Associate Director, Graduate Academic Policy and Curriculum Governance

University of British Columbia•Vancouver, BC

1d•CA$7,284 - CA$10,474•Onsite

About The Position

The Associate Director, Graduate Academic Policy and Curriculum Governance provides leadership within the Faculty of Graduate and Postdoctoral Studies (G+PS) in the development, interpretation, and implementation of graduate academic policies and new program development. The role ensures that new and revised graduate degree programs, as well as graduate certificates and diplomas, align with University standards and Ministry of Post-Secondary Education and Future Skills requirements. The Associate Director provides authoritative advice and guidance to the Graduate Curriculum Committee and Graduate Academic Policy Committee on UBC regulations, approval processes, and broader higher education policy matters. The role is responsible for directing comprehensive advisory services provided by G+PS to graduate programs, faculty members, and graduate students regarding UBC-wide graduate student-specific policies, curriculum, and program development. The Associate Director proactively identifies and evaluates opportunities to improve policies, processes, and best practices within G+PS and graduate programs across the University. The role also provides senior-level guidance to Faculties, departments, and University leadership on complex or precedent-setting academic, policy, and curriculum matters, and supports the strategic development of new graduate programming.

Requirements

Undergraduate degree in a relevant discipline.
Minimum of four to five 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.

Nice To Haves

Graduate degree preferred, or an equivalent combination of education and experience.
Experience working in a graduate education environment would be considered an asset.
Experience in student administration, including the ability to support student cases that fall outside established policy, would be highly valued.
Knowledge of principles of natural and administrative justice would be preferred.
Familiarity with graduate student admissions, records, registration, examinations, and graduation procedures would be an asset.
Experience developing, writing, and interpreting policy would be preferred.
Experience managing staff would be considered an asset.
Knowledge of UBC policies related to graduate education would be beneficial.
Strong written and verbal communication skills, including intercultural communication skills, would be an asset.
Ability to communicate effectively with a wide range of stakeholders, including faculty, senior administration, students, applicants, graduates, and staff.
Experience dealing effectively and professionally with upset or irate students, faculty, or staff would be preferred.
Ability to exercise tact, discretion, and sound judgment in sensitive or complex situations.
Ability to provide accurate routine and non-routine information, including information of a complex nature, would be considered an asset.
Human resources and operations management experience would be beneficial.
Strong organizational, time management, and prioritization skills would be preferred.
Ability to work effectively under pressure and manage a high volume of work while supporting timely resolution of policy-related questions and complex student issues.
Strong attention to detail and decision-making skills would be considered assets.
Well-developed customer service skills would be preferred.
Proficiency with word processing, spreadsheet, email software, internet navigation, and editing tools would be an asset.
Experience using university systems, such as Workday Student, would be beneficial.
Familiarity with graduate-specific systems, such as the Supervisory Committee Management Tool (SCMT) and the Doctoral Exams online database, would be considered an asset.

Responsibilities

Provides leadership to the Student Academic Services team on matters related to graduate academic policies at UBC, with the overall goal of supporting graduate student success across the University.
Establishes best practices for the routine and non-routine application of graduate policies, develops appropriate frameworks for responding to requests for exceptions, and, based on feedback from the team, proactively identifies, evaluates, and develops recommendations for new or revised policies for Senate approval.
Provides strategic oversight of policy development and implementation to ensure that policies applicable across graduate student lifecycles, disciplines, and degree programs form a comprehensive and complementary framework.
Draws on expert knowledge to anticipate potential conflicts, gaps, risks, and unintended consequences arising from policy changes, and ensures appropriate consultation with students and units affected by potential revisions.
Keeps apprised of University and Ministry of Post-Secondary Education priorities for graduate education and considers how these priorities are or could be reflected in UBC’s graduate policies and program offerings.
Provides guidance to Faculties and departments regarding the laddering of graduate certificates and diplomas into master’s degrees.
Makes binding decisions on exceptions to policy and other academic actions, and communicates decisions and rationales to faculty members and students.
Provides authoritative interpretation and guidance on graduate academic policies and other non-routine situations requiring policy interpretation or exceptions.
Develops, designs, and reviews processes and systems within G+PS and across the University that support the effective and consistent application of graduate policies.
Liaises with systems managers to streamline processes and maximize resources, and collaborates with UBC student service units, including Enrolment Services, on the development and improvement of systems used across campus.
Conducts research and consultation related to the development and periodic review of new and existing graduate academic policies on behalf of the Graduate Academic Policy Committee and other governance bodies.
Researches and analyzes established graduate policies, procedures, and guidelines at UBC and other major universities; identifies potential updates and changes; prepares reports; and makes recommendations to relevant committees as appropriate.
Directs the implementation of decisions made by the Graduate Curriculum Committee, Graduate Academic Policy Committee, Graduate Council, Senate, and Board of Governors.
Advises G+PS and the campus community of changes to graduate policies and provides direction to staff and faculty on administrative actions required for implementation.
Facilitates the timely communication and implementation of student academic policies, procedures, and related business process changes.
Triages and assesses highly complex policy-related cases, providing expert analysis and recommendations to the Director, Academic Support, Assistant/Associate Deans, or Dean and Vice-Provost when appropriate.
Directs faculty, staff, and students on administrative actions required to support resolution, including leaves of absence, extensions to candidacy and program, and alternative registration statuses.
Provides comprehensive training and advice on graduate academic policies and administrative processes to support the onboarding of graduate program advisors and staff.
Provides ongoing guidance to ensure compliance and consistency in the application of policy across graduate programs.
Advises faculty and graduate program staff on UBC-wide policies related to Student Conduct and Discipline.
Collaborates with the Dean and Vice-Provost, Associate Deans, Director, and Associate Director within G+PS on matters related to academic integrity, including investigating and preparing files regarding cases of alleged academic misconduct.
Serves as the primary point of contact with the Office of UBC Counsel, the President’s Advisory Committee on Student Discipline, the Office of the Vice-President Research and Innovation, and Enrolment Services on highly confidential matters related to academic misconduct and student discipline.
Participates in PACSD hearings and Senate appeals related to academic misconduct, and guides the implementation of Presidential academic discipline and notification of Senate appeal outcomes to graduate programs.
Manages the administration of the curriculum review process for all graduate curriculum at UBC.
Independently advises and guides faculty on curriculum development, proposal preparation, and review from conception through submission for Senate approval, ensuring that all required steps are followed and that the implications of structural decisions are considered.
Reviews proposals for new graduate degree programs, including complex proposals for new professional programs with novel program structures, durations, and requirements.
Edits proposals for clarity and compliance with UBC and Ministry of Advanced Education policies and requirements, and directs proponents on necessary revisions prior to review by the Graduate Curriculum Committee.
Ensures that changes in requirements from the Ministry of Post-Secondary Education and Future Skills are communicated to proponents so that proposals comply with current directives.
Draws on extensive knowledge of UBC academic and administrative systems to advise proponents on the capabilities of student and course management systems.
Ensures that proposed programs and courses can be implemented within existing structures, identifies potential problems with proposed program organization, and advises Faculties on possible solutions.
Supports the work of the Graduate Curriculum Committee by contributing to committee discussions and decisions on proposals, clarifying elements of submissions, and advising on their viability within current UBC policies and systems.
Following Committee review, communicates with proponents regarding recommendations and decisions, including explanations of required revisions.
Directs proponents in implementing Committee requirements and recommendations, including preparing formal communications describing required changes and working with proponents to revise submissions.
In collaboration with the Chair of the Committee, reviews revised proposals to ensure revisions align with Committee expectations.
Facilitates the implementation of approved programs by ensuring that required information is distributed appropriately to Enrolment Services, the Provost’s Office, and G+PS internal communications staff.
Coordinates with systems personnel, including the G+PS Assistant Dean, Strategic Technologies and Business, Enrolment Services, and UBC IT, and monitors implementation.
Collaborates with the Communications and Strategic Initiatives team to initiate communications and recruitment initiatives for new programs, and ensures that necessary information for implementation is accessible to relevant units.
Identifies historical programs that require attention regarding their setup in UBC systems and potential impacts on workflows, reporting, or related processes, and works with programs and administrative units to develop appropriate solutions.
Contributes to strategic collaboration with the Provost’s Office, Senate Secretariat, Senate Curriculum Committee, and Enrolment Services on the streamlining of curriculum processes and the development of supporting materials.
Performs other related duties commensurate with skills and experience as required.