涩里番

涩里番.CA / Organizational Development / Programs / Professional Exchange Program

PEP Opportunities from 2024

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1. Dean's Office Human Resources, School of Continuing Studies听

Opportunity:听We would like someone to help with the Faculty Affairs Portfolio. For example,听draft out听our promotion guidelines and听establish听the process for portfolio reviews. (Specific Project)听

Time Commitment:听3 hours/ week for a total of听60 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听听

Exchange Objectives:听

  • Collaborate with the HR team on best practices used at 涩里番 and/or peer institutions in order to identify gaps in our current Faculty Affairs procedures.听听

  • With the guidance of myself, the Dean and other management staff, the Participant will create new procedures/documentation.听听听

  • The Participant will gain experience in working with senior management in general, but also specifically in relation to SCS faculty听affaires听(not the same as听Tenure Track faculty).听听

Tasks Involved:听

  • Researching Faculty Affairs/Academic Personnel processes currently being used in the University and also best practices in peer institutions.听听

  • Collecting internal document and draft process (e.g., promotion guidelines for CAS faculty)听听

  • Consulting with stakeholders on the draft and听make听required changes.听听

Targeted Skills and Experience:听听

  • Writing听

  • Policy Development听

  • Presentations听

  • Administrative Tasks听

  • Advising听

  • Experience working in a decanal (Dean) office听and on听academic personnel administration.听

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2. Human Resources, Comparative Medicine and Animal Resources Center (CMARC)听

Opportunity:听Join our HR team and听help us听promote employee wellness and recognition. (Specific Project)听

Time Commitment:听3 hours/ week for a total of听60 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听

Exchange Objectives:听

  • Main goal: to foster a supportive and open environment where employees feel comfortable sharing their thoughts and concerns, HR can help build a sense of trust and connection that is critical for strong employee engagement.听听

  • Specific Tasks:听听

  • Attend the monthly Health, Safety & Wellness committee meetings:听听听

Report back to HR advisor with a summary of findings, especially areas of relevance to HR (i.e.听employee wellness and recognition),听听听

Suggest how HR could address issues or concerns,听听听

Take on responsibilities to support HR听goal听and听unit.听听

  • Participate in the Social Committee meetings and activities:听听听

Support HR goal by partaking in brainstorming sessions for future social committee events,听听听

Participate in event planning which听support听the HR goal and unit.听听

  • The听employee听will be encouraged to share their own suggestions with the HR team at CMARC.听听

Tasks Involved:听

  • Participate in the planning of the employee recognition ceremony (to be launched in December 2024).听听

  • Be in communication with nominees and nominators.听听

  • Conduct a short interview(s) with听winner(s) and write short biographies of听winner(s) to be posted on our website.听听

Targeted Skills and Experience:听

  • Public Speaking/ Marketing听

  • Writing听

  • Event Planning听

  • Administrative Tasks听

  • Research听

  • Teamwork and team building听听

  • Comfortable sharing ideas in discussion circles听

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3. Student Affairs, Dental Medicine and Oral Health Sciences听

Opportunity:听Student Affairs Curriculum Support (Specific Project)听听

Time Commitment:听2 hours/ week for a total of听50 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听

Exchange Objectives:听

  • Connect with various team members to gain a perspective听of听the working of a听clinical based听program.听

  • Learn more about student affairs, including processes and procedures in support of student progress and success.听

  • Collaborate with the unit to provide their perspective on processes to support continuous improvement.听

Tasks Involved:听听

  • Map out the curriculum scheduling process within the unit to help听identify听areas to improve efficiency and effectiveness and offer recommendations for improvement;听

  • Learn new scheduling software (One45); provide support for new curriculum implementation;听

  • Share your existing transferable skills and perspectives to enhance processes.听

Targeted Skills and Experience:听听

  • Policy Implementation听

  • Project Development听

  • Administrative Tasks听

  • Advising听

  • Attention to detail听

  • Desire to learn more about Process Mapping/Process Improvement听

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4. Office of Science Education, Faculty of Science听

Opportunity:听Job Shadow the Director (and听possibly other听members of the Office of Science Education) (Job Shadowing Host)听

Time Commitment:听2-3 hours/ week for a total of 30 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025 (TBC)听听

Exchange Objectives:听

  • This could include partaking in activities for听undergrads,听TAs听and/or professors; joining in on planning meetings for the OSE team; sitting听in on听meetings with Chairs or other administrators.听听

  • Observe how 涩里番's Office of Science Education functions as its team members collaborate with students,听faculty听and staff.听听

  • Participate in activities or learning communities on听various topics听(could be inquiry guided learning, assessment, neuroscience-informed strategies for learning, undergraduate research, etc.)听听

Tasks Involved:听

  • Tasks may be assigned as appropriate and as they arise in the course of the program.听听

Targeted Skills and Experience:听听

  • Writing听

  • Project Development听

  • Event Planning听

  • Administrative Tasks听

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5. Enrolment Services, Student Life and Learning听

Opportunity:听Job Shadowing within Enrolment Services (Job shadowing Host)听

Time Commitment:听2-3 hours/ week for a total of 30 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听听

Exchange Objectives:听

  • Job Shadowing where possible.听听

  • Mentoring / coaching;听guidance as听to听governance.听听

  • Learn how Enrolment Services (ES)听works.听听

Tasks Involved:听听

  • Tasks may be assigned as appropriate and as they arise in the course of the program.听

Targeted Skills and Experience:听听

  • Policy Implementation听

  • Policy Development听

  • Event Planning听

  • Presentations听

  • Leadership听听听

  • Facilitation听

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6. Strategic Initiatives, Office of the Vice President (Research and Innovation)听

Opportunity:听Supporting Data Governance for Research Administration (Specific Project)听

Time Commitment:听3 hours/ week for a total of听54 hours听听

Dates:听October 1, 2024 鈥� March 19, 2025听听

Exchange Objectives:听

  • Support data governance at the VPRI:听facilitate听better data management and governance by clearly defining terms used in data management systems, analyses,听reports听and other documentation.听听

  • Document organizational knowledge: capture and document the knowledge and terminology used with the organization to preserve institutional knowledge听听

  • Foster collaboration: encourage cross-department collaboration by听establishing听a shared understanding of business terms by building consensus among data holding units.听听

  • Promote continuous improvement:听establish听a process for updating and听maintaining听the glossary to reflect changes in business processes and terminology.听听

  • Enhance training and onboarding: provide a valuable resource for training new employees and for ongoing professional development.听听

Tasks Involved:听

  • Plan and draft a glossary of key terms and definitions, in collaboration with key stakeholders.听听

  • Review and summarize existing documentation into a cohesive document.听听

  • Develop a process for validation and approval of terminology.听听

  • Monthly reporting to the VPRI Data Governance Working Group.听听

  • Train internal data consumers.听听

Targeted Skills and Experience:听

  • Writing听

  • Project Development听

  • Knowledge of data governance听听

  • Research administration and research data management听

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7. Career Planning Service, Student Services听

Opportunity:听Professional Exchange Opportunity at 涩里番's Career Planning Service (Specific Project & Job Shadowing Host)听

Time Commitment:听2-3 hours/ week for a total of听50 hours听听

Dates:听September 19, 2024 鈥� February 28, 2025听听

Exchange Objectives:听听

  • Shadowing Experience: Gain insight into the daily operations and best practices of the career planning service through shadowing experienced staff members.听听

  • Employment Equity Skill Building: Enhance understanding and application of employment equity principles in career development and service delivery, drawing on research, benchmarking, and/or personal knowledge/experiences to inform and enrich these efforts.听听

  • Event Planning Experience: Gain practical experience planning and executing events, particularly for Canada Career Month.听听

  • Networking Opportunities: Build professional relationships with career planning staff, students, and external partners.听听

Tasks Involved:听听

  1. Shadowing Staff Members: Spend time听observing听and learning from various career advisors and staff members to understand their roles and responsibilities.听听

  1. Employment Equity Initiatives:听Participate听in initiatives and develop resources and strategies to support diverse student populations.听听

  1. Event Support:听Assist听in the planning, promoting, and executing events, particularly those related to Canada Career Month.听听

  1. Resource Development: Help in the creation and refinement of some career development materials, ensuring they are inclusive and considerate of equity, diversity, and inclusion (EDI) principles.听听

Targeted Skills and Experience:听

  • Public Relations/ Marketing听

  • Writing听

  • Project Development听

  • Social Media听

  • Event Planning听

  • Presentations听

  • Research听

  • Leadership听听

  • Advising听听

  • Networking / Employer relations听

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8. Office of the Controller, Financial Services听

Opportunity:听Business Process Analyst (Specific Project)听

Time Commitment:听3.38 (half-day) hours/ week for a total of听60 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听

Exchange Objectives:听

  • Efficiency Improvement:听Identify听inefficiencies in specific business processes and streamline workflows to improve productivity.听听

  • Leverage technology: Explore existing tools available to the university (Teams听workflows,听Co-pilot听or other preapproved AI) to听identify听ways they can be incorporated into business processes.听听

  • Compliance and risk management:听Identify听improvements to processes to ensure compliance with controls and mitigate risks of wrong/poor data in the system.听听

Tasks Involved:听

  1. Validate previously听identified听processes for optimization or automation (2-3 have already been听identified).听听

  1. Consult with team to听identify听other processes or workflows ripe for optimization or automation. This will require听establishing听criteria to evaluate which processes can be听optimized听and considering the scope of processes that can be听optimized听during the period of the exchange program.听听

  1. Scope out tools that can be used for optimization. This may require consulting with other teams or units that have been successful in adapting existing tools to听optimize听workflows. Tools may include automation (software),听leveraging听or improving existing system controls, creating job aids or听training for听parties to a process,听monitoring听tools for compliance/adherence to processes.听听

  1. Create a plan for process optimization.听听

  1. Implement the plan.听听

Targeted Skills and Experience:听

  • Project Development听

  • Administrative Tasks听

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9. Equity, Diversity & Inclusion - Desautels Faculty of Management听

Opportunity:听Development of a Staff Mentorship Program for Indigenous and People of听Colour听(POC) Identifying Staff (Specific Project)听

Time Commitment:听3 hours/ week for a total of听60 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听

Exchange Objectives:听

  1. Review research findings conducted by Desautels in the 2023-24 academic year; further research into best practices may be听required.听听

  1. Contact听established听connections (both internal and external to 涩里番) for further information related to best practices for staff mentorship programs at academic institutions.听听

  1. Develop, and write, a proposal for a staff mentorship program for Indigenous & People of听Colour听(POC)听identifying听staff.听

Tasks Involved:听

  1. Conducting research听听

  1. Networking with internal and external university contacts听听

  1. Write a program proposal听听

  1. Meet regularly with host and other contacts who are supporting the project听听

  1. If time听permits,听participate听in a listening session/focus group听听

Targeted Skills and Experience:听

  • Writing听

  • Policy Development听

  • Project Development听

  • Event Planning听

  • Presentations听

  • Administrative Tasks听

  • Research听

  • Advising听

  • Solid understanding of equity, diversity and inclusion, and empathy听听

  • Critical thinking听听听

  • Willingness to engage in challenging conversations related to sensitive topics听

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10. Academic Programs & Government Reporting, Enrolment Services听

Opportunity:听Support development of the Course Catalogue: 涩里番's new academic information website (Specific Project & Job Shadowing Host)听

Time Commitment:听3 hours/ week for a total of听60 hours听听

Dates:听September 19, 2024 鈥� March 19, 2025听听

Exchange Objectives:听

  • Ensuring a successful April 2025 launch of the new Course Catalogue academic website by reviewing programs, courses, academic unit info, and University regulations.听听

  • Gaining familiarity with our review and publication processes, and how our team supports academic units' advising and student affairs activities and goals.听听

  • Sharing your perspective and knowledge with the team and contributing your unique skillset to the success of an important University-wide project implementation.听听

Tasks Involved:听

  • Helping to test and provide feedback on the new Course Catalogue, scheduled for implementation in April 2025: reviewing courses & programs to ensure听they're听aligned with approval documentation; reviewing academic content for formatting and stylistic consistency.听听

  • Supporting the transition of academic content on other academic units' websites across 涩里番 (WMS) to ensure a seamless experience for students and advisors.听听

  • Supporting other units within Enrolment Services (Class Scheduling team, Student Records team, Government Reporting team, PBPQ financial support review team) in ongoing collaboration on different processes.听听

Targeted Skills and Experience:听

  • Writing听

  • Project Development听

  • Web Content Development听

  • Administrative Tasks听

  • Report generation (SQL queries)听听

  • User acceptance testing (UAT)听听

  • Markup languages (HTML, CSS)听

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