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

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YORK UNIVERSITY Job Posting – CPM (Confidential, Professional and Managerial Employees) 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 York University. 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 Provost. 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, Research 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 2. 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 (Higher Education 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
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