New Job Administrative Manager In British Columbia

Administrative Manager
Administrative Manager

Administrative Manager

Company : Jobssummary / Indeed
Salary : $5,906–$8,508 a month
Location : British Columbia

Full Description

Staff - Non Union
Job Category
Job Profile
AAPS Salaried - Administration, Level B
Job Title
Administrative Manager
Academic & Administration Leadership | Department of Educational Studies | Faculty of Education
Compensation Range
$5,906.25 - $8,508.42 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.
Posting End Date
January 20, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary:
The Administrative Manager is responsible for managing all financial, human resource (for faculty and staff), administrative, organizational infrastructure, and communication activities of the EDST department of the Faculty of Education. This position requires an extensive knowledge of university policies, procedures and practices, good judgment and the ability to work independently. This is a full time key management and essential operational position. Responsible for administration, facilities and support services.
The Department:
The EDST Department includes 30 full-time faculty, 2 lecturers and at any one time 25 sessional lecturers, and approximately 4 adjunct professors. The graduate program comprises over 350 students pursuing Masters (MA and MEd) and Doctoral (PhD and EdD) programs. EDST Faculty teach over 115 course sections in the winter and over 45 course sections in the summer. There are also over 15 graduate teaching assistants involved in the teaching of academic courses throughout the year. Faculty maintain active and ongoing research programs, obtaining approximately $2 million annually from national and international government and private sector research granting agencies. At any one time, Faculty research grants can support the employment of over 25 student researchers. There are 2.5 management and professional positions and 3 CUPE 2950 positions supporting the operations and administration of the Department. The department is located in the Ponderosa Commons Oak House.
Organizational Status:
Reports to the Department Head with a dotted line report to the Assistant
Dean, Finance. Works with other units within the Faculty of Education and interacts with: Human Resources, Finance, Faculty Relations, Enrolment Services, Building Operations, , Safety and Risk Services and other administrative units as necessary across campus.
Work Performed:
  • Manages and is responsible for all aspects of the Departments’ financial resources and activities
  • Accountable for and administers the Department’s annual budget of $500k which covers operations, sessional teaching, faculty travel/PD, GAA, GTA, and Scholarships in EDST. (Note that faculty and staff salaries are managed by the Dean’s Office.)
  • Participates in shaping financial policy to implement short and long term fiscal strategies
  • Identifies, analyzes and addresses problems for financial analysis and report preparation using Workday.
  • Forecasts annual expenditures; initiates revenue and expenditure proposals; oversees financial expenditures and authorizes expenditures on behalf of the Head;
  • Accountable for and administers faculty contract and research grants of up to $2 million per year
  • Advises for overall financial planning and assesses impact of surplus/deficit and review variances
  • Ensures ongoing compliance with University and/or agency policies and procedures for all operating and or contract and research grants
  • Manages internal financial system for various projects including: academic equipment grants, departmental expenses, innovative and/or outreach projects, faculty travel expenses, research stipends and other various grants
Human Resources
  • Manages the Human Resources of the Department, including hiring, disciplining, and termination of staff.
  • Implements, and maintains standard processes and practices for recruiting and hiring to ensure selection of best candidates. Recruits and hires all support staff
  • Analyzes staff workloads and workflow and initiates changes to organizations structure ensuring people and systems are in place to support the operations of the Department
  • Provides creative leadership and guidance by implementing sound performance management practices, ensuring training needs are identified and opportunities are offered
  • Manages faculty, sessional, adjunct, emeriti and visiting scholar hiring appointments ensuring compliance with university and faculty hiring procedures
  • Manages graduate student hiring processes for all Graduate Teaching Assistants, Graduate Research Assistants, and Graduate Academic Assistants within the Department
  • Provides guidance and direction to faculty members regarding human resource management and employee relations
  • Promotes effective and cooperative labour/management relations
  • Analyses, interprets and implements various collective agreements (CUPE 116, CUPE 2950, CUPE 2278, Faculty Association) in conjunction with central HR/FR
  • Ensures departmental practices are consistent with these agreements and department personnel are aware of and follow relevant articles
  • Carries out performance appraisals, performs probationary/annual increase assessments for staff
  • Resolves personnel conflicts, grievance matters and oversees disciplinary procedures and termination processes as required
  • Recommends promotions and reclassifications
  • Responsible for staff vacation scheduling and maintenance of records on vacation entitlements, medical leaves and appointments and leaves of absence
  • Designs, implements and maintains efficient policy for office administration and departmental technological support systems
  • Leads change initiatives with respect to human resources and employee relations, staff recognition and development, succession planning, compensation and other areas as applicable
  • Responsible for the overall strategic direction, administration and coordination of the Department.
  • Develops and manages policies and procedures for the efficient administration, organization and operation of the Department
  • Oversees yearly academic timetabling and course scheduling including administration of curriculum changes
  • Allocates faculty, sessional and graduate teaching assistant workloads and processing of related appointments
  • Advises Faculty of relevant policies and practices of the University and collective agreements
  • Develops related processes and procedures to support the Appointment, Reappointment, Promotion and Tenure reviews of tenure-track and tenured faculty members at the Department level
  • Manages sessional, adjunct, emeriti and visiting scholar appointments ensuring compliance with university and faculty procedures
  • Develops related policies, procedures, and systems for the allocation and adjudication of Departmental graduate student awards
  • Oversees Department’s communication and website management
  • Plans and organizes Department-sponsored events (such as conferences, institutes, celebrations, and faculty, sessional and teaching assistant orientations)
  • Researches and overseas new strategic initiatives for departmental business development, recruitment, communications and outreach
  • Liaises with academic stakeholders both on and off campus as necessary for the Department
  • Manages research spaces, and Centers within the Department
  • Manages office space utilization including initiating purchases and negotiating leases for equipment and other related items required for the administrative and research operations of the department; computer equipment, safety equipment, furniture, telecommunication needs and other large items
  • Conducts ongoing analysis and audits, implementing modification and renovations to facilities as necessary
  • Liaises with Campus Planning, IT Services, architects, site staff, contractors, trades personnel and suppliers. Reviews and approves special projects/construction plans
  • Represents the Department in the Joint Health and Safety Committee; ensuring safety requirements and modifications are carried out as required by the University Safety and Risk Services, Worker’s Compensation Board and other outside regulatory bodies; ensuring staff and students receive adequate WHMIS and other safety training; acting as Fire Safety Director for the Department; and implementing adequate security measures to prevent theft and unauthorized entry
  • Assumes responsibility for emergency call-out for building or other emergencies
Consequence of Error:
High degree of judgment and initiative required in determining appropriate decisions, involving the implementation of Department, Faculty and University policies and in the design and implementation of those policies; designs and implements strategies for the efficient management of Departmental resources. Resolves issues not clearly covered by established guidelines.
Supervision Received:
Works under general direction of the Head of the Department and the Assistant Dean, Finance.
Supervision Exercised:
Manages departmental staff by organizing workloads and assigning tasks, evaluating performance and development and maintaining discipline. Supervises research staff indirectly through supervisors (faculty, M&P staff) on issues relating to training and performance, and directly when dealing with disciplinary matters.
Undergraduate degree in a relevant discipline. Minimum of three years’ experience or the equivalent combination of education and experience. Supervisory and Accounting experience an asset. Ability to work independently and within a team environment. Effective interpersonal, oral and written communication, organizational, supervisory, and decision-making skills. Ability to exercise initiative, sound judgment, sensitivity, tact, discretion and leadership skills. Ability to work effectively under pressure, and foster harmonious and productive working relationships. Must have thorough knowledge of University policies and procedures, financial, analytical and budgetary skills, human resources, record management, space planning and operational management experience.
UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply. We especially welcome applications from members of visible minority groups, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to engage productivity with diverse communities. Canadians and permanent residents of Canada will be given priority.