Academic Program Manager

UBC Sauder - Vancouver, BC (20 days ago)

Apply Now

Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Student Management

Classification Title:
Student Management, Level B

Business Title:
Academic Program Manager

Faculty of Medicine

Biomed Engineering, School of

Salary Range:
$66,787.00 (minimum) - $80,176.00 (midpoint) - $96,212.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

The Academic Program Manager has both key strategic and operational roles for the planning and delivery of the accredited undergraduate and graduate programs within the School. Programs must meet or exceed national accreditation standards. The Academic Program Manager is responsible for overseeing and managing the student and academic procedures and policies for the undergraduate (BASc) and graduate programs (MEng, MASc and PhD) in the School of Biomedical Engineering. In close consultation with the Directors of the Undergraduate and Graduate Programs, the Academic Program Manager supports the academic and professional development of undergraduate and graduate students. This is accomplished through student support systems, including admissions, academic scholarships and awards, student records and graduation requirements, course scheduling and timetabling, advising and mentoring, recruitment and retention, and student development. The Manager is also responsible for developing, evaluating and managing recruitment, including community outreach activities and career development networks. The position also develops programs and projects for the academic programs and contributes to the implementation and tracking of the strategic direction of the School of Biomedical Engineering student services by identifying best practices and improving efficiencies across programs. In addition, the incumbent is responsible for the synthesis of and reporting on student academic information and statistics related to the academic programs of the School.

Organizational Status

The School of Biomedical Engineering is a partnership between the Faculties of Medicine and Applied Science. The School is a nucleus for education and training, research, and innovation in biomedical engineering; creating new knowledge, new academic and training programs, and fostering translation and innovation. The School is currently responsible for 100+ undergraduate students, 100+ graduate students and 20+ faculty. Over time, the School will be responsible for as many as 350+ undergraduate students, 150+ graduate students and 30+ faculty.

The Academic Program Manager reports directly to the Director of Strategic Planning and Operations and to the Director of the Undergraduate Program and the Director of the Graduate Program for strategic direction. This position supports the School Director on academic matters as needed and works cooperatively with other staff, faculty and students to ensure that common goals are established and achieved. The incumbent will act as the primary liaison with student management personnel across UBC departments, schools and faculties.

The incumbent also provides day-to-day management of two support staff.

Work Performed

  • Responsible for providing oversight and management of the accreditation process and ensuring student programs meet accreditation requirements as laid out by Engineers Canada.
  • Manages the operational activities of the School's academic programs through the development, coordination, management, and monitoring of policies, procedures, and systems. Determines deadlines, schedules and priorities for several overlapping areas of responsibility, balancing operational requirements, strategic considerations, and equity between projects.
  • Participates in the strategic planning and evaluation of the academic programs for recruitment, admissions and academic advising by making recommendations for improvement in these areas.
  • Develops and oversees the implementation and assessment of a communication strategy aimed at keeping current students informed of progress throughout their degrees and of the services available to support them throughout their time in SBME.
  • Acts as the academic advisor to undergraduate and graduate students and as a key resource person for faculty members, providing expertise, advice and knowledge of University policies and procedures.
  • Manages the process of student appeals at the School level, working closely with the Directors of the Undergraduate and Graduate programs, and the Director of Engineering Student Services.
  • Identifies opportunities for improvements in curriculum and co-curriculum/extracurriculum activities and the overall student experience. Expands and implements targeted support programs for students.
  • Supervises, assigns work to and performance manages the Academic Program Assistants as appropriate.
  • Evaluates and interprets unique and non-standard application criteria and provides relevant advising and counselling to students.
  • Oversees and directs support staff in the processing of applications and identifies situations that may require special adjudication or consideration (i.e. international students, students with disabilities).
  • Responsible for the daily operations in support of current and prospective students, ensuring effective service while achieving program and institutional objectives.
  • Provides advice to students experiencing academic and/or personal difficulties and identifies students in crisis, either personal or academic, and advises on available academic options and personal support services. Refers to appropriate campus units including Counselling Services, Engineering Student Services, Student Health Services, Centre for Accessibility, tutoring, and mentoring. Works with Early Alert to both report concerns and offer reach outs, tracks all student interactions in OAMS, and follows upon student cases as required.
  • Acts as a resource for the School Director, Director of Strategic Planning and Operations, Academic Program Directors, faculty, and staff on a variety of issues related to teaching, courses, and students, including the interpretation of University, School, and Program policies and action in situations not covered by existing policies.
  • Manages admissions to the biomedical engineering academic programs, including application process, onboarding and registration process, awards processes, resource allocation. Admission management involves complex assessment of various criteria including academic excellence, supervisory capacity, work experience and funding.
  • Develops, writes and continually updates comprehensive manuals, templates, and documents used for various processes across the academic programs including comprehensive student and administrative manuals. Oversees the distribution of these manuals/documents.
  • Monitors student progress, including meeting timelines, program requirements, student supervisory issues and academic appeals, ensuring that all graduation requirements have been completed.
  • Oversees all matters related to curriculum, working with the Directors of the Graduate and Undergraduate programs on matters such as curriculum planning, assessment of learning outcomes, and curriculum changes.
  • Serves as the single point subject matter expert and works as a key resource to complete the undergraduate program accreditation process working closely with stakeholders across UBC.
  • Prepares reports related to recruitment, admissions, scheduling, evaluations, and student advising services.
  • Liaises with Graduate and Postdoctoral Studies to manage graduate student academic progress.
  • Responsible for the administrative processes related to instructional and course coordination of the academic programs.
  • Liaises with the Faculties of Applied Science and Medicine and other programs across UBC as necessary to organize course offerings in the undergraduate and graduate programs. Liaises with the School's HR team in identifying Teaching Assistant needs and training requirements.
  • Coordinates student recruitment events locally, nationally and internationally, in collaboration with other staff. Evaluates and analyzes effectiveness of events and strategies for the future.
  • In consultation with Communications & Engagement Manager and School Leadership, develops, implements, and assesses an effective strategic marketing and recruitment plan for academic programs that will result in recruitment and retention of high caliber and diverse students from BC, Canada, and diverse regions around the world.
  • Responsible for developing content for the program websites and ensuring the School's academic programs online content accuracy, working with the Communications & Engagement Manager to ensure the program web pages are accurate and current, and newsletters to students are published in timely manner.
  • Manages special projects related to academics assigned by the Director of the Undergraduate Program, the Director of the Graduate Program, the School Director and the Director of Strategic Planning and Operations.
  • Supports program quality assurance and evaluation by compiling and analyzing reports/metrics on historical enrolments, grade and student data related to the academic programs as needed by School Leadership.
  • In consultation with the Director, Strategic Planning and Operations, improves the academic education team function and operations by adopting best practices to improve team effectiveness.
  • Carries out any other related duties as necessary.
Supervision Received

This position reports to the Director of Strategic Planning and Operations and supports the portfolios of and takes directions from the Directors of the Undergraduate and Graduate Programs. Must be highly self-directed, take initiative, and work independently under the general direction of the assigned Director(s) and as part of a team environment.

Supervision Given

Provides day to day management and responsible for the hiring, training and supervision of Academic Program Assistants (two positions). Allocates and supervises work assignments. Works cooperatively with other staff, faculty and students to ensure that common goals are established and achieved. May oversee the work of temporary staff.

Consequence of Error/Judgement

The Academic Program Manager exercises considerable judgment and must demonstrate tact and discretion. Failure to use good judgement, organize work, or provide accurate information regarding the School's academic programs, key activities, and related communications would have a serious direct or indirect impact on overall operations, development, financial stability, and extending to exposure to legal action for the School. Inappropriate management of confidential documents and information could have an adverse effect on faculty, staff or students, or on UBC or affiliated hospitals.


Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience or the equivalent combination of education and experience. Experience with university student management environment preferred.
  • Proven supervisory and interpersonal skills with the ability to develop a strong cohesive unit.
  • Experience using student administrative and advising systems including Student Information Service Centre (SISC), eVision, Canvas, Scientia, Faculty Service Centre (FSC) and OAMS preferred.
  • Strong written and oral communication skills are required, including persuasive writing, writing for publications, and communication with major stakeholders.
  • Proven ability to support, engage and lead an inclusive work environment where diversity is valued.
  • Ability to deal with a diversity of people in a courteous, calm, and effective manner.
  • Ability to approach interactions with an awareness of sensitive issues.
  • Ability to be sensitive to the needs of diverse constituents and to recognize and respond effectively to physical and mental health issues in the workplace.
  • Ability to exercise tact and discretion when handling sensitive and/or confidential matters with both domestic and international students.
  • Ability to address and moderate interpersonal conflict by confronting issues and taking appropriate action.
  • Ability to analyse and interpret data, determine implications, and provide recommendations.
  • Ability to adapt to changing priorities and work effectively in a multi-tasking environment under pressure with a high volume of work and critical deadlines.
  • Ability to maintain accuracy and attention to detail.
  • Strong organizational, planning, and time management skills.
  • Ability to work both independently and within a team environment.
  • Ability to exercise good judgment and initiative in handling non-routine matters.
  • Ability to analyze and interpret university policies and regulations related to programs and students.
  • Ability to learn new technology quickly via self-exploration and experimentation.
  • Ability to work flexibly on weekends or weeknights at certain times.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.