Manager, Student Systems and Insights

Job Title

Manager, Student Systems and Insights

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Family Group

Staff - Non Union

Department

UBCO | Student Service Centre | Faculty of Management

Compensation Range

$7,158.42 - $10,292.25 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Job End Date

Ongoing

Posting End Date

November 30, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

This position will be filled internally. It is posted for informational purposes only.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

This position provides project management, systems coordination, process improvement, and implementation support for the Faculty of Management’s Student Development Centre.

Reporting to the Director, Student Development, the position leads and coordinates projects that support the strategic and operational priorities of the Centre across academic advising, career development, co-op, experiential learning, employer and industry engagement, alumni engagement, student engagement, and related student development services.

A significant component of the position is the ongoing development and optimization of the Centre’s digital infrastructure, including the 12Twenty Business Career Hub. The position provides business ownership and project coordination for system enhancements, workflow development, data integrity, reporting, user adoption, vendor relationships, and continuous improvement. The position works with Central UBC IT and other University partners on technical, integration, privacy, security, and data governance requirements.

The position also supports the Faculty’s AACSB accreditation and continuous improvement activities by coordinating systems, processes, data collection, reporting, and evidence related to student development outcomes and engagement. The position leads the Centre’s student insights work, gathering and synthesizing student and stakeholder feedback into evidence and recommendations the Faculty can act on.

This position works across portfolios to identify opportunities, develop and implement solutions, coordinate stakeholders, monitor outcomes, and transition completed projects into sustainable operational practices.

Organizational Status

Reports to the Director, Student Development.

Works closely with:

• Manager Academic Advising
• Manager Co-op & Careers
• Business Development Manager
• Student Development Centre staff
• Faculty leadership and project sponsors
• Faculty of Management Marketing & Communications
• Central UBC IT and related technology services
• Institutional Research and Data Governance
• UBC Alumni and Development
• External technology and service providers

The position works collaboratively with staff across the Faculty and University and may coordinate project teams, working groups, vendors, consultants, and student employees.

Work Performed

Project Management and Coordination

• Leads and coordinates projects identified through the strategic and operational priorities of the Student Development Centre.
• Develops project objectives, scope, timelines, milestones, deliverables, dependencies, and measures of success.
• Coordinates project activities across multiple portfolios, ensuring deliverables are completed within established timelines and requirements.
• Develops project plans, schedules, implementation plans, communication plans, and other project documentation appropriate to the scope of the initiative.
• Monitors project progress, identifies risks and issues, and recommends adjustments or mitigation strategies.
• Coordinates project meetings, working groups, consultations, and implementation activities.
• Maintains project documentation, decision records, action items, and implementation records.
• Provides regular project updates and recommendations to the Director, Student Development and other project sponsors.
• Coordinates project evaluation and transition activities to ensure completed initiatives are appropriately incorporated into ongoing operations.

Student Development Systems and Technology

• Provides ongoing business ownership and project coordination for digital systems supporting the Student Development Centre.
• Leads the ongoing development, optimization, and enhancement of the 12Twenty Business Career Hub following implementation.
• Coordinates system configuration, workflow development, testing, implementation, and enhancement activities in consultation with Centre staff and vendors.
• Works with Centre managers and staff to identify system requirements and translate operational needs into functional requirements and project deliverables.
• Coordinates system changes to ensure they support student, staff, employer, and alumni needs.
• Monitors system usage, adoption, functionality, and user experience and identifies opportunities for improvement.
• Coordinates troubleshooting and resolution of system issues with vendors and Central UBC IT, as appropriate.
• Maintains appropriate system documentation, procedures, and user resources.
• Develops and maintains the technology and systems roadmap for the Student Development Centre.
• Evaluates opportunities to improve student services and operational efficiency through technology, automation, and system enhancements.
• Owns platform data governance for the Centre, including user access roles, permissions, and data retention practices, in consultation with UBC IT and Privacy; trains day-to-day platform administrator(s) and other staff users to balance data governance with daily Centre needs.

Business Process and Workflow Improvement

• Reviews and evaluates Student Development Centre processes and workflows to identify opportunities to improve efficiency, consistency, integration, and student experience.
• Consults with managers and staff to identify operational requirements, service gaps, duplication, and opportunities for improvement.
• Maps current and proposed processes and develops recommendations for improved workflows and service pathways.
• Coordinates implementation of approved process and workflow changes across relevant portfolios and systems.
• Develops and maintains process documentation and standard operating procedures.
• Ensures new systems and processes are appropriately integrated into existing Centre operations.
• Identifies opportunities to reduce administrative processes and improve the accessibility and consistency of student services.
• Uses staff and student feedback, system data, and operational information to support continuous improvement.

Data, Reporting and Systems Integration

• Owns the development and maintenance of data collection, reporting, and information management processes within the Student Development Centre.
• Works with Centre managers to identify data requirements and meaningful measures of student engagement, participation, service utilization, career outcomes, employer engagement, experiential learning, and other relevant indicators.
• Develops dashboards, reports, and other information tools to support operational planning and decision-making.
• Monitors data quality, consistency, and completeness within systems for which the Centre has business ownership.
• Works with Central UBC IT, Institutional Research, Data Governance, and other University partners to support appropriate data flows and system integration.
• Establishes and maintains consistent data definitions, fields, taxonomies, and reporting practices.
• Identifies opportunities to improve the collection and use of student development data.
• Coordinates system and data requirements associated with new projects and service initiatives.

Student Insights and Evidence

• Provides synthesized findings and recommendations to process improvement, change management, and planning activities across the Centre.
• Designs and coordinates structured mechanisms - surveys, focus groups, and other qualitative and quantitative methods - to gather ongoing student and stakeholder feedback, in partnership with service areas.
• Synthesizes feedback and engagement data across portfolios into unified analysis, supporting colleagues whose program delivery limits capacity for this work.
• Translates findings into recommendations for service improvement and presents them to the Director and Faculty leadership.
• Establishes repeatable methods and instruments so student insights work is sustainable year over year rather than project dependent.

AACSB Accreditation and Continuous Improvement

• Supports the Director, Student Development and designated accreditation leads in meeting AACSB accreditation and continuous improvement requirements related to student development.
• Leads the collection, validation, organization, and reporting of relevant student development data and evidence.
• Supports reporting related to student engagement, career outcomes, experiential learning, employer and industry engagement, alumni engagement, and other applicable indicators.
• Develops and maintains repeatable processes for the collection and reporting of accreditation-related information.
• Works with Student Development Centre managers to establish appropriate ownership of data, reporting responsibilities, and evidence requirements.
• Develops dashboards, reports, and evidence that demonstrate student engagement, outcomes, and continuous improvement.
• Ensures relevant systems and processes are designed to capture information required for ongoing reporting and assessment.
• Maintains appropriate documentation to support accreditation reviews and continuous improvement activities.
• Identifies opportunities to embed accreditation-related data collection and assessment into regular Centre operations.

Cross-Portfolio Student Development Projects

• Coordinates projects that involve multiple Student Development Centre portfolios, including academic advising, career development, co-op, experiential learning, employer engagement, alumni engagement, and student engagement.
• Supports the implementation of new student-facing programs, services, resources, and initiatives.
• Coordinates pilot projects and implementation activities and supports evaluation of project outcomes.
• Works with managers and staff to establish project requirements, responsibilities, timelines, and deliverables.
• Identifies interdependencies between projects and operational areas and communicates potential impacts to appropriate stakeholders.
• Supports the development of integrated student service pathways and processes across the Student Development Centre.
• Maintains the structure of student services web pages so that the website and platform present consistent service pathways; coordinates periodic review with service areas, flagging outdated pages and broken or duplicated routes.
• Provides student services and platform integration requirements to Faculty website redevelopment initiatives.
• Service areas remain responsible for their program information, and Faculty Marketing & Communications for brand, voice, and overall web strategy.
• Ensures projects align with established Faculty and Student Development Centre priorities.

Change Management, User Support and Adoption

• Develops and coordinates implementation and change management activities associated with new systems, processes, and services.
• Identifies stakeholders affected by project changes and develops appropriate engagement and communication approaches.
• Coordinates user consultation, testing, pilot activities, and feedback processes.
• Develops or coordinates training materials, user guides, process documentation, and implementation resources.
• Provides guidance and support to staff in adopting new systems, processes, and technologies.
• Monitors implementation and user adoption and identifies areas requiring additional support or refinement.
• Collects and analyzes user feedback on system usability and adaption.
• Develops platform engagement briefs for Faculty Marketing & Communications to support student, staff, faculty, and employer adoption campaigns.

Vendor and External Partner Coordination

• Serves as a primary operational contact for designated technology and service providers.
• Coordinates vendor meetings, system enhancements, implementation activities, issue resolution, and service reviews.
• Communicates business requirements and operational needs to vendors and evaluates proposed solutions.
• Tracks vendor deliverables, timelines, outstanding issues, and required actions.
• Supports procurement, contract renewal, RFP, and technology evaluation processes as required.
• Provides recommendations regarding system enhancements, vendor services, and technology solutions.
• Escalates significant technical, contractual, privacy, security, or service issues through appropriate University processes.

Technology Evaluation and Innovation

• Monitors developments in student success technology, career development platforms, CRM systems, analytics, workflow automation, and AI-enabled services.
• Identifies opportunities to use technology to improve student service delivery and operational efficiency.
• Evaluates emerging technologies and solutions against identified business requirements, student needs, cost, sustainability, privacy, security, accessibility, and integration requirements.
• Coordinates pilot projects and proof-of-concept initiatives where appropriate.
• Supports the responsible implementation of AI-enabled tools in accordance with University policies and practices.
• Provides recommendations to the Director, Student Development regarding technology opportunities and priorities.

Project Documentation and Communication

• Prepares project plans, status reports, briefing materials, presentations, implementation documentation, and recommendations.
• Develops project communications for staff, students, employers, alumni, and other stakeholders as required.
• Maintains project records, including timelines, requirements, decisions, risks, issues, and outcomes.
• Develops standard operating procedures and knowledge resources associated with new or revised processes and systems.
• Ensures project documentation supports effective transition to ongoing operations and organizational continuity.
• Owns and maintains the Student Development Centre’s SharePoint site as a centralized internal knowledge base, including information architecture, organization, and content governance.

Strategic Planning and Continuous Improvement

• Contributes to Student Development Centre planning and priority-setting activities.
• Provides information and recommendations to the Director regarding project priorities, resource requirements, risks, and opportunities.
• Uses project results, data, stakeholder feedback, and operational information to identify opportunities for improvement.
• Supports the development of annual work plans, project roadmaps, and implementation priorities.
• Identifies opportunities to strengthen integration between Student Development Centre services and broader Faculty priorities.
• Participates in initiatives that support the ongoing development, effectiveness, and sustainability of the Student Development Centre.

Consequence of Error/Judgment

The Project Manager works with considerable independence and exercises judgment in planning and coordinating projects, managing competing priorities, interpreting operational requirements, recommending process and system changes, and identifying and addressing project risks.

Errors in project planning, system configuration, data management, reporting, communication, or implementation may negatively affect student services, student and employer experiences, operational effectiveness, data integrity, accreditation evidence, vendor relationships, and the achievement of Faculty and Student Development Centre objectives.

The position is expected to exercise sound judgment regarding confidentiality, privacy, data governance, accessibility, system security, project risk, stakeholder impacts, and the appropriate escalation of issues. The position must recognize matters requiring consultation with the Director, Faculty leadership, Central UBC IT, institutional data owners, or other appropriate University authorities.

Supervision Received

Reports to the Director, Student Development.

Works independently within established Faculty and University policies, procedures, priorities, and project parameters. Receives direction regarding strategic priorities and objectives and determines appropriate approaches, timelines, coordination methods, and project activities within those parameters.

The position is expected to exercise initiative in identifying issues, opportunities, and solutions and to seek direction when matters involve significant risk, policy implications, resource requirements, or changes to established priorities.

Supervision Given

May supervise student staff or co-op students supporting reporting, data, and research projects, and platform support including vendor issue tracking.

May coordinate the work of project teams, working groups, student employees, consultants, vendors, and staff from other University units in relation to specific projects.

Provides functional guidance, project direction, and information to staff involved in project implementation and system adoption.

The position does not normally have direct supervisory responsibility for permanent staff.

Qualifications

Minimum

• Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred

• Undergraduate degree in business administration, project management, information systems, education, student affairs, data analytics, or a related discipline.
• Demonstrated experience in project coordination or management, systems implementation, business process improvement, student services, technology-enabled service delivery, or an equivalent combination of education and experience.

• Experience managing projects from planning through implementation and evaluation.

• Experience working with enterprise systems, CRM platforms, student information systems, career platforms, or other technology-enabled service environments.
• Demonstrated ability to develop project plans, coordinate multiple stakeholders, monitor timelines and deliverables, and identify and resolve project issues.
• Demonstrated ability to assess business requirements and translate them into practical systems, processes, and project deliverables.
• Strong analytical, organizational, problem-solving, and project management skills.
• Demonstrated ability to manage multiple projects and priorities within established deadlines.
• Excellent communication, consultation, facilitation, and interpersonal skills.
• Ability to communicate technical and operational concepts effectively to both technical and non-technical audiences.
• Experience developing process documentation, implementation materials, training resources, and project reports.
• Ability to work independently, exercise sound judgment, take initiative, and work effectively within a collaborative environment.
• Experience handling confidential information and knowledge of privacy and data governance principles.

• Experience working in a post-secondary environment, particularly in student development, career services, co-op, experiential learning, academic advising, employer engagement, or student success.

• Experience with 12Twenty, Symplicity, Salesforce, Slate, Workday, or comparable enterprise, CRM, career, or student service platforms.
• Formal training or certification in project management, change management, process improvement, or a related discipline.
• Experience leading the implementation, optimization, or ongoing business ownership of a technology platform.
• Experience with data visualization, dashboards, business intelligence, or institutional reporting.
• Experience supporting accreditation, assessment, institutional effectiveness, or continuous improvement initiatives.
• Experience with qualitative and quantitative research methods (e.g., user research, surveys, focus groups).
• Experience in information architecture or digital service design.
• Familiarity with AACSB accreditation and business school student success or career outcome reporting.
• Experience with workflow automation, APIs, system integrations, data governance, or information management.
• Experience with AI-enabled tools, chatbots, automation, or emerging technologies.
• Experience working with external vendors, procurement processes, contracts, or RFPs.
• Experience leading change management and user adoption initiatives.