University of Waterloo

Director, Mathematics Undergraduate Office

Requisition ID
2017-1832
Job Category
Student Services
Department
3001 - Dean of Math Office-Math U/G O
Job Status
Regular Full-Time
Hiring Range
$74,976 - $93,720

Overview

Under the general guidance and direction of the Associate Dean, Undergrad Studies the Director, Math Undergrad Office is responsible for the strategic direction and implementation of business operations and initiatives within the Math Undergrad Office. This position will be responsible for the implementation of academic support services for the Faculty of Math. Additionally, the Director will lead academic advisement activities for Math learners, both on-campus and online and will be responsible for providing consultation and support for areas of policy and practice in the Faculty of Math regarding undergraduate curricular change and student engagement.

Responsibilities

Student Advising Leadership

  • Leads the team of advisors in direction and advice to students regarding individual course and program/plan selections during the academic cycle (class enrolments, plan modifications).
  • Co-ordinates academic advising activities with the Academic Advisors.
  • Resolves complex and/or escalated academic advising issues within the Math Undergrad Office and across the Faculty of Math.
  • Provides training to Academic Advisors and other advising staff across the Faculty to ensure a consistent level of service delivery.
  • Liaises with Department Chairs, Program Coordinators, administrators in other Faculties, and other administrative units (such as the Registrar’s Office, Student Success Office, Counseling Services) regarding academic regulations and policies and student referral.
  • Oversees class scheduling problems such as reserved capacities, conflicts and space issues.
  • Provides oversight and management of the scheduling of final exams including coordination between the Registrar’s Office and departments as required for problem solving.
  • Manages transfers of students from other Faculties into Math, including student advising, course selection approvals and course transfers credit assessments.
  • Makes decisions regarding convocation and degree requirement completion for students and assists Associate Dean, Undergraduate Studies regarding student requirements.
  • Responsible for the maintenance, accuracy and updating of the Academic Progression rules for the Faculty of Math.
  • Provides signing authority of petitions involving late drop/add and request for third attempt courses.
  • Responsible for the oversight of the following processes: Transfer Students – Internal and External, First-Year Advising, Orientation, Academic Integrity, Special Accommodation support, Post-degree/Non-degree Academic Progression, Academic Advisement (graduation) International Student Advising specialization, Student Services, Teaching Services, Final Grade approvals; reviews and evaluates processes with a view of streamlining/updating practices.
  • In consultation with the Manager, Student Services, provides support and strategic planning for the Student Teaching Services as well as front line triage within the MOU.
  • Approval of administrative documents, such as expense requests and grade revision forms Overseeing strategic communications, including overall responsibility for internal communication, overseeing web content, and approval of external communications

Human Resources Oversight

  • Responsible for the management of staff; which involves: supervision, recruitment, training and development, performance management and evaluation, promotion, professional development, retention, and the application of discipline/termination, as required..
  • Providing the Associate Dean with necessary staffing and systems support for the recruitment, evaluation, promotion, and retention of faculty.
  • Maintaining personnel files, work schedules and vacation records for faculty and staff in accordance with University policies.
  • Ensuring processes are in place for recruitment, evaluation and pay of temporary employees, co-op students, and graduate TAs.
  • Development and approval of departmental Standard Operating Procedures (SOPs).
  • Maintaining personnel files, work schedules and vacation records for faculty and staff in accordance with University policies.
  • Coordination and scheduling of work responsibilities for staff, including approval of staff vacation.

Financial Oversight and Business Planning

  • Planning and coordinating the development of the annual operating budget, including teaching, ensuring that funds are aligned with the strategic priorities.
  • Ensuring that all accounts are soundly managed including monthly reconciliation of accounts.
  • Designing and implementing internal processes and documentation to ensure compliance with University policies.
  • Monitors overall performance and seeks and implements operational efficiencies and improvements that enhance overall service delivery.
  • Review for approval requests for expense authorizations related to MUO program delivery.
  • Providing the Chair with confidential and strategic advice, information, and data to support decision making.
  • Monitoring and reporting on strategic and operational plans.
  • Leads and/or participates in various initiatives and projects, in accordance with departmental goals, objectives and business plans.
  • Coordinating plans with the need for resources, including space, finances, human resources, and information technology.

Qualifications

  • Minimum bachelor’s degree from a post-secondary institution or equivilant education and experience 
  • 5-7 years administrative experience including process oversight, budgeting, and planning
  • Senior human resources management experience required including recruitment, organization, leadership and development of staff at various levels
  • Significant experience providing academic guidance and counseling in a university
  • Demonstrated comprehensive understanding of academic programs, procedures and policies at the undergraduate level
  • Demonstrated skill and interest in providing academic advice; effective advising skills
  • Proven ability to identify problems and to deal with difficult situations by probing for information, analyzing complex situations and providing solutions
  • Proven ability to respond quickly and decisively in a crisis situation in a calm and reasonable manner
  • Demonstrated sensitivity and discretion in interacting with the internal/external community in regards to petitions, probation, academic misconduct and other academic matters
  • Proven ability to provide strategic analysis and recommendations
  • Proven experience to integrate various elements – such as space, people, and finances – into a cohesive plan
  • Experience in communications and ability to direct communications efforts
  • Strong financial acumen, including financial planning and analysis, budgeting, and forecasting experience over several years
  • Proven ability to design and implement new and changing administrative and financial processes
  • Excellent human relation skills, in particular, ability to guide and develop staff and foster constructive team relationships
  • Proven leadership skills, including constructive relationships with individuals in academic posts; proven skills of persuasion and influence
  • Strong organizational skills, including experience managing and reporting on major projects
  • Independent judgment in areas of time management, task prioritization and decision-making
  • Proven ability to manage a large volume of work, conflicting priorities and deadlines
  • Exceptional research, writing, communication and presentation skills
  • Demonstrated initiative, ability to work independently and under pressure
  • Strategic planning skills and ability to implement
  • Excellent technical skills and ability to analyze data for decision making
  • Regular working hours, some evening/weekend work required

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