Manager, Administration and Operations - Jobs in University of British Columbia (Okanagan campus), BC

Job Description

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level BJob TitleManager, Administration and OperationsDepartmentUBCO | Leadership Team | Irving K. Barber Faculty of ScienceCompensation Range$5,906.25 - $8,508.42 CAD MonthlyThe 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 DateDecember 23, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Summary:This position is responsible for providing non-academic leadership and directing all Human Resources (including all positions that fall under BCGEU, M&P, Faculty Association) administrative and operational activities for the Irving K. Barber Faculty of Faculty of Science (FoS). This position works closely with the Dean and Associate Deans on all matters of strategic planning and policy development, and participates as a member of the Facultys Executive Committee in developing and designing effective administrative processes for human resources, administration, financial management, facilities management, construction initiatives, space planning, workplace safety, environmental, and other initiatives which support the FoS.This position provides expert advice, counsel, interpretation, and guidance to the Dean, Associate Deans, Heads, faculty, and staff on all of those areas, ensuring compliance with University policies and practices.The role directly and indirectly manages BCGEU support staff, and provides human resource management for M&P, BCGEU Technicians, and various grant-funded positions; provides financial management for administration of an annual operating budget; generating long-term administrative financial plans that form the basis for decisions relating to the administrative operations; ensuring functionality of the FoS buildings, faculty, staff and grad student office space, equipment, and services. The position also advises Department Heads with regard to Faculty Association Collective Agreement, UBC Policies and Procedures with regard to recruiting and managing faculty.Organizational Status:This position reports to the Dean and serves as a member of the Executive Committee. This position directly manages administrative support staff and works closely with Faculty to assist in hiring research-related positions. The Manager liaises with other academic and administrative units of the University such as Financial Operations and Strategies, Human Resources, College of Graduate Studies, Facilities, Space and Planning; and Risk Management Services (RMS). This position represents FoS on relevant university committees and at various events.Major Responsibilities:Strategic Human Resource Planning and Policy Development:

• Acts as a Strategic Advisor to the Dean, Associate Deans, and Department Heads to develop a long-term strategic Human Resources plan for the FoS that defines an appropriate support staff complement for various areas of the Faculty;
• Consults with the Dean and Department Heads to develop appropriate policies and procedures that support realization of those strategic plans (e.g., defines mechanisms for maximizing operational efficiency; outlining succession planning; fostering professional development for staff by defining scope and schedule for regular individual and group activities; enhances overall workplace satisfaction, and facilitates recognition of accomplishments);
• Regularly reviews and/or develops, and implements human resources and administrative policies, practices, and procedures to ensure currency, consonance, and compliance with relevant university and non-university policies and regulations; administrative efficiency and effectiveness; accountability; and equity.

Human Resource Management:

• Ensures that collective agreements for BCGEU and AAPs are adhered to.
• Serves as the primary point of contact and resource for all performance and employee relations matters involving BCGEU staff in the Faculty and all M&P staff who do not report directly to the Dean.
• Serving as the primary resource for FoS regarding the interpretations and implementation of these agreements in consultation with Human Resources.
• Provides support for all performance, workplace conflict and grievance issues, in consultation with Human Resources.
• Provides, in consultation with Human Resources, advice and guidance to academic leaders, faculty, and staff with regard to interpretation and application of Faculty, University and external policies, agreements, guidelines, and procedures that pertain to staff.
• Implements the required organizational and system changes required to maintain optimal human resource and administrative support to the Dean’s Office and academic units, which includes approvals for administrative coverage, leaves and overtime arrangements.
• Leads change initiatives with respect to human resources, staff recognition and development, succession planning, compensation and other areas.
• Manages unionized administrative support staff, including recruitment and selection, staff development, performance management up to and including termination.
• Provides administrative oversight for M&P, BCGEU Technicians, and various grant-funded positions.
• Leads performance appraisals for all BCGEU administrative staff, with participation from and in collaboration with, the Dean, Associate Deans and Department Heads, as applicable.
• Initiating the performance appraisal process for all M&P and technical staff, and providing advice to supervisors.
• Regularly reviews, develops, and updates job descriptions for all staff positions (BCGEU and AAPS), including Research Assistant/Technician positions.
• Oversees the recruitment process for M&P, technical, and clerical staff and ensures appropriate orientation and training.
• Manages Progression to Midpoint and Merit increases for Management and Professional staff.
• Creates and maintains schedules of tenure and promotion for all FoS faculty. These schedules inform Dean, Associate Dean and Heads of upcoming periodic review, reappointment, and tenure dates.
• Develops agreements and letters of offer for unique arrangements related to secondments, leadership roles, leaves, etc. working with internal and external organizations to the University ensuring appropriate authorizations and approvals.

Management of Non-Financial Assets and Operational Services:

• Develops, implements, and reviews guidelines for managing, maintaining, and replacing the Faculty’s moveable and non-moveable assets.
• Addresses space and facility needs, and working with Executive Committee to plan for future requirements.
• Responsible for the inventory of FoS spaces; coordinating and maintaining a record of space approvals and allocations; overseeing creation of new spaces and renovations.
• Facilitates operational maintenance of FoS facilities and other physical assets.
• Manages all aspects of renovation and facility development projects, including, but not limited to grad student space and research space, ensures time and space commitments are followed; resolves problems as they arise; and maintains liaison with project coordinators.
• Oversees safety and security issues and authorization of controlled access to FoS facilities; and serving as the Faculty contact for emergency call-out for building or other emergencies.
• Investigates and makes decisions for the lease and purchase of automated office equipment, communication equipment, and office furniture.

Records/Data Management and Budget Planning/Oversight:

• Manages administrative and operational support budget and finances, which includes working closely with the Finance Manager to prepare budget forecasts on all areas of financial activity, anticipating changes in expenditure/revenue trends and recommending reallocation of funding to meet changes in priorities.
• Accountable for all disbursements from the portfolio s budget allocation, including ensuring cost effectiveness of expenditures.
• Authorizes expenditures on designated FoS accounts, and exercises secondary signing authority on such additional accounts as may be determined by the Dean.
• Responsible for records and data management systems for all areas of the portfolio.
• Manages a record of space assignments for faculty and staff.

Performs other related duties as required, including:

• Represents FoS on relevant university committees and at various events.
• Undertakes other responsibilities as may be assigned by the Dean.

Consequence of Error/Judgement:This position requires a high degree of self-direction and the exercise of superior judgment and performance in all areas. Effective management of FoS business processes is critical in order to maintain the Facultys financial and operational effectiveness, and reputation both within and outside the University community.The position has responsibility for managing a budget and has signing authority for most FoS accounts. Errors in budget and accounts management would result in serious financial consequences. Work requires a high level of diplomacy, confidentiality, and an understanding of the academic environment.Supervision Received:Self-directed with broad goals and objectives developed in conjunction with the Dean. Work is reviewed in terms of achievement of strategic goals and smooth functioning of FoS.Supervision Given:Manages BCGEU and M&P support staff, including recruitment and selection, staff development, performance management up to and including termination. Provides human resource support for M&P staff, BCGEU Technicians, and various grant-funded positions, including operational and administrative-related matters.Performance Competencies and Criteria:Minimum

• Undergraduate degree in a relevant discipline. University degree in business administration.
• A minimum of three years’ experience or the equivalent combination of education and experience.

Preferred

• Master’s degree in Business Administration or an accounting designation preferred.
• Extensive and relevant senior administrative experience at a post-secondary institution, including training in strategic planning, human resources management, financial and business administration, budgeting and financial control.
• Demonstrated managerial experience in building and leading a team, projecting a positive image and negotiating successfully.
• Experience in financial planning and budgetary control in the University sector.
• Demonstrated experience with change management.
• Proven ability to make decisions independently, using tact, discretion and good judgement.
• Ability to think strategically and analytically.
• Proven ability to coach, counsel, mentor, lead and identify staff strengths with the capacity to team-build.
• Ability to analyze and interpret data, determine implications, and provide recommendations.
• Ability to develop and implement policies and procedures.
• Ability to develop and monitor budgets.
• Ability to think strategically and analytically.
• Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines.
• Demonstrated supervisory and problem-solving skills.
• Ability to identify and effectively resolve conflict.
• Ability to effectively recruit, train, supervise, and motivate employees.
• Commitment to equity and diversity.
• Ability to develop and maintain cooperative and productive working relationships with all levels of an organization.
• Demonstrated oral and written communication skills
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently and within a team environment.

Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected