University of British Columbia Manager, First Year Programs Full Time in Vancouver, BC

University of British Columbia

Branch Vancouver BC CA

Manager, First Year Programs
Vancouver, BC

Minimum of two years experience or the equivalent combination of education and experience. The position requires initiative and ingenuity from the conception of…

First Year Programs in the Faculty of Arts is comprised of three main units: Arts One, Arts Research and Writing (ASRW), and the Coordinated Arts Program (CAP). Together these programs enroll approximately 2200 students, and employ and support/liaise with 45 faculty members who are situated in both First Year Programs and their affiliated units. The combined budget of these programs is over $2.2 million.
The First Year Program Manager is responsible for the management and administration of the First Year Programs in the Faculty of Arts. Working under the direction of the Chair of First Year Programs, this position will be responsible for financial/budgetary planning and analysis of the unit, liaising with sessional and regular faculty, planning complex course scheduling, coordinating appointments of tenure-track faculty and sessional instructors, annual reporting, student conference administration, recruiting, marketing and communications, staff management, and ensuring academic support for program students (including liaising with student support units such as Education Service Professionals (ESPs) and Arts Academic Advising). The position requires initiative and ingenuity from the conception of ideas to completion of projects, and is governed by broad UBC objectives and procedures. The position requires judgment in developing approaches and techniques to achieve goals and objectives.
The incumbent will need to interact with faculty, staff, students and representatives from public and private sector organizations. This will require excellent judgment, diplomacy and interpersonal skills.

Organizational Status

The First Year Program Manager reports to the Chair of First Year Programs. The First Year Program Manager will manage and support 1.5 CUPE 2950 support staff.

Work Performed

Provides operational and administrative management of First Year Programs and its academic activities.

Prepares budgets and financial forecasts in PeopleSoft Hyperion Budgeting System.

Manages and evaluates the human, financial and physical resources and systems for the program.

Manages 1.5 CUPE 2950 staff associated with First Year Programs.

Develops and implements administrative policies, procedures and systems

Recommends, implements, and manages resource allocations according to the priorities, policies, and schedules established by the Chair of First Year Programs.

Manages all University operations within the Programs, ensuring that financial and administrative decisions are based upon sound business practice and accounting principles and are in keeping with UBC policies.

Manages research grants allocated to faculty.

Develops and oversees policies and procedures related to financial management.

Manages the smooth transfer of information within the three programs, and between First Year Programs and other University units.

Ensures First Year Programs actively support students with respect to advising and academic needs.

Reconciles monthly ledgers and provides oversight on staff preparation of requisitions, travel advances, journal vouchers and cash deposits for the unit.

Establishes and maintains effective working relationships with various departments and faculties with a commitment to the inter -, multi,- and cross-disciplinary direction of the program.

Manages FYP project cycles from the conception of ideas to completion of projects, and is governed by broad UBC objectives and procedures.

Provides leadership and guidance by advising on and implementing sound management practices; interpreting and implementing various collective agreements (CUPE 2950, CUPE 2278, CUPE 116, M&P); ensuring departmental practices are consistent with agreements; assisting in the handling and resolution of complaints; hiring, training, evaluating and terminating staff; developing and updating job descriptions.

Provides guidance and consultation to faculty and staff regarding employee relations and human resource issues re: the appointment of faculty, staff and students.

Prepares job descriptions and handles posting of positions.

Responsible for hiring, performance management and termination of First Year Program staff.

Manages sessional and 12 month lecturer faculty appointments, ensuring all information is correct. Ensures that appointments are correct and grant-funded positions receive proper funding handling. Assesses staffing needs and priorities as part of the strategic plan for First Year Programs.

Manages the current inventory of space and equipment designated to First Year Programs, and, in consultation with faculty and staff, develops, implements and manages usage policies, guidelines, and schedules regarding Program facilities and equipment.

Is responsible for the management of all facilities and equipment utilized by the Program, as well as for developing, implementing and maintaining usage policies and guidelines.

Develops and maintains systems and procedures for reporting and evaluation regarding the Programs’ activities.

Prepares statistical material for internal and external use, i.e., enrolments, reports, personnel information.

Provides support and advice for ongoing curriculum development for the Programs, and facilitates curriculum revisions.

Manages ancillary events, activities and projects (CAP Welcome Event, CAP Conference, ASRW Conference, UBC yield recruiting events, Arts One alumni reunion, symposia and others).

Develops and implements recruiting, marketing, publicity, and development plans for First Year Programs. Coordinates website and social media updates, including writing, collecting, and posting material.

Performs other duties as required.

Supervision Received

The First Year Program Manager reports to the Chair of First Year Programs. This incumbent is expected to work independently with guidance and consultation from the Chair of First Year Programs.

Supervision Given

Will manage support staff, student assistants and temporary staff on project-specific tasks. Will manage the evaluation of 1.5 CUPE support staff whose tasks include educational support of academic programs.

Consequence of Error/Judgement

The First Year Program Manger is responsible for the smooth operation of the entire program. The success of First Year Programs’ academic mission is essential to the development of a strong undergraduate body in the Faculty of Arts. The success of the program also enhances the reputation of UBC across the country and internationally. Errors in accuracy and judgment may impact enrollment, program quality and reputation. Breaches of confidentiality in handling student issues could lead to legal and financial problems and could hinder a student’s academic progress.


Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Ability to exercise confidentiality, diplomacy and good judgment when interpreting policies and making decisions both independently and with others.
Ability to work effectively independently and in a team environment, including the ability to collaborate with a large group of faculty and staff. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to gather, record, and organize information. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to explain, assign, and monitor work. Ability to foster the long-term learning and development of staff through coaching, managing performance, and mentoring. Ability to develop and monitor budgets. Ability to apply generally accepted accounting principles in an appropriate manner. Ability to accurately gather, organize, and summarize financial information. Ability to effectively perform accounts payable and accounts receivable related duties. Ability to analyze and redesign work flow/business processes to make them more efficient and effective. Ability to prepare cost estimates/projections. Ability to address and moderate interpersonal conflict by confronting issues and taking appropriate action. Ability to establish effective relationships with a variety of stakeholders, including unions and associations. Ability to interpret and apply collective agreements in a complex, unionized environment. Ability to exercise sound judgment. Ability to communicate effectively verbally and in writing. Ability to deal effectively with a diversity of people. Ability to develop and maintain cooperative and productive working relationships. Ability to effectively recruit, train, supervise, and motivate employees. Ability to make thoughtful, informed, and thorough decisions.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Vancouver, BC, CA
Posted on: 2015-08-16
Posted by: