Manager, Engineering Co-op (Leave Replacement)
UBC Vancouver Campus
Staff: Non Union
Job Category: M&P - AAPS
Job Profile: AAPS Salaried - Cooperative Education, Level C
Job Title: Manager, Engineering Co-op (Leave Replacement)
Department: Experiential Learning & Academic Services | Dean's Office | Faculty of Applied Science
Compensation Range: $6,546.42 - $10,228.92 CAD Monthly
Posting End Date: May 18, 2021
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date: Jun 30, 2022
The Faculty of Applied Science management team for Engineering Co-op is co-led by two Managers. Each position leads a team of Co-op Coordinators and student employees.
The Manager, Engineering Co-op works in collaboration with their colleague to develop program policies and services to support stakeholders, provides leadership and manages the Coordinator team of professional staff and oversees student staff for the Engineering Coop program, in the Faculty of Applied Sciences, for both the Vancouver and Okanagan campuses. The role is also responsible for developing, marketing, and promoting the Engineering Co-op programs to new and existing local, national and international employers, professional associations and other institutions and coaches, counsels and prepares undergraduate and graduate Co-op students for the workplace.
The position manages a broad range of functions including: continually evaluating and improving Co-op Program practices and policies for stakeholders; workflow planning and activity concentration during the term; supervision, development and evaluation of the Coordinator staff; preparing, analyzing and reporting on job conversion rates, placement statistics and satisfaction levels of stakeholders; conducting term and annual employment market analysis to forecast intake and projected placement activity and results; reviewing and developing marketing strategies to attain projected targets; aligning services with national and international best practices for university student co-op development and client/stakeholder service; internal and external communication and business development strategies.
The Manager, Engineering Co-op maintains engagement with appropriate student and Faculty units to ensure open communication on relevant issues and services to create policies and services to support students in the program including overseeing development and implementation of supported services for students who encounter difficulties in the program and through work terms; advocates for the effectiveness of services provided to students. The Manager, Engineering Co-op maintains an ongoing attention to student needs and perceptions, ensures open communications and build clear understanding, and the optimal policies and services in support of students.
Reports to the Director, Experiential Learning and Academic Services, and works in close collaboration with the Manager, Engineering Co-op, the Senior Manager, Administration, and the Senior Manager, Business Development and Employer Engagement in execution of programming and management of program and stakeholder outreach. Works closely with Co-op Coordinators, Co-op administrative staff, student staff, departmental administrators, student representatives, and faculty members to determine effectiveness in meeting stakeholder requirements.
- Leads and manages direct reports, Co-op Coordinators including recruiting, hiring, managing performance, disciplining, assigning work, and terminating staff. Provide strategic program operations training and mentoring of Coordinator team;
- Analyzes Coordinator performance and outcome data to monitor trends and assign resources where needed;
- Manages and implements Coordinator work plans, workflow and timelines in line with program cycles including: intake, marketing, work term, and review/debrief periods;
- Oversees the creation and dissemination of program information to engaged stakeholders (students, staff, faculty and employers) through: regular emails and e-newsletters, MIS (PD Portal) messaging, website updates, social media, print/electronic materials (including: Co-op Student toolkits, Co-op Coordinator Manual, Co-op Supervisor Guidelines), and other relevant mediums;
- Provides ongoing review and implements improvement to the Program service strategy for stakeholders (APSC academic departments, programs and schools, students, and industry);
- Maintains, develops and implements Co-op student (undergraduate and graduate) and employer policies and procedures;
- Reviews and approves leave schedules for Coordinator M&P staff leave (vacations, absences, time in lieu, overtime) to ensure all areas of the program are covered during hours of operation and in peak periods without affecting stakeholder service;
- Responsible to create, establish and implement a supported service for students, including private individual consultations and a mechanism for confidential/unidentified sharing of areas of concern;
- Develops, oversees, and evaluates Co-op student training and support for workplace interactions and situation management (e.g.: ethics, harassment, equity);
- Responsible for reviewing and developing marketing strategies to attain projected targets in collaboration with Senior Manaager, Business Development and Employer Engagement;
- Responsible for the oversight of Co-op program KPI’s, including work term data and stakeholder satisfaction metrics
- Participates in Faculty, Departmental and Institutional meetings, committees, and events;
- Key program contact for difficult inquiries from stakeholders (students, employers, or faculty) encountered by staff;
- Maintains involvement in professional associations in the area of engineering and Co-operative Education;
- Researches and identifies potential partners in industry, government agencies and institutions (locally, nationally, and internationally);
- Performs other duties as required or requested.
- Initiates, builds, and maintains new employer relationships for co-op job development
- Develops academic-related work placements through assessment of technical engineering job requirements, engineering discipline, and academic level of placement
- Determines employer requirements and facilitates hiring processes
- Develops and prepares annual discipline-specific strategic marketing and site visit plan
- Advises employers on requirements and availability of government funding for Engineering Co-op placements
- Attends and networks at various events, locally and nationally, such as conferences, trade shows, career fairs, and information sessions
- Assesses admissibility and on-going participation of students in the Co-op program as per the Program’s terms and conditions
- Designs, prepares, and delivers orientation and information sessions for new students (undergraduate and graduate; domestic and international) which outline all of the academic and technical work placement requirements for achieving a Co-op designation on their engineering degree
- Designs and delivers pre-employment training programs and assesses effectiveness of training programs by continually evaluating student preparation for the workplace
- Provides Co-op students with one-on-one and group employment counselling and coaching before, during and after each work term
- Advises students on technical suitability of work placements to their academic program, the selection of areas of specialization and requirements for their professional designation
- Conducts work term site visits to monitor and evaluate the technical requirements of the student placement and the employer environment with respect to working conditions, safety standards, and academic requirements of the position
- Evaluates student performance in the work place to ensure they are meeting employer needs and addresses issues as needed
- Evaluates and grades student work term reports
- Surveys, analyses and reports on Engineering Co-op student employment interests
- Stays aware of international work permit requirements and directs students to follow all legal and immigration policies required
- Maintain and grow the PD Portal with employer and student records
- Participates in Faculty, Departmental and Institutional meetings, committees, and
- events where required
- Reviews courses and programs with employers and faculty in the revision of Coop programs to meet academic and industry requirements.
CONSEQUENCE OF ERROR
Manages complex and matrix based processes, functions and organizational structures in a way which maximizes service levels while remaining financially effective. Creates and adapts procedures to meet new and unusual situations.
Exercise judgment and initiative in handling all co-op program matters. The work requires the highest level of tact, accuracy and interpersonal skills. Uses discretion in a wide variety of office situations.
Poor decisions could cause financial loss and damage of reputation to the UBC Engineering Co-op Program, the Faculty of Applied Science and the University of British Columbia. In addition, the impact, if an error occurred, would be misinterpretation of results in information disseminated to decision-makers, the public, and academic audiences. The consequences could lead to inappropriate policy and decision-making related to co-operative education. Mistakes and mismanagement of staff could cause distress and diminish workflow; adversely affecting the staff moral and operations of the Engineering Co-op Program. The reputation of the Engineering Co-op Program is often at stake in many of the decisions made, and through interactions with outside organizations.
Failure to apply policies and procedures established by the Ministry of Advanced Education, Skills and Training could result in the loss of accreditation and/or financial support. All Engineering Co-op employees are required to comply with UBC's information security policies and procedures. Failure to do so may result in serious information breach, which will cause harm to the University and third parties.
Works autonomously under the direction of the Director, Experiential Learning and Academic Services. Overall Engineering Co-op Program objectives are determined in consultation with the Director, Experiential Learning and Academic Services.
Manages Coordinator team across two campuses of professional and student staff. Supervision includes: recruitment, training, performance evaluations, career advancement, staff professional development and discipline as required in consultation with APSC HR team.
Authorized to remove students from the work place and the program for poor performance.
Undergraduate degree in a relevant discipline. Minimum of 5 years of related experience, or the equivalent combination of education and experience. Experience with Co-op programs and/or Human Resource Management roles. Experience in a managerial and supervisory capacity in a post-secondary institution is required. Engineering industry related experience, either locally or internationally, is preferred.
The position requires a high degree of independence, decision making, ability to assess and implement work required, strong organizational skills and the ability to provide leadership and support.
The successful applicant will be able to: effectively work and manage multiple tasks and priorities under pressure to meet deadlines; be proficient with office software applications (MS Word, Excel, PowerPoint, Outlook, databases) and willing to learn new systems; possess a thorough knowledge of the University, Faculty departments, Programs and Schools; exercise sound judgment and make thoughtful, informed, and thorough decisions; possess excellent oral and written communication skills, presentation, interpersonal skills and intercultural competence; analyses and solve or resolve complex problems and issues; exercise tact, diplomacy, sound judgment and discretion; proven skill in relationship management to achieve results using a collaborative approach; effectively interpret and administer policy equitably; excellent interpersonal skills and inter-cultural sensitivity; demonstrated ability to direct and manage functions simultaneously; prioritize and work effectively under pressure to meet deadlines; demonstrated expertise in developing and successfully implementing strategy including process re-design; knowledge of local, national and international labour markets; knowledge of Engineers and Geoscientists BC resources on ethics and practices; familiarity with human rights, labour legislation, WorkSafe, and Canadian immigration policy impacting co-op students. Valid BC driver's license and access to a vehicle is required. Travel is required.