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Manager, Graduate Academic Reviews & Administrative Services

Department: Graduate Studies Office Effective Date: February 14, 2012


35 hr/wk

Reports to: Associate Provost, Graduate Studies

General Accountability

The Manager, Graduate Academic Reviews & Administrative Services reports to the Associate Provost, Graduate Studies and is responsible for the administration of graduate and augmented program reviews as well as the submission of documentation for the external academic approval of new graduate programs.  This includes internal activities with academic and administrative units for preparation and submission.  The Manager is also the primary administrative liaison with external reviewers across North America and with the Ontario Universities Council on Quality Assurance. 


The Manager also provides overall administrative and executive assistance in carrying out activities under the Associate Provost’s area of responsibility including confidential activities at a senior level.  On behalf of the Associate Provost, the Manager gives direction, guidance and support to Associate Deans, faculty members and administrative staff pertaining to academic and operational matters, in addition to the responsibilities described above for reviews.


The Manager is responsible for a number of administrative services including management of the graduate studies academic and operating budgets; appointments of Chairs for Ph.D. Thesis Oral Examinations and the maintenance of related Approved Doctoral Dissertation Supervisor records;  administrative and secretarial support for the Graduate Operations Committee;  management of the Graduate Studies Sharepoint site including security and access restrictions for electronic documents preserved in the document management system such as program reviews and operational documents; administration of the computing support services for the Graduate Studies Office; administration of the client service operations for the Graduate Studies Office and Postdoctoral Office.


The Manager is accountable to ensure that the office operates in an efficient and professional manner including the client services operations and the supervision of the Student Services Assistant and the Graduate Records Specialist/Graduate Assistant. 


The Manager is a member of the Graduate Studies Office Managers’ Group and participates in planning activities for resources and organization, and formulating recommendations for procedural and regulatory changes.

Nature and Scope

By 2017, the University of Waterloo plans to significantly increase the graduate student population. A high level of organization and management of graduate studies programs and services is essential to our success and key to meeting the goals identified in the UW Sixth Decade Report.  The GSO mission includes leadership and guidance for the development of new programs, successful execution of program reviews as required by the Ontario Universities Council on Quality Assurance, and the delivery of excellent and timely services to students, staff and the administration of the University. Between five and ten new programs are implemented each year.


The Graduate Studies Office provides academic service support for a number of functions: graduate student recruitment, publications, on-line student and staff services, applications for admission, admissions, class enrolment, academic records  and regulations, theses, graduation, internal and external reporting, graduate student financial assistance programs, award and scholarship programs, communications, coordination and promotion of workshops and the Annual Graduate Student Research Conferences.  The Graduate Studies Office/Postdoctoral Office services are utilized by graduate students, alumni, postdoctoral fellows, faculty members, administrators, external agencies, and prospective graduate students including UW undergraduates.


The other position reporting to the Associate Provost, Graduate Studies is the Director, Graduate Academic Services.


Significant Internal Relationships:


Significant External Relationships:

Statistical Data

Statistical Data - Graduate Studies 2011/12:                           


Specific Accountabilities

Program Reviews

The incumbent manages the Program Review activities including liaison with the Ontario Universities Council on Quality Assurance for all graduate and some augmented program reviews (joint reviews of undergraduate and graduate programs).  S/he is liaises with administrators at the University of Guelph, Wilfrid Laurier University, and other universities for joint programs.


The Manager provides expert advice to academic units on the requirements and procedures for the program review process, ensures that protocols are followed, and targets for completion are achieved.   The Manager plans the annual workshops for both new and cyclical reviews.


The Manager administers the cyclical and new graduate program proposal review and submission processes including external reviewer site visits; the reviewer expense records; oversight of preparation of the proposal documents by the departments; liaison with GSO managers; submissions for internal approval at Senate Graduate and Research Council and Senate; submission to the Ontario Universities Council on Quality Assurance;, communications both internally and externally on Council decisions; and collaboration with the Institutional Analysis and Planning Office on the submission and tracking of new programs to the Ministry of Training Colleges and Universities (MTCU) for funding and tuition approval.


The incumbent maintains the Graduate Academic Review website which contains official documents, forms and templates for new program proposals and self-study reports, and archives of completed reviews. S/he composes the annual report to the Board of Governors on Program Reviews. The Manager is responsible for updating and circulating the GSO program tracking list for new programs at various stages of the processes, and for preserving the archival records for the completed appraisal documents for new programs and program reviews in the University’s electronic document management system.  


In addition, the Manager tracks the changes for program modification for the annual report submission to the Ontario Universities Council on Quality Assurance, and organizes internal processes for the eight year cyclical audit for the University of Waterloo. 


The Manager regularly responds to situations requiring diplomacy and sensitivity particularly in situations with student appeals and personal concerns on behalf of the Associate Provost, Graduate Studies.  The incumbent must handle confidential materials with discretion throughout Faculty-related processes on matters concerning details of the Associate Provost’s discussions and correspondence.  The incumbent must balance multiple demands, deadlines, interruptions and emergencies.

Graduate Operations Committee

The Manager is responsible for the administrative support for the Graduate Operations Committee including preparation of agenda, minutes, research and follow-up on outstanding issues.  The incumbent is responsible for preserving the archival records of the Graduate Operations Committee documents in the University’s electronic document management system according to the records management policies of the University.


Financial Management

The incumbent is responsible for the internal control systems for the Graduate Studies Office including preparation of budget projections for the Associate Provost and Director, reconciliation of the department budget accounts, signing authority, oversight of expenses and travel records, and authorization for all account fund transfers, account payables and receivables.  The incumbent participates in the annual development of the budget for three organizational units and manages the year-end processes.


Computing & Office Equipment

The Manger is responsible for supporting the ongoing function of a networked environment of 30 computers.  The incumbent is responsible for the training, maintenance and proper functioning of all IT hardware and office equipment including telephones and photocopiers.   The Manager performs software installation/configuration changes to correct problems and oversees the implementation of computer software, on-site co-ordination for computer hardware, tracking maintenance requests, liaison with the IST Training Co-ordinator for training of GSO staff and effective use of information technology. The Manager is the GSO representative on the Information Systems and Technology Computer Representatives Group.


Ph.D. Thesis Examinations and Chairs

The Manager oversees the selection of faculty to participate as Chairs for Ph.D. Thesis Examinations, participation records, Chairs’ reports, Chair thank you letters and management of honoraria and travel records and payments for Ph.D. Thesis Examination Board External Examiners. On behalf of the Associate Provost, the Manager gives direction to Associate Deans and faculty members as necessary on the thesis examination rules and regulations. The Manager advises and distributes information on regulations and procedures to departments, Faculties and Examination chairs. 

Approved Doctoral Dissertation Supervisors (ADDS)

The Manager, Graduate Academic Reviews is responsible for the Approved Doctoral Dissertation Supervisors (ADDS) records.  This information is published in the Graduate Studies Calendar, and the accurate status information is utilized in the Student Information System security for admissions, electronic approval and supervisor records processes.

Management of Space and Facilities

The Manager works with the Associate Provost and Director, Graduate Studies Academic Services to ensure the efficient and appropriate use of Graduate Studies space and facilities.  The incumbent co-ordinates short and long-term space activities for the department including the administration of requests for renovations and new construction space, office relocations.  The Manager oversees the day-to-day facilities operations of the department, including reporting of necessary repairs, advising occupants of shutdowns, processing lock changes, monitoring safety conditions, office security, and updates inventory of equipment and furnishings.



The Manager, Graduate Academic Reviews supervises the Graduate Student Services Assistant and the Graduate Assistant. The responsibilities include recruitment, training and performance management and appraisals. 

The Manager, Graduate Program Reviews undertakes special projects for the Associate Provost, Graduate Studies and with the approval of the Associate Provost, the Director, Graduate Academic Services.

Working Conditions