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Manager, Graduate Reporting and Mobility Programs

Department: Graduate Studies Office (GS0) Effective Date: September, 2014
Grade:

USG 9

35 hrs/wk

Reports to: Director, Graduate Academic Services

General Accountability

Reporting to the Director, Graduate Academic Services, the Manager, Graduate Reporting and Mobility Programs ensure the availability and delivery of information required for the University to perform the graduate academic and enrolment functions.  The Manager works collaboratively with Institutional Analysis and Planning on internal and external reporting activities including University Performance Indicators, provincial government enrolment reporting; Ontario Education Number (OEN), graduate program review data reporting and ad hoc requests for records data. The incumbent has a lead role in preparation of the government claim submitted three times a year to the University to the Ministry of Training, Colleges and Universities.

 

The Manager, Graduate Reporting and Mobility Programs is responsible for authorizing enrolment and program/plan status changes including withdrawal records; grading; petitions for class changes, program extensions, transfer credits, grade extensions according to graduate regulations and approved procedures. The Manager oversees all activities including data maintenance and deadlines for student biographic/demographic, academic and enrolment records and ensures data quality for internal and external reporting.  The incumbent has signing authority for these documents and other forms of enrolment and degree verification.

 

The Manager, Graduate Reporting and Mobility Programs is an integral part of the Graduate Studies Office management team responsible for advising the Director and other managers on current issues affecting graduate operations, business processes, systems and services, planning and direction that contribute to the Graduate Studies Office (GSO) goal of providing professional student academic and records systems and services to the University for graduate students, administrative and academic staff. The Manager works closely with the Assistant Director, Graduate Admissions and Records Systems, and the Graduate Admissions and Data/Systems Analysts to plan for document retention, define document types and records business requirements for electronic workflow processes. 

 

The Manager, Graduate Reporting and Mobility Programs has a key role in the training of GSO staff on records business processes and department, Faculty administrative and academic staff on data requirements procedures, deadlines and regulations. The incumbent is responsible for biographic/demographic, academic and enrolment records procedures to ensure data quality for reporting activities. 

 

The Manager, Graduate Reporting and Mobility Programs is responsible for the administration of the Ontario Visiting Graduate Studies Plan, the Canadian Graduate Student Research Mobility and Transfer agreements, and the University of Waterloo International Visiting Graduate Student program.  The incumbent is responsible for liaison with external representatives from Canadian universities participating in transfer agreements; management of admission/acceptance, enrolment, grading, study agreement records, invoicing and communications for visiting students.

Nature and Scope

The University of Waterloo strategic plan includes goals for ongoing graduate studies growth. 

The Graduate Studies Office (GSO) provides academic service support for the University of Waterloo in a number of functions including the administration of graduate program review and approval processes, graduate student recruitment, publications, student and staff services, applications for admission, admission evaluation, recommendation and offer processes, course enrolment, graduate student financial aid programs, award and scholarship programs, development and application of academic policies, academic records, theses, graduation, internal and external reporting, workshops and events.  The GSO services are utilized by graduate students, alumni, postdoctoral fellows, faculty members, University of Waterloo administrators, external agencies, and prospective graduate students including the University’s undergraduate students.

 

The incumbent’s supervisor is the Director, Graduate Academic Services who reports to the Associate Provost, Graduate Studies.  The following positions report to the Director, Graduate Academic Services:

Statistical Data

Graduate Studies - 2009/2010                                         

  • Tuition/Operating Income   
 52 million/41 million
  • Enrolment    
 5,300
  • Degrees    
1,900
  • Visiting Graduate Students  
350

Specific Accountabilities

The Manager must have knowledge and understanding of university document management and retention policies, academic and enrolment regulations and procedures, records systems processes, programs including new programs proposed for the next academic term. The Manager works closely with the Director, Graduate Academic to determine records business processes to meet internal and external regulatory requirements.   

 

The incumbent must have knowledge and understanding of Senate Graduate and University regulations as documented in the Graduate Studies Calendar.  The incumbent must have knowledge of relevant university policies: 19 – Access to and Release of Student Information and 8 – Information Security.

 

In carrying out her/his Manager, Graduate Reporting and Mobility Programs role, the incumbent is responsible for oversight of the day-to-day review and authorization of graduate student academic and enrolment petitions to ensure that decisions meet minimum University regulations; oversight of academic, enrolment, bio/demographic and supervisor records to ensure data quality for reporting purposes; mentoring new administrative staff and academic officers on regulatory and procedural matters pertaining to graduate students records.  The incumbent provides advice to faculty, students, administrative and academic departments on matters such as appropriate enrolment status and its impact on funding eligibility, tuition assessments, government reporting, program completion times, immigration and/or other bio/demographic status information.

 

The Manager, Graduate Reporting and Mobility Programs participates in the training of Records staff. 

 

The Manager will undertake special projects for the Director, Graduate Academic Services as required.

 

Significant Internal Relationships:

 

Significant External Relationships:

Working Conditions