administrator on matters relating to student programs and academic operations. The position supervises the Graduate Program Assistant and Undergraduate Program Assistant, establishes work priorities, provides training and performance feedback, and promotes continuous improvement in service delivery. Working with considerable independence, judgment, discretion, and initiative, the incumbent manages competing priorities, collaborates with faculty and campus partners, and identifies opportunities to enhance the effectiveness and efficiency of departmental programs, systems, and services.

Organizational Status

The Program Manager works independently under the general direction of the Department Head and reports directly to the Department Administrator.

The Program Manager works closely with the Graduate Advisor, Undergraduate Chair, faculty members with student-facing responsibilities, individual faculty members, postdoctoral fellows, undergraduate and graduate students, and departmental staff to support the effective delivery of academic programs and student services.

The Program Manager serves as the primary liaison with Graduate and Postdoctoral Studies, Arts Academic Advising, Enrolment Services, Awards and Financial Aid, International Student Advising, Go Global, Student Development and Services, and other university units.

The Program Manager provides day-to-day direction to CUPE 2950 staff (Graduate Program Assistant and Undergraduate Program Assistant), student employees, Work Learn students, and temporary employees.

Work Performed

Undergraduate Program Administration: general

• In Collaboration with the Academic Chairs, determines how program services will be delivered, sets operational priorities and service standards, and makes decisions about staffing, resources and changes to program operations.
• Primary responsible to coordinate, administer and facilitate admissions, assess transfer credits, exceptions or special requests.
• Act as a resource for the university partners to support Study Abroad and/or Student Exchange, and all visiting students’ opportunities.
• Develops the department’s enrolment management approach, sets priorities or targets, assesses broader program impacts and makes decisions about student access and resource allocation.
• Actively develops and sustains relationships and communication with numerous UBC units and partners, such as Arts Academic Advising, to ensure advising practices remain consistent with broader university practices and support and enhance student academic success and engagement.
• Leads planning, coordination and delivery of undergraduate orientation, advising initiatives, and student engagement activities.

Graduate Program Administration: general

• In collaboration with Academic Chairs and Head, sets the direction and priorities for program administration, establishes department-wide processes and service standards, and addresses broader operational issues affecting program delivery.
• Manages all aspects of graduate admissions, including evaluating eligibility, student registration and orientation, examinations, graduate processes, academic progression and overall academic records.
• Advises and provides expert consultation, guidance and direction to admissions committees and subcommittees regarding Graduate + Postdoctoral Studies procedures.
• Provides information regarding program resources, requirements, supervisory relationships, academic milestones, funding and completion requirements.
• Develops and continuously improve the graduate program policies and procedures manual regarding the admissions process, course offerings and student assessment.
• In collaboration with Academic Chairs, develops the department’s approach to monitoring student progression, determines how complex or high-risk cases will be managed, and establishes processes to ensure academic concerns are identified and addressed consistently.
• Reviews and manages the annual cycles of internal and external academic and professional program requirements, deadlines and reporting obligations to prioritize and provide support faculty members with student facing service roles to ensure time completion of admissions cycles and other academic program activities.
• Ensures a high level of integrity so all applicants are treated equally and in line with UBC and department policies.
• Ensures compliance with Graduate and Postdoctoral Studies regulations and policies, interpreting individual student circumstances, and escalating or resolving issues as needed.

Academic Advising and Student Services (graduate and undergraduate)

• Responsible for student advising and student services for all department undergraduate and graduate programs, to ensure consistent and successful student-centred service delivery.
• Provides clear and accurate information on resources relevant to admissions, registration, degree requirements, transferring credits, exchange opportunities, academic concessions, funding opportunities, career development and university resources.
• Interprets University, Faculty and Departmental policies and the Collective Agreement. In consultation with the Department Administrator develops, implements and continuously improves department-level procedures, resources, and best practices that promote effective program delivery and compliance with university regulations.
• Anticipates student needs, offer subject-matter expertise and professional advises.
• Promotes student wellbeing by arranging student focused events/meetings to facilitate feedback, community spirit and a supportive environment.
• Exercise judgment to investigate and resolve complex student issues with accurate, consistent and individualized advising services in consultation with Department Administrator, Department Head and Faculty advisors, as appropriate.
• Manage student advising records to ensure accuracy, consistency, confidentiality and compliance with UBC policies.
• Assesses student academic records to ensure data integrity, accuracy, confidentiality, and compliance with university policies and procedures.
  

Curriculum and Program Development (graduate and undergraduate)

• Collaborates with Curriculum Officer, curriculum committees and faculty in the development of new courses, programs, certificates, and academic initiatives.
• In collaboration with Curriculum Officer, facilitates, develops, revises and submit curriculum change proposals.
• Conduct reviews and analyze findings on operational impacts of curriculum changes.
  

Scheduling (primarily undergraduate; some graduate)

• In Collaboration with Academic Chairs, Head and Administrator, develops the scheduling strategy and independently makes administrative decisions that affect course offerings, instructional priorities and the allocation of departmental resources.
• Analyzes curriculum requirements, department objectives and student demand to develop course scheduling recommendations, working closely with the Department Head to finalize course offerings. Typically, most scheduling is done in October (for summer session) and November-December (for winter session).
• Leads the end-to-end scheduling request submissions by undergraduate program assistant and reviews data throughout planning and execution.
• Resolves requested changes, scheduling conflicts and operational issues impacting students and instructors, exercising discretion and independent judgment.
• Determines the scheduling strategy, approves changes and makes resource-allocation decisions based on the analysis.
• Analyzes long-term enrolment trends and develops scheduling strategy recommendations to optimize student access and use of departmental resources.

Awards, Funding, Financial Administration (primarily graduate, some undergraduate)

• Advises students on internal and external funding opportunities. Hosts information sessions and workshops related to student funding, awards, and professional development opportunities.
• Develops the department’s student funding approach, sets allocation priorities and makes or approves funding decisions within assigned financial authority.Manage the submission of applications for University, Tri-Council, federal, provincial, and donor-funded awards and scholarships, and provides guidance to faculty, students, and staff on funding opportunities, policies, and procedures.
• Manages funding packages, fellowships, awards, travel funds, professional development funding, and other student funding. Ensures compliance with departmental, Faculty, university, and funding agency requirements.
• Owns the student funding budget and has authority to approve expenditures, reallocate funds, manage financial risk and determine how resources will be distributed.Manage student funding and fellowship records, ensuring data integrity, accuracy, confidentiality, and compliance with university policies and procedures. Exercise judgement to identify and resolve discrepancies.

Teaching Assistantships; Student Appointments (primarily graduate, some undergraduate)

• Advises students on appointments and employment opportunities, with particular attention to Teaching Assistantships, serving as a subject matter expert on eligibility and processes
• Coordinates with faculty and staff to oversee undergraduate and graduate student appointments, including Teaching Assistants, Graduate Academic Assistants, Graduate Research Assistants, Undergraduate Teaching Assistants and other student employment opportunities, exercising judgement to match departmental needs across a range of appointment types
• Determines staffing needs and allocation priorities, approves appointments, manages the TA budget and makes staffing decisions on behalf of the department... This includes: ensuring appropriate advertising; analyzing departmental TA budget, needs and priorities; interpreting enrolment projections to determine course TA needs; determines individual entitlements, qualifications and preferences; monitors TA assignments to ensure alignment with departmental priorities, student qualifications and the collective agreement.
• Coordinate communication with TAs throughout the cycle and manage multiple checkpoints requiring judgment and prioritization across the year.
• Establishes the department’s approach to TA administration, approves standards and procedures, and is responsible for the overall effectiveness of the function.Independently manage student appointment records, ensuring data integrity, accuracy, confidentiality, and compliance with university policies and procedures.
• Exercises delegated employer authority, including making staffing decisions, addressing performance or employee-relations issues, managing grievances and ensuring departmental compliance.

Recruitment, Outreach, Student Engagement, and Professional Development

• Develops and coordinates undergraduate and graduate recruitment initiatives.
• Plans, develops and implements comprehensive orientation programs, mentorship activities, outreach initiatives, and professional development opportunities.
• Supports undergraduate and graduate student associations and student-led initiatives.
• In collaboration with Engagement Officer, plans, coordinates, and assists with departmental events and activities including alumni engagement initiatives that support mentorship, networking, fundraising, career exploration, and professional development opportunities for current undergraduate and graduate students that enhance student engagement and community building.
• Acting as a liaison to university and external partners, plans and implements experiential learning initiatives to support student opportunities.
• In consultation with the Graduate Advisor and Department Administrator, manages graduate student orientation, professional development, and career outcomes initiatives, supporting students' successful transition into and through their programs. Assess student academic records and prepares reports on alumni employment and postdoctoral placement outcomes.

Data Analysis and Strategic Planning (graduate and undergraduate)

• Creates, conducts and analyzes surveys and other research to report on student admissions, enrolment, performance, retention, graduation and satisfaction, to ensure the department is offering competitive programs that meet student needs. This includes the development of assessment tools to evaluate program effectiveness.
• In consultation with the Department Head, Department Administrator, and faculty advisors, manages annual preparation of student program reports; reviews, analyzes and presents statistics and other internal and external reports as required.
• Identifies areas where programs and services would support and enhance student academic success and engagement. In collaboration with Academic Chairs, sets the direction for student services, approves significant process or policy changes and is accountable for the effectiveness of the overall service-delivery model.
• Plans and coordinates departmental events, publications and initiatives as they pertain to graduate and undergraduate students and programs.
• Manages the Postdoctoral appointment process, including offer letters, Workday appointments and renewals.
• Performs other related duties as required.

Consequence of Error/Judgement

The Program Manager exercises significant independent judgement in matters affecting student progress, admissions, funding, awards, academic advising, and program administration. Errors in judgement, interpretation of policy, financial administration, or student advising may negatively impact student success, funding eligibility, graduation timelines, and departmental operations. Poor decisions may result in reputational damage to the Department, Faculty, and University, and could require significant resources to correct.

Supervision Received

Works independently under the general direction of the Department Head and Department Administrator. Consults with departmental leadership on matters involving significant policy interpretation, strategic planning, or exceptional circumstances.

Supervision Given

Position manages, provides direction and guidance to CUPE 2950 staff, temporary staff and student workers. Trains new staff on work procedures and UBC systems. The incumbent serves as a resource for junior and temporary staff in terms of training, guidance and interpretation of procedures.

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

• Experience in student services, academic advising, undergraduate and graduate program administration, or higher education administration.
• Demonstrated experience interpreting and applying university, faculty, and departmental policies, procedures, collective agreements, and academic regulations.
• Experience managing complex student matters, including admissions, academic progression, funding, student appointments, and student support services.
• Strong organizational, analytical, financial, project management, and problem-solving skills, with the ability to manage multiple priorities, competing deadlines, and complex workflows in a fast-paced environment.
• Experience administering student funding, awards, scholarships, fellowships, budgets, and student employment appointments.
• Demonstrated leadership and supervisory experience, including coordinating staff, establishing priorities, and improving operational processes.
• Experience with academic scheduling, enrolment management, curriculum administration, and student information systems in a post-secondary environment.
• Experience collecting, analyzing, and reporting on enrolment, student success, financial, and operational data to support planning and decision-making.
• Excellent verbal, written, and interpersonal communication skills, with the ability to build collaborative relationships with students, faculty, staff, and external partners.
• Demonstrated conflict resolution, mediation, and issue management skills, including the ability to exercise sound judgment and discretion when handling sensitive and confidential matters.
• Advanced proficiency with student information systems and enterprise software, including Workday Student, Graduate and Postdoctoral Studies systems and processes, scheduling systems, reporting tools, and Microsoft Office applications. Demonstrated ability to utilize advanced Excel, Word, PowerPoint, reporting, and data analysis functions to support operational planning, decision-making, and strategic initiatives.
• Demonstrated commitment to student success, service excellence, equity, diversity, inclusion, and continuous improvement.