Program Manager

University of Waterloo•Waterloo, ON

11d•Onsite

About The Position

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.

Requirements

University degree or equivalent education and experience required, preferably from the University of Waterloo
Doctor of Optometry degree preferred but not required
Minimum of 5 years of administrative and supervisory experience and involvement with professional organizations essential, scheduling experience preferred
Experience in the development, interpretation, application and enforcement of regulations and policies
Extensive experience developing and maintaining senior-level relationships
Experience building and working within collaborative environments
Experience in personnel management
Exceptional communication skills, both in an oral and written format
Proven supervisory experience is required
Proven ability to establish and maintain effective working relationships with senior administration, faculty, staff, and students on campus and contacts external to UW
Exceptional time management and organization skills
Demonstrated judgment, tact and diplomacy
Demonstrated ability to work well independently and in teams in a fast-paced environment that demands superior problem-solving capabilities
Ability to proactively anticipate challenges and show initiative in resolving issues
Proven strategic and creative thinker
Ability to take initiative where minimal direction is provided

Nice To Haves

scheduling experience preferred

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 Pre-professional 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.
Develops, in conjunction with the ADA, data reporting on the delivery of the OD program for internal quality assurance.
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 re-assessments 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.
Provides senior administrative support to the School’s Admissions Officers in all matters relating to the OD program.
Prepares the documents used for the Optometry admission meeting to make admission decisions.
Prepares all correspondence to applicants regarding the selection of applicants for interviews, offers of admission and refusals.
Reviews all admission decisions for accuracy before sent out by Registrar’s Office. Prepares and conveys all admission decisions to the Registrar’s Office to be processed.
Reviews transcripts to clear academic conditions as well as Criminal Records Checks conditions of the offers of admission and follows up when information hasn’t been received.
Provides data collection and prepares statistical reports.
Monitors and reports on the Tripartite Agreement between BC, AB, SK, MB, ON and the Maritime provinces to both the University of Waterloo and the provincial contacts.
Organizes and executes the Admission interview day (both at UW and out of province).
Updates and ensures the accuracy of the admissions section of the OD program website
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 required for block enrolment process to the Registrar’s Office.
Responsible for coordinating activity with Administrative/Faculty Councils, and submitting yearly calendar updates for the Registrar’s Office.
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, co-write and deliver staff performance appraisals
Develop and monitor performance improvement plans
Provide guidance and act as the Workday liaison between staff members and co-supervisors
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 (staff-staff, staff-faculty, staff-students)
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 regarding scheduling and/or course assignments with approvals signed by the ADA.