THE ACADEMIC AFFAIRS OFFICER supports the Faculty of Graduate Studies in the broad areas of Strategic Planning; Policy, Governance, and Curriculum; Research and Professional Development; and Academic Appointments. The Academic Affairs Officer supports Faculty Council and its committees; provides high- level support for the development of new graduate programs and maintenance of academic quality for all existing graduate programs; develops, analyses and advises on courses of action regarding academic policy and Faculty regulations for the Faculty; develops, interprets and implements Faculty, University and governmental policies, regulations and procedures; oversees scholarship, award and postdoctoral services for York University; supports and enhances research intensification; and administers all faculty appointments for FGS.

POLICY:
Acts as Senior Academic Policy Advisor to the Dean/AVP Graduate regarding strategic planning initiatives, and the development of policy and procedures; management of long-term academic planning projects; represents the Faculty of Graduate Studies on relevant working groups and task forces. Supports the Dean/AVP Graduate in the development and analysis of policy related to graduate studies/postdoctoral research, internationalization and other special projects as directed.

CURRICULUM:
Provides expert advice and support for the development of new program/diploma proposals, revisions to existing programs/diplomas, the creation of or changes to academic policy, and the implementation of Senate initiatives. Provides high-level support for the provincially mandated Quality Assurance Process, for both new and existing York graduate programs and assists in the preparation of key strategic documents reporting on Faculty activities. Interprets FGS and Quality Council framework; provides statistical data and analysis; drafts reports, internal and external correspondence for Dean/AVP Graduate Provides high-level advice and support to the Dean/AVP Graduate, Office of the Vice-Provost, relevant Senate committees, graduate program directors and assistants, and senior staff with respect to quality assurance processes for new and existing graduate programs; offers advice and feedback on external reviewer nominations, consultants’ reports, program responses, and decanal final assessment reports and implementation plans. Works with the Office of Institutional Reporting and Analysis (OIRA) to maintain and further develop Graduate Program Profiles including modifications to KPIs and outcome measures in support of Quality Assurance and University reporting requirements, as required. Supports the development of applications specific to Graduate Studies.

GOVERNANCE:
Reviews and ensures accuracy and timeliness of Council and Committees agendas and minutes; participates in academic planning for FGS: serves as authority on Faculty regulations and procedures for all academic committees and FGS Council. Manages the curricular approval process in the Faculty of Graduate Studies; serves as the primary resource for the Academic Policy and Planning Committee (APPC) and its sub-committees, and serves as the principal Faculty contact to the Senate-level curriculum and policy committees; oversees all curriculum/policy proposals presented to Faculty committees, and oversees the writing of reports, on behalf of the committees to Faculty Council; ensures proposals are approved and implemented through and in accordance with appropriate legislative bodies within the Faculty through to final approval by Senate. Continually reviews and monitors existing policies on regulations, guidelines and procedures on academic matters for approval by the FGS Council for implementation for FGS; proposes changes to appropriate FGS bodies; provides advice to Dean/AVP Graduate, Associate Deans, Graduate Program Directors and Assistants on Faculty policies and regulations; receives and reviews suggested changes and ensures their viability, offers suggestions for improvement where warranted; reviews and revises graduate program offerings and graduate curriculum design and change; identifies inconsistencies or problems. Provides guidance to graduate programs on the policies and procedures of the appointments process for new and continuing faculty member appointments, ensures compliance with approved graduate program specific appointment criteria and Senate regulations; oversees maintenance of FGS faculty appointments on the Academic Resource Management System with new and renewed appointments ensuring accuracy. Works with the Leadership Team (Dean/AVP Graduate, Associate Deans and Executive Officer) in the preparation of academic planning documents. Provides advice on academic and strategic priorities and goals to the Dean/AVP Graduate and Associate Deans and drafts key strategic planning documents under the direction and in collaboration with the Executive Officer for the Dean/AVP Graduate.

APPEALS AND ACADEMIC HONESTY:
Provides administrative support and guidance regarding FGS policies and regulations in cases of academic appeals and academic dishonesty related to graduate students. Manages and documents the process for such cases for all cases involving graduate students in academic appeals/honesty: ensures selection of hearing panels and times for panels; monitors submissions, communicates with students, faculty, lawyers; safeguards evidence, attends and records hearings; disseminates decision, and ensures follow-up action by graduate programs, registrar and other administrative offices.

RESEARCH AND PROFESSIONAL DEVELOPMENT:
Oversees the scholarships and awards portfolio for graduate students. Administrative accountability for internal scholarships and awards processes, as well as the submission of applications to external funders (resulting in approx. $11M annually). Develops and implements new or revised adjudication processes for scholarships, awards, fellowships and prizes. Initiates, develops and maintains all aspects of administrative supports and services for postdoctoral researchers and their supervisors at York University. Develops strategies to advance York University’s goals in the area of postdoctoral research and to increase the number of postdoctoral fellows at York as outlined in high level university planning documents (e.g., UAP, SRP, and PIER). Administrative oversight of the Ethics review process for graduate student research. Provides advice and guidance to Dean/AVP Graduate and Associate Dean Academic on policy, process and initiatives related to student awards & scholarships and postdoctoral fellowships. Creates operational plans to support the implementation of the Faculty’s strategic research objectives and oversees the implementation of those plans, including the development of policies and procedures, the alignment of resources with plans, establishing project time lines and milestones. Provides regular reports to the Dean/AVP Graduate’s Executive Team. Works with Faculties to ensure that grant application budgets include financial support for graduate students and postdoctoral researchers and that all relevant policies are disseminated effectively. In partnership with Innovation York, contributes to Intellectual Property agreements and contracts involving graduate students and postdoctoral research. Works with Communications staff to develop effective and innovative communications strategies that promote research success and that enhance the research reputation of the Faculty and the university. Directs liaison with federal and provincial granting agencies and other local, national and international funding organizations and agencies and foundations for all matters relating to scholarships and awards for graduate students and postdocs. Oversees reporting on scholarships and awards to all external funders such as the tri-council (SSHRC, CIHR and NSERC). Identifies financial and other risks inherent in research and funding and takes necessary steps to minimize those risks. Keeps abreast of internal and external factors that may impact on the Faculty’s research strategy and makes adjustments accordingly. Drafts related correspondence, briefing notes, and presentations for the Dean/AVP Graduate and Associate Dean Academic. Works with Advancement Services in support of research initiatives, graduate student, postdoctoral fundraising initiatives. Oversees FGS staff responsible for completing internal award paperwork and set up of donor awards. Oversees YUSA staff responsible for awards & scholarships, posting of student awards to accounts, and postdoctoral research. Directs all aspects of the Graduate and Postdoctoral Professional Skills program including proposals, curriculum development, community consultation, ongoing programming, reports, and budget.

ACADEMIC APPOINTMENTS:

FGS APPOINTMENTS:
Provides administrative oversight for the FGS Faculty Appointments process. Provides guidance to graduate programs on the policies and procedures of the appointments process for new and continuing faculty member appointments, and ensures compliance with approved graduate program specific appointment criteria and Senate regulations. Provides detailed review and feedback on proposals for new and changing program-level appointment criteria. Oversees maintenance of FGS faculty appointments on the York faculty database with new and renewed appointments ensuring accuracy.

GPD and DIPLOMA COORDINATOR APPOINTMENTS:
Provides administrative oversight for the Graduate Program Director and Graduate Diploma Coordinator appointments processes. Initiates appointment and reappointment processes annually, liaises with graduate programs as required, reviews all relevant communication and documentation, drafts recommendations on behalf of the Dean/AVP Graduate, approves letters of appointment, ensures appointments are coded, stipends paid, and all FGS records updated. Maintains inventory of program-level GPD search procedures. Responds to procedural questions and follow up issues from faculty, GPDs, Diploma Coordinators, Associate Deans, and Deans/Principal regarding appointments. Drafts and delivers Orientation for new Graduate Program Directors annually and as required throughout the year. Drafts and updates GPD handbook annually. Contributes to monthly GPD meetings as required. Initiates meetings of Graduate Diploma Coordinators for the sharing of best practices as required.

LABOUR RELATIONS:
Coordinates and support discussions within FGS, as required, to identify issues and recommendations for upcoming bargaining. Provides FGS recommendations to the Department of Faculty Relations, especially in relation to postdoctoral activities in relation to YUFA and research funding and support implications of CUPE collective agreements Acts as a liaison with respect to the collection of data and/or other information, including relevant intersections between FGS academic regulations, academic governance and collective agreements, required for the collective bargaining, Maintains confidentiality of all discussions around collective agreement bargaining issues while working with YUFA and CUPE 3903 members in the performance of the Academic Affairs Officer duties. Makes recommendations to the Leadership Team in FGS regarding intersections between FGS academic regulations, academic governance and collective agreements.