| Date: |
October, 2012 |
| Reports to (Job Title): |
Associate Dean, Undergraduate Studies, Faculty of Appied Health Sciences |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Main Campus |
| Grade: |
USG 7
35 hr/wk
|
Primary Purpose
Primary Purpose
Provide overall leadership for development, implementation and maintenance of all processes relating to undergraduate academic policies and procedures.
Key Accountabilities:
Has leadership responsibility for the implementation of new policies and adherence to existing policies as they pertain to undergraduate studies. Is responsible for submitting policy changes to relevant university bodies and departments. Is responsible for undertaking relevant calendar revisions. Manages all undergraduate course scheduling for the Faculty. Responsible for managing the development and execution of events intended to strengthen AHS efforts in research, knowledge transfer, and community outreach. A member of the Student Success Team, the incumbent reports directly to the Associate Dean of Undergraduate Studies in the Faculty of Applied Health Sciences. Responsibilities include but are not limited to:
Undergraduate Curriculum
- Manages curriculum submissions from AHS academic units.
- Manages the approval process for program/plan and course changes consistent with relevant policies and deadlines.
- Solely responsible for edits to the AHS section of the Undergraduate Calendar.
- Consults with the Associate Dean and the Student Services Team on matters pertaining to the curricular functions of the Undergraduate Office.
- Manages Academic Advisement Templates for all programs and plans in Applied Health Sciences.
- Disseminates information to faculty and staff about new processes and procedures as administered by the Secretariat’s Office, Registrar’s Office, etc., through various communications methods.
- Interprets and communicates regularly and consistently, best practices on policies and administrative procedures concerning undergraduates. (e.g. student appeals to the AHS Faculty Committee on Student Appeals, grade appeals).
Academic Integrity
- Manages undergraduate academic offences for the Faculty, in accordance with Policies 70 and 71.
- Interprets and applies Policies 72 and works with the Chair of the Student Appeals Committee to expedite hearings/tribunals for graduate student appeals.
- Assists with the interpretation of University and Faculty academic policies as they relate to academic integrity. Requires a thorough knowledge of the relevant policies, academic records systems, and best practices of the University.
Course Management
- Administers the undergraduate course schedule for the Faculty. Works directly with academic administrators and representatives from various academic units, to develop, implement, and communicate a scheduling strategy that works effectively for the Faculty and each of its academic units.
- Provides overall supervision of the Faculty’s academic timetable and acts as the information authority for academic units in terms of scheduling processes. Must attend and contribute to University timetable committee meetings pertaining to the scheduling of classes. Responsible for ensuring that faculty/instructors are aware of university policies and procedures as they relate to course scheduling.
- Administers final exam scheduling for the School of Public Health and Heath Systems and the Department of Recreation and Leisure Studies.
- Manages the course evaluation process for Applied Health Sciences Courses.
- Manages the AHS Teaching Activity Credit Verification reports.
Undergraduate Academic Services and Operations
- Consults with the Associate Dean to identify action items and to organize regular functions related to Faculty-level committee meetings. Includes providing administrative support to AHS decision-making bodies and working with the Student Services Officer, to identifiy and bring forward for discussion, any undergraduate concerns or issues.
- Interprets undergraduate policies and administrative procedures while maintaining consistency across the academic units.
- Provides clarification of policy and administrative procedures including overseeing systems, reviewing processes and procedures, updating, refining, reciting precedents, streamlining, and communicating as required.
- Responsible for the management of academic scholarships, awards and scholastic distinctions within the Faculty including Alumni Gold Medal Award, NSERC Undergraduate Research Awards, and Dean’s Honours List. Solicits nominations from the academic units, manages applications, liaises with students, Registrar’s Office, Student Awards Office, and Alumni Affairs Office.
- Serves as a Faculty representative at university-level committees dealing with policies and procedures and implementation of new systems (Academic Integrity, PeopleSoft, etc.) related to undergraduate student service.
- Maintains communications with offices and entities elsewhere in the Faculty, in the University, and in the larger community (external relationships) that are relevant and required to perform role.
- Takes the initiative to review processes and procedures in other Faculties to help improve the undergraduate operations in the Faculty of Applied Health Sciences.
- Provides administrative or other support for AHS Undergraduate Office initiatives as required by the Associate Dean.
Manager of Faculty level Special Events
- Manages all Faculty-level events that enhance and celebrate and support the strategic objectives of the Faculty of Applied Health Sciences:
- Develops, manages and executes Faculty events and ensures high professional standards e.g. annual AHS Recognition Reception, Pre-Convocation Receptions, special announcement, community events building openings, etc.
- Event management may include, but is not limited to: coordination of steering committee (organizes and leads); coordination of special guests (donors, dignitaries, international visitors); development and maintenance of registration systems; meeting with and responding to the questions and concerns of event participants; budget management (develops and manages budget for events (funds provided by Faculty in consultation with the appropriate steering committee); ensuring efficient use of resources; establishing and maintaining a database of invitees and other related information; recruiting and managing volunteers from Applied Health Sciences and across campus to support the delivery of events (colleagues, Public Affairs and Communication Specialists, Co-op students, etc.); supervising Co-op students who assist with these events.
- Collaboration and outreach: The incumbent will maintain a network with various departments on campus to facilitate the effective and efficient coordination of events and activities; will develop and build strong relationships with university faculty and staff in support of special events.
- SharePoint Administrator for events: set up of new sites, manage changes, permissions, and content; provide training and support
Position Requirements
Education:
Bachelor's degree required or equivalent combination of education and experience.
Experience:
- Several years’ experience working in an academic environment.
- Thorough knowledge and understanding of the application of university policies and procedures with respect to undergraduate programs, regulations, practices for students, etc.
- Excellent leadership, supervisory, communication (oral and written) and interpersonal skills.
- Demonstrated ability to work independently, and as a team member, in a fast-paced environment.
- Excellent time management skills and demonstrated ability to meet competing deadlines.
- Excellent problem solving abilities and judgment.
- Strong computer skills in software for word processing. Tasks will include web publishing within a content management system, in order to edit the AHS Undergraduate Calendar following the university’s Web Style Guide.
- Demonstrated ability and track record of managing highly professional events.
Skills:
- Detail oriented and organized.
- A self-starter, able to independently juggle multiple projects with concurrent or overlapping deadlines.
- Strong organizational and problem-solving skills, initiative, demonstrated skill in managing priorities with limited resources
- Excellent project management skills from concept through execution.
- Flexible, diplomatic, efficient and capable of managing crisis situations as they arise.
- Demonstrated proofreading skills.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
|
MS word:
Intermediate to advanced experience with Outlook Express, Microsoft Word, and PowerPoint
|
excel:
Advanced experience with Microsoft Excel
|
Web content Management Software:
Experience with web content management software (WCMS).
|
other:
Experience with Sharepoint
|
Nature and Scope
Interpersonal Skills:
Significant Internal (Faculty and University -Wide) Relationships
- Associate Dean Undergraduate Studies
- Academic Units and Representatives
- Faculty members and sessional instructors
- Registrar’s Office
- Secretariat Office
- Communications and Public Affairs
- Alumni Office
Significant External (off Campus) Relationships
- Suppliers, community, etc. in regards to event management
- Special guests and members of the public (including event attendees)
Areas of Expertise:
Requires in-depth knowledge of Departmental, Faculty and University policies and regulations and best practices at all levels of the university structure in order to act as expert resource on policy and procedures for other team members and various academic units.
Level of Responsibility:
The incumbent will possess proven ability, extensive experience and strong working knowledge and understanding of undergraduate operations and event management. Sound judgment, consultative skills and demonstrated political acuity required to maintain collaborative environment and ensure policy and procedures are followed.
Decision-Making Authority:
- Accountable to establish the priorities of the Faculty for areas of functional responsibility.
- Makes decisions about undergraduate course scheduling matters.
- Independently resolves event-specific decisions subject to overall plans and budget.
Physical and Sensory Demands:
- Minimal demands typical of an administrative position within an office environment.
Working Environment:
Travel: Minimal travel for undergraduate events (Ontario Universities’ Fair), special events.
Working Hours: Regular working hours; occasional early evening hours or weekends required for events.
Risks: Minimal exposure to disagreeable conditions.
