Program Manager - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

The Program Manager (PM) reports to the Associate Director, Academics and Student Affairs to support and manage the administration of the optometry professional program in the School of Optometry and Vision Science, and to the Administrative Officer for staff supervision and human resources related requirements.

Significant aspects of this position include coordination with central university administration (e.g. registrar's office), course, lab and clinic scheduling of the degree program, developing and maintaining administrative processes, recruitment and management of external laboratory supervisors and sessional instructors, and curriculum review and deployment.

Responsibilities:

Provides senior level administrative support to the Doctor of Optometry (OD) program

Provides administrative support to the Undergraduate Studies Committee including; preparing meeting agendas, recording minutes, and monitoring the implementation of all decisions
Provides administrative support to the Curriculum Committee including; preparing meeting agendas, recording minutes, continuous quality improvement for OD program and Advanced Standing Optometry Preprofessional program (ASOPP), and monitoring the implementation of all decisions
Coordinates and monitors the submission of OD course grades in accordance with University deadlines
Updates and provides OD program statistical data for reporting agencies, Accreditation Council on Optometric Education (ACOE) annual reporting and academic accreditation as required
Provides instruction and advice as an Academic Advisor to Optometry students regarding their individual programs, degree requirements and strategies for completion of requirements when progression issues arise
Responsible for the academic progression reports and approval of eligibility for graduation for the OD program
Updates the Academic Advisement templates for the OD program in the Graduation Advisement Reports. Works closely with the Records team to implement the changes required
Responsible for all final exam administration including printing, secure storage of exams, the assignment of proctors, monitoring students missing exams and scheduling reassessments in coordination with faculty
Maintains and manages all undergraduate student records and monitors student progress
Administers the absence request policy. Monitors submission of requests, ensures instructor have responded to determine if requests can be accommodated and what the accommodation is; seeks feedback from the Undergraduate Studies Committee meeting and ensures responses are sent to the student and instructors regarding the student's absence request
Oversees ASOPP program administration including scheduling, assessments, and continuous improvement

Schedule Management

Independently develops the school schedule for OD courses and teaching lab schedules for ADA approval. This involves accommodating requests with the Faculty following strict procedures and guidelines as dictated by the Associate Registrar for Student Records and Systems, the Assistant Registrar responsible for Optometry and the University Scheduling Officer
Utilize scheduling software to optimize academic and clinic scheduling
Prepares workload assignments for each term of the academic year for every faculty member for review and approval by ADA
Prepares all the information (e.g. student ID's for each block as well as creating course blocks for each year) required for block enrolment process to the Registrar's Office
Responsible for coordinating activity with Administrative Council and submitting yearly calendar updates for the Registrar's Office

Human Resources Administration

Supervision of staff
Recruitment, review, and leadership of staff direct reports
Monitor workflow and performance of staff and provides feedback for continuous improvement
In consultation with the Undergraduate and Graduate Officers, solicit feedback, cowrite and deliver staff performance appraisals
Develop and monitor performance improvement plans
Provide guidance and act as the Workday liaison between staff members and cosupervisors
Ensure that policies, procedures and guidelines relating to the supervision of staff (Policy 5, 6, 18 and 36 in particular) are interpreted and implemented correctly
Provide support and guidance in all dispute resolution scenarios (staffstaff, stafffaculty, staffstudents)
Hiring of teaching assistants, lab supervisors, lab assessors, and sessional instructors; generating letters of engagement and complete all hiring paperwork either through Workday or processing of a Non-Faculty Appointment Form
Develops and maintains administrative processes to hire, track and remunerate contract staff. Provides end of term reports to ADA and School Director
Develops and maintains policy and procedure manuals for administration of the OD and ASOPP programs
Point of contact for faculty and graduate students regar