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Posting Number: CPM-10588
Position Title: Academic Affairs Officer
Department: Office of the Dean, Faculty of Graduate Studies
Category: Managerial/Professional
Reports To: Exectuive Officer
Affiliation/Union: CPM
Salary Grade: F
Hiring Salary Range: $81,985 - $92,233
Maximum of Salary Range: $112,729
Hours of Work: 8:30 am - 4:30 pm
Full-Time / Part-Time: Full-Time
Duration: Permanent
The Office of the Dean in the Faculty of Graduate Studies provides essential support to students, faculty, postdoctoral fellows and staff at York University. The Dean’s Office promotes and enhances the quality of graduate education, post-doctoral activities and fosters excellence in teaching and research. The Faculty of Graduate Studies serves close to 100 graduate programs and diplomas that house more than 6,000 students.

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.


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.

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.

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.

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.

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.


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.

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.

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.

Type: Dean, Associate Deans, Graduate Program Directors/Assistants, managers in the Faculty Office of the VP (Academic), other Faculties: staff and faculty members, Admissions Office, Registrar, Advancement, Libraries, Dean/AVP Graduate
Purpose: Research, analysis, strategic planning; development of initiatives including curricular and program proposals; participation in cross-functional committees

Type: University Secretariat, FGS Faculty Council committees, other Faculty Councils, Senate Committees,
Purpose: Consultation, advice and information on academic planning, policy and governance issues.

Type: Ministry of Training, Colleges and Universities, Ontario Council on Graduate Studies, National Library and Archives Canada. Faculty members, students.
Purpose: Provides and obtains information.

Type: Ministry of Advanced Education and Skills Development (MAISD), Ontario Universities Council on Quality Assurance, Faculty members, Students
Purpose: Provides and obtains information.

Type: Other Universities, Colleges.
Purpose: Information sharing, research.

Type: Academic Employee Relations.
Purpose: Consultation, advice and information on academic policy and governance issues in relation to collective agreements.
Supervisory Responsibilities:
Affiliation   Number of Individuals   Direct/Indirect   Type
YUSA   4   Direct   Administrative/Secretarial/Clerical
Work Study Student   1   Direct   Other

Nature of Supervisory Responsibility:
Responsible for the hiring, firing, disciplining, training and supervising, assigning and overseeing work, setting priorities, providing guidance and direction, performance management, approving leaves, managing attendance, and arranging workplace accommodations. Manages staff performance and takes corrective actions where necessary. H/she takes disciplinary actions under the YUSA Collective Agreement where appropriate and participates in grievance hearings up to and including the arbitration level.
Physical & Sensory Demands/Environmental Conditions:
Notes: Office environment. Extensive keyboard and mouse use for writing and formatting documents; critical attention to detail and accuracy in reviewing and analyzing reports; regularly required to utilize active listening skills; some minute taking.
Decision Making:
Responsible for the assessment of content, priority and undertaking appropriate action/response (on behalf of the Dean or the Faculty) to a wide range of enquiries, issues, reports, requests for information, etc. received by the Office of the Dean and Faculty Council. Determines appropriate committee routing of legislation, reports, inquiries, etc. Independent action is taken in relation to research and development of initiatives, report preparation, follow-up action within very broad policy guidelines, directions and understandings. Routinely deals with issues which require clarification and political or personal sensitivity and have significant influence on academic programs and academic careers. A key focus of the position involves the provision of strategic expertise, and advice/guidance to committees, Dean/AVP Graduate, and other individuals formally charged with making decisions; in reaching decisions, these bodies rely heavily on the expertise held by this position.
Direction Received:
The Academic Affairs Officer is a senior position in the Faculty with a high degree of responsibility and accountability for providing expert advice, guidance and options on critical academic processes based on authoritative knowledge. Under the general direction of the Executive Officer, Dean & Associate Vice-President Graduate, Associate Dean Student Affairs, Associate Dean Academic Affairs, the incumbent works in a collegial and consultative manner within Faculty legislative structures. The incumbent also works closely with the Chair of Council and Chairs of Council Committees. The AAO is responsible for the independent development of academic policy and procedures of long term importance to the Faculty.
Financial/Budgetary Control:
There is no direct budgetary control exercised by this position.
University degree required, Completion of a Masters preferred.
Minimum five years’ experience with University and Faculty governance structures and legislation is essential, including managing committees, academic planning, drafting reports and policy development. Experience in the administration of collective agreements is an asset.
Superior communication skills, including both written and oral communication, and specific skill in researching and writing complex reports, planning and policy documents and legislation; skill in synthesizing, analyzing, and interpreting complex information and policy documents; strong numerical literacy including familiarity with the use of Key Performance Indicators (KPIs) to track performance towards goals and outcome measures. In-depth knowledge of Senate academic policies, procedures and approval mechanisms and broad knowledge of parliamentary procedure. Demonstrated ability to interact effectively with senior university and government officials comfortably and professionally with a customer-service orientation and maintaining confidentiality. Demonstrated project management skills, excellent attention to detail and the ability to exercise good judgment and discretion. The ability to function independently with strong organizational skills and demonstrated leadership in a management team environment. Intermediate to Advance skills level for Microsoft Word, Excel, Power Point; Basic Access and Adobe required.
Additional Notes:
Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
Criteria for Exclusion from a Bargaining Unit:
This position supervises other employees and makes recommendations that affect those supervised, such as hiring, firing, promotion, and/or discipline. This position has responsibility for management action under collective agreements (e.g., notice of job closure, grievances, performance issues, etc.).

Due to the confidential capacity of this position, given it directly reports to individuals engaged in the administration of collective agreement, including grievances, negotiations, etc., the incumbent would have prior knowledge of the University's position in negotiations. This would place the incumbent in a conflict of interest.

This position is responsible for the formulation of policy objectives and makes effective policy recommendations related to the development of administrative and academic programmes, including recommendations that would impact on staffing complement.

Internal Posting Date: July 13, 2017
Internal Application Deadline: Posted until filled
Extended Posting Date: July 13, 2017
Extended Application Deadline: Posted until filled
External Posting Date: July 13, 2017
External Application Deadline: Posted until filled

Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.


Thank you for your interest in a career with York University.

Are you interested in applying to CPM-10588? To apply to this position click the following link to access our online application portal:

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The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. York University is committed to employment equity and diversity and a positive and supportive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

Please note, due to the high volume of applications received only those selected for an interview will be contacted.

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