YORK UNIVERSITY Job Posting – CPM (Confidential, Professional and Managerial Employees)

Position Title Associate Director, Graduate Student Affairs Job Code: 950759

Faculty/Department: Office of the Dean, Faculty of Grade: F Graduate Studies

I. JOB PURPOSE:

The Office of the Dean, Faculty of Graduate Studies is accountable for the institutional governance of graduate studies at . The Faculty provides strategic guidance and facilitation of graduate education standards and regulations to ten (10) resource Faculties and 60+ graduate programs. It is responsible for promoting and enhancing the quality of graduate education and fostering excellence in graduate teaching and learning at York University. The Faculty of Graduate Studies includes all graduate programs at York University, more than 6,000 students, and the largest body of active researchers on campus.

Reporting to the Executive Officer, the Associate Director, Graduate Student Affairs, is accountable for the direction and management of the graduate student affairs portfolio of the Faculty of Graduate Studies at York University. The Associate Director works closely with the Executive Officer, Associate Vice- President & Dean, Faculty of Graduate Studies, and Associate Deans of Academic and Student Affairs to develop institutional strategies to deliver graduate student services at York University. Strategic and procedural development involves interpreting graduate education regulations and provincial standards on quality and translating them into institutional procedures at the graduate level. The Associate Director provides strategic and procedural input for the development and operationalization of the Graduate Studies Strategic Plan as it relates to institutional mandates agreed upon with the Provincial Ministry and the University Academic Plan, including the Integrated Resource Plan. As the conduit between the Graduate Studies Office and the Division of Students, including the Offices of the University Registrar and Admissions, the Associate Director is accountable for the entirety of the graduate student academic record; responsible for translating and co-creating procedures which facilitate each stage of the graduate student academic life from admissions to graduation; provides guidance on the operationalization, administration, and enforcement of graduate education regulations for all graduate programs as well as institutional graduate enrolment reporting to the Office of Institutional Planning & Analysis on behalf of the AVP Graduate and Dean, and for the . Responsible for the operationalization, administration, and enforcement of graduate education regulations, the Associate Director, Student Affairs works in concert with the Associate Director, Academic Affairs to oversee and advise the intersecting operations of the Graduate Studies Managers who report to them (Wellness, Scholarships/Awards, Communications) as well as the various coordinators and assistants who facilitate the procedures for students daily. The Associate Director, Student Affairs, is accountable to the AVP and Dean, 1.

Graduate Studies, for the enforcement of graduate education regulations and provincial standards on quality, including graduate program office responsibilities with university admission and registrarial stipulations as well as institutional graduate progression. The position provides training, advice, and guidance to Faculty Graduate Managers, Graduate Program Directors and Assistants across York’s campuses.

1. RESPONSIBILITIES:

GRADUATE STUDENT AFFAIRS, ACADEMIC SERVICES & ADMINISTRATION Provides overall strategic direction to academic services for graduate students. Establishes service standards and is responsible for ensuring annual continuous improvement consultation and evolution to improve service standards. Manages Faculty of Graduate Studies Student Affairs staff to ensure consistency and quality of services to graduate students. Develops and oversees a comprehensive annual operational plan for graduate student affairs, including broad procedures and desired outcomes for graduate registrarial functions including graduate admissions, enrolment, academic standing, academic honesty and graduate petitions, advanced standing, thesis and dissertation, progression, convocation and providing advice and direction on transfer credits and degree audit. Is accountable for the oversight, direction and management of the Graduate Student Affairs portfolio in the Faculty of Graduate Studies. Provides guidance, training and advice to Graduate Studies management and staff in the institution related to the administration of graduate student affairs, institutional graduate policy, graduate admissions, reinstatements, graduate petitions, and employment matters related to standing and the graduate student account. Acts as the main point of contact for Graduate Studies management on the interpretation and application of University policy as it relates to graduate student standing, thesis and dissertation. Interprets and translates the complexities of graduate student funding as it pertains to the graduate student record, providing decisions and advice to all resource Faculties. Provides guidance related to the application of institutional processes/procedures to 60+ Graduate Program Assistants physically located in resource Faculties. Leads the training and development of Graduate Program Assistants on the university’s graduate student policies as they relate to managing the graduate student record. Accountable for the application of University policy as delivered by Graduate Program Assistants. Liaises with in-faculty Associate Deans, and Operations Managers with respect to Graduate Program Assistant performance management as required.

GRADUATE ADMISSIONS Provides direction on the application of Graduate Regulations as they pertain to graduate admissions to the Office of the University Registrar and the Office of Admissions. Is accountable for the institution’s compliance with and the application of Senate Admissions policies and the Faculty of Graduate Studies Admissions policies and admissions standards. Ensures the application of admissions requirements to ensure compliance with OUCQA AND MTCU and MTCU regulations. Provides guidance and advice to the FGS Senior

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Administrative team to support Quality Assurance Cyclical Program Reviews and Audits as required. Accountable for liaising with the FGS Senior Decanal team and the Office of Admissions on non-standard admissions, including but not limited to HEQCO ( Quality Council of Ontario) and MTCU (Ministry of Training, Colleges and Universities) standards and escalates issues and the resolution of concerns. Is accountable for the continuous improvement and management of the institution’s Graduate Admissions Adjudication System. Works with the Executive Officer to determine strategic direction of system development to ensure a graduate student centric approach. Conducts annual audits to ensure system access is secure across all graduate programs. Accountable for providing the Office of Admissions with expert advice and decisions regarding graduate credential assessments. Accountable for the use of the graduate admissions adjudication system by Graduate Studies management and staff, including providing training and continued development and roll out of new features. Is the key representative for the Faculty of Graduate Studies on escalated admissions issues as they relate to the application of provincial and institutional standards.

REGISTRATION, ENROLMENT, PROGRESSION Is accountable for establishing the graduate student registration and enrolment timelines for the University. Defines and implements graduate registration and enrolment procedures ensuring appropriate communication to graduate students and graduate studies staff. Is accountable for establishing institutional thesis and dissertation deadlines, including the implementation and rollout to graduate students. Consults with the Office of the Registrar on progression dates as required. Has the broad latitude to assess the application of graduate student late fees, including exemptions. Is accountable for the Annual Rollover Exercise for the institution and for the institution’s tri-annual Academic Milestone Exercise including Grading Reconciliations, graduate student blocks and the failure to achieve milestones; and their applications Provides direction and guidance to graduate studies management and staff on the Academic Milestone Exercise to ensure compliance with provincial standards. Is the senior administrator accountable for the Graduate Petitions Programs. Works closely with the Associate Dean, Student Affairs to ensure equity and consistency. Is a participating member of the Graduate Petitions Process with decision implications. Responsible for pan-institutional graduate digital workflow process which extends to graduate programs and Faculties, including system rollout, ongoing use, applicable procedures and standards, with process oversight of initial decisions prior to decanal approval. Ensures all procedures in support of York University’s Graduate Petitions Process and Thesis & Dissertation comply with institutional regulations and provincial guidelines. Has the latitude to represent the Faculty of Graduate Studies in the University’s Graduate Community of Practice, Retention Council, Registrar’s Office Graduate Liaison Meeting and Academic Advising. Is accountable for the rollout of the graduate convocation exercises for the institution including balance of degree calculations and degree audits. Is accountable for the effective and sensitive management and implementation of the Posthumous/Critical Illness Graduate Degree program. Is accountable for resolution of complex graduate student issues as they pertain to Graduate Student Affairs. Facilitates effective solutions for

3. graduate students and graduate programs by leveraging strategic relationships and institutional knowledge with the Office of the University Registrar and the Office of Community Support and Services. Provides information to the Office of Legal Counsel in legal matters that involve graduate students and the Graduate Student Affairs portfolio. This includes but is not limited to compiling reports and clarifying/translating graduate education regulations. Accountable for managing visiting graduate student agreements including OVGS, CUGTA, CAGS Research Mobility.

ENROLMENT REPORTING Is accountable for the graduate enrolment reporting exercise that takes place three times per year. Liaises with Faculty Graduate Studies management and staff to collect and quantify graduate enrolment data in line with graduate student records. Develops and implements unit metrics, policies and procedures to promote sound data management, increased security of the same resources and compliance with quality regulations. Is accountable for providing graduate enrolment data to the Faculty of Graduate Studies senior administration and the Office of Institutional Planning & Analysis. Is accountable for the application of MTCU (Ministry of Colleges and Universities) standards as they relate to weighted grant unit (WGU) figures for all graduate students. This includes interpreting and explaining WGU implications to Faculty Graduate Studies management, communicating WGU data to other institutions, and receiving/analyzing external WGU data on behalf of the Faculty of Graduate Studies. Represents the Graduate Student Affairs portfolio to Internal Audit, is accountable for the enforcement and application of institutional graduate regulations and standards to ensure enrolment audit outcomes are positive and in compliance.

GOVERNANCE: Is accountable for drafting and proposing new regulations for consideration to improve the integrity of the institution’s compliance with provincial standards as they pertain to graduate admissions, graduate registration, graduate enrolment, thesis and dissertation. Undertakes an annual review of benchmark data on post-secondary institutional processes, procedures, regulations and policies in support of graduate education excellence to ensure the integrity of York University regulations that support the Graduate Student Affairs portfolio.

OPERATIONS AND FINANCIAL MANAGEMENT: Accountable for long-term strategic planning for the Graduate Student Affairs portfolio. In consultation with the Executive Officer and Associate Dean, Student Affairs, implements sound operational management practices to ensure the goals of Graduate Student Affairs portfolio are consistently achieved in a responsible manner. Sets direction within the Graduate Student Affairs portfolio in consultation with the Graduate Decanal team and Executive Officer and is accountable for communicating the direction and general actions to the Faculties. Accountable for the institution’s graduate data quality in the Graduate Enrolment Module, for establishing the procedures and policies related to the collection of that data and communicating to the Faculties. Acts as the SIS designate for graduate access, including annual audit exercises to ensure appropriate access

4. is provided to Graduate Program Assistants, Graduate Program Directors and Faculty based Graduate Studies Managers. Accountable and responsible for the management and implementation of the institutional Graduate Emergency Bursary Fund, accessed by graduate students. Accountable and responsible for the management of the institution’s Graduate Thesis & Dissertation budget. Responsible and accountable for external examiner relations with the University and the procedural elements of the graduate student oral examination/defense of dissertation on behalf of the Faculty of Graduate Studies. Participates in financial planning exercises for the Faculty of Graduate Studies as it pertains to the Graduate Student Affairs portfolio, providing strategic insight and direction on the support and implementation of service excellence processes for the University

HUMAN RESOURCES MANAGEMENT: Creates and maintains a positive and supportive work environment for staff. Responsible for being knowledgeable i of applicable collective agreements, York University specific HR policies and programs and employment related legislation and applying effectively in managing staff. Under the general direction of the Executive Officer has full managerial responsibility for the Student Affairs staff including recruitment and selection, staff development and training, performance, absence and attendance management. Is accountable for the implementation of advising protocols within the Student Affairs portfolio. Takes corrective action, disciplines staff and terminates employment as required. Participates in grievances/arbitrations as required. Establishes priorities and work schedules for staff members. Conducts workload assessments, defines staff responsibilities and deliverables and establishes performance standards. Continuously reviews, assesses and amends, as required, portfolio needs to ensure appropriate and effective staffing structures are in place for ongoing excellence in service delivery. Under the general direction of the Executive Officer, develops and communicates new policies, technical strategies and procedures for implementation ensuring that Student Affairs staff comply. Provides interpretation during implementation of York University policies, strategies and procedures and evaluates effectiveness/recommends change as appropriate.

CONTINUOUS IMPROVEMENT Oversees the continuous improvement and implementation of service improvements to the Graduate Student Affairs portfolio at York University and provide advice and guidance on the delivery of graduate student services and the application of graduate student policy. Identifies ongoing opportunities for refinement of processes with a goal to improve the consistency and quality of graduate student service at the University. This role requires expert knowledge in OUCQA AND MTCU requirements for graduate education and the graduate student record at York University. Regularly liaises with graduate students and to determine the efficacy of service levels and reviews in consultation with faculty management for improvements and increased efficiencies. Works with University partners in UIT and contracted vendors to implement service improvements not limited to Software as a Service (Saas) and the design/delivery of internal online solutions to improve delivery of service as it relates to institutional graduate petitions, admissions adjudication, thesis and dissertation.

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2. SUPERVISORY RESPONSIBILITIES:

A. Supervises on a Direct Basis:

Positions Supervised No. of Incumbents Student Affairs Assistant - YUSA 2 Student Affairs Thesis Coordinator – YUSA 2 Student Affairs Coordinator – YUSA 2 Total number of direct staff supervised: 6 YUSA

Nature of Direct Supervisory Responsibility: Responsible for recruitment and selection, training and development assigning and overseeing work, setting priorities, providing guidance and direction, performance management, absence and attendance management including facilitating workplace accommodations as required.

Takes corrective actions or disciplinary action as required. Participates in grievance hearings up to and including the arbitration level.

Nature of Indirect Supervisory Responsibility: Trains Faculty Graduate Program Assistants and answers questions around the application of graduate policy, systems and procedures.

3. PERSONAL CONTACTS: a. Level of Contacts within the University Purpose Senior Administration, Faculty of Graduate Reporting, making Studies recommendations, providing strategic guidance and input as it relates to the graduate student record

Senior University Administration To acquire review of visiting agreement from Provost Office, to acquire signature from President. To discuss and provide information regarding student cases with legal counsel.

Graduate Programs To advise on regulations and appropriate courses of action, to provide information and receive instruction. To permit courses of action as they relate to the graduate student record.

Graduate Students across ten resource To advise with respect to Faculties Graduate Education regulations, resolve issues as they pertain to

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the graduate student record, to support student success

Division of Students – Admission’s Office To provide strategic direction and decisions related to graduate application and adjudication system. To provide strategic insight and decisions on applicant conditions.

Division of Students – Registrar’s office To provide information on graduate regulations; resolve discrepancies; to provide strategic direction and decisions on the application of institutional policy on graduate student enrolment and registration

To provide strategic insight on University Information Technology system requirements to support graduate education and the graduate student record including but not limited to Admissions Adjudication System, Online Graduate Petitions Portal and SIS (GEM, PES) b. Type of Contacts Outside the Purpose University Student Affairs Colleagues/Other Universities Enrolment Reporting Exercise Benchmarking, Best Practices, Visiting agreement plans

4. DECISION MAKING:

The Associate Director, Graduate Student Affairs is responsible for making long - term strategic decisions required to ensure the correct application of institutional regulations governing graduate education at York University. The position has broad latitude for decision making. Formulates innovative strategic objectives for graduate studies, participates in the Faculty of Graduate Studies strategic planning and coordinates the broad student affairs portfolio and team in order to implement strategic plans. Decisions may be made in consultation with Executive Officer and Associate Dean, Student Affairs. Decisions range from outlining options to support direction taken by senior academic members of the graduate studies, to directing others on specific courses of action. All decisions with academic consequences must be taken in consultation with an Associate Dean or the Dean.

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5. DIRECTION RECEIVED:

The Associate Director, Graduate Student Affairs has a significant degree of independent action and decision making within the portfolio of Graduate Student Affairs and its objectives. The incumbent works under the general direction of the Executive Officer as it pertains to human resources, financial management, facilities and health and safety matters. The incumbent works under the general direction of the Associate Dean, Student Affairs as it pertains to graduate student affairs including the graduate student record, progression, institutional regulations and admissions and works closely and collaboratively with the Dean & Associate Vice-President Graduate, and Associate Dean, Academic Affairs.

6. FINANCIAL/BUDGETARY CONTROL:

A. Type of financial or budgetary control exercised by this position. Takes a role in the budget process for institutional graduate student affairs to ensure goals and objectives are met. Is accountable for the Thesis & Dissertation budget for the University.

B. Payroll Budget $740,000 Operating Budget $100,000

7. QUALIFICATIONS:

A. Educational Requirements: University degree required. Graduate degree is an asset.

B. Experience Requirements: Minimum of 5 years of progressively responsible strategic leadership experience in an academic environment, specifically admissions, registration, and application of student fees; knowledge of institutional regulations and policies, familiarity with Higher Education Quality Council of Ontario guidelines and policies. Experience with the implementation and accountability for post-secondary graduate education is preferred. Demonstrated success in a shared service environment impacted by constant change required. Experience in using online and cloud- based enterprise systems and databases. Demonstrated ability to forge strategic relationships across a large stakeholder group required. Must keep-up to date with evolving standard changes that pertain to Graduate Student Records, evolving international education systems and changes to standardized testing. Experience with assessment of domestic and international credentials is required.

C. Skills (Specialized knowledge): Strong leadership and motivational skills. Proven record of consistently achieving a high level of client satisfaction through design of large-scale service delivery

8. models. Ability to successfully and collegially collaborate with a broad spectrum of clientele. Demonstrated working knowledge of human resources management practices; excellent organizational and management skills; excellent oral and written communication with proven report writing skills; demonstrated ability to work independently and as part of a team; excellent interpersonal skills; proven ability to exercise initiative and good judgment; strong analytical and numerical skills; ability to multi-task; advanced knowledge of Word, Excel, Access, and PowerPoint. Excellent project management and analytical skills. Ability to set priorities and lead both a direct team and indirect teams through project implementation. Experience using cloud-based enterprise student information systems is considered an asset.

Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview

8. WORK ENVIRONMENT AND THE PHYSICAL/SENSORY DEMANDS:

Work is normally performed in a typical interior office work environment. Very limited physical effort required, limited exposure to major risks.

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