Manager of Administration

Manager of Administration

Job details

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Pay

- $6,747.50–$9,701.42 a month

Job type

- Full-time

Location

Vancouver, BC

Full job description

Staff - Non Union

Job Category

M&P; - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Title

Manager of Administration

Department

Administrative Leadership | Department of History

Compensation Range

$6,747.50 - $9,701.42 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

November 4, 2024

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

Job End Date

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 Description Summary

This position is responsible for implementing the strategic planning, direction and development of operations, human resourcing, information technology, financial and physical resources, and other administrative functions of the Department of History. Major responsibilities include providing operational leadership, implementing strategic plans,





developing and forecasting departmental budgets, implementing sound fiscal procedures, streamlining business and financial processes, serving as a resource for the Head of Unit on matters relating to university policy and practice, providing general guidance to faculty within unit on management issues, serving on various committees and maintaining the operational flow of the department. The position also plays a leadership role in the promotion and recruitment strategies for the department both for support staff and faculty.

The Department has approximately 32 continuing faculty, 10-12 sessional instructors, and 31 Teaching Assistants.





The department is currently housed on two floors of Buchanan Tower and has 3.5 CUPE and 1.5 Management and Professional staff (including the Admin position). The Department hosts approximately 1-2 postdocs per year in addition to hosting multiple international visiting faculty. The Department currently manages a global budget of approximately $3 million (General Purpose Operating, Research, Fee for Service, Specific Purpose, Capital and Endowment Funds).

Organizational Status

The Administrator reports to, and regularly collaborates with, the Head of the Department. The position contributes directly to the policy and priorities of the department, providing advice and guidance to faculty and supervision and management of staff in all matters relating to the administrative and support function of the department.





The incumbent interacts and meets regularly with faculty, staff, and student employees, in addition to other M&P; administrators in the Faculty, working collegially with them to share and develop best practices. The Administrator acts as a departmental representative and liaison with administrative and academic departments and ancillary services and with the Dean’s Office.

Work Performed

Strategic

- Working with the Head, provides implementation of strategic planning and operations management for the Department of History, developing, managing and evaluating the staff, financial, and physical resources and systems for the Department as a whole;
- Manages all University operations within the Department,





ensuring that financial and administrative decisions are based upon sound business practice and accounting principles;
- Working with the Head, develops and implements appropriate departmental data security and privacy strategies;
- Manages the smooth transfer of information between all departmental programmes and academic caucuses, the University and the community.

Budget and Financial Management

- Manages a departmental budget of approximately $3 Million (GPOF, Research, Fee for Service, Specific Purpose, Capital and Endowment Funds);
- Authorizes departmental expenses and financial transactions. Monitors financial transactions ensuring compliance with university and granting agency policy, budget and accounting constraints. This includes expenses and purchases, transfers,





cash receipts and cost recoveries; directs and oversees reconciliation of monthly and annual statements, payroll and benefit statements. Authorizes transfer of funds, investigates and reports on anomalies and errors. Monitors operating costs, develops, recommends and implements policy and standards and procedures regarding financial and budget issues ensuring standards are in line with UBC and Faculty of Arts financial policies; analyses and evaluates financial priorities;
- Develops and oversees policies and procedures related to financial management;
- Recommends and implements budgets to achieve goals and priorities established by the Department;
- Prepares budget submissions, forecasts, summaries and reports for internal and external agencies;






- Assesses requirements and establishes priorities for purchase or upgrade of departmental equipment and manages inventory of such items;
- Ensures that sound internal control practices are maintained within the unit.

Human Resources Management

- Manages 5 staff members, additional short-term hires, and student employees;
- Assists the Department Head with faculty recruitment, including job ad development, interview and job talk scheduling, and coordination with Human Resources and the Faculty of Arts. Helps onboard new faculty members, informing them of relevant UBC policies and coordinating access to various UBC systems;
- Anticipates staffing needs, develops and maintains human resource strategies.





Provides leadership and guidance by developing and implementing sound performance management practices; interpreting and implementing various collective agreements (CUPE 2950, CUPE 116, CUPE 2278, M&P;); ensuring departmental practices are consistent with Agreements;
- Oversees handling and resolution of complaints; hiring, training, evaluating and terminating staff; developing and updating job descriptions;
- Makes official offers of employment to successful staff candidates on behalf of Human Resources;
- Establishes and implements human resource practices, policies and programs, ensuring that employees have access to appropriate wellness resources;
- Reviews organization, develops and implements organizational change. Promotes teamwork through staff meetings;
- Day to day management of grad employees falls under the Grad Program Coordinator; however, performance management or other sensitive issues are escalated to the Administrator for additional guidance and to ensure compliance with UBC HR policies and Employment BC standards;
- Handles staff internal labour relations issues, and reclassifies and changes staffing levels and resources according to Department goals and needs;
- Provides guidance and consultation to faculty and staff regarding employee relations and human resource issues re: the appointment of research staff. Prepares job descriptions and handles posting of research staff;
- Assists faculty with the hiring of graduate and undergraduate assistants; advises on terms and rates of employment, clarifying UBC policies;

Facilities and Infrastructure Management

- Responsible for overseeing the upkeep and maintenance of all facilities and equipment utilized by the Department, as well as for developing, implementing and maintaining usage policies and guidelines with appropriate technicians;
- Maintains inventories of all Departmental spaces, equipment, and infrastructure, and recommends replacement and renewal plans;
- Responsible for the safety of all users of all Department facilities and is current with liability and safety issues as they relate to the programmes;
- Manages maintenance of and renovations to existing facilities;
- Responsible for overseeing the day-to-day decision-making on security, deliveries and emergency detail. Authorizes keys and fob allocations to faculty, staff, grad students;
- Arranges lease and purchases of computer, office, lab and studio equipment in consultation with Head.

Academic

- Ensures the smooth operation of the academic function of the department including overseeing the faculty recruitment process, faculty travel and relocation, etc.;
- Ensures part time faculty are properly resourced with respect to orientation, systems and course support;
- Coordinates submission of faculty grant applications, faculty and administrative workstation initiative applications, leave applications, and professional development reimbursements. Prepares statistical material for internal and external use, i.e., enrolments, reports, personnel information;
- Assists researchers with the development of grant applications, and post-award financial administration;
- Oversees academic events and conferences along with visiting speakers for the department;
- Responds to written and oral inquires based upon knowledge of the Department and University guidelines, policies and procedures.

Communications

- Oversees recruitment material for the department, advising the head on best practice in alignment with Faculty of Arts;
- Oversees maintenance of the departmental website by staff members, ensuring departmental offerings are properly advertised and that faculty research is promoted through various Faculty of Arts and University channels.

Other

- Ensures facilities are functional and meeting the needs of faculty in the department;

- Coordinates responses to FOI and court order requests, ensuring that all department members’ records are collected and reported in a timely way as legally required;
- Performs other duties as required.

Consequence of Error/Judgement

Poor decisions about policy, budgeting, resource allocations, staffing as a consequence of inadequate or inaccurate information or poor analysis of available information or a failure to represent the Department or Department Head well, or failure to get the work done in a timely and effective manner, would lead to damage to the credibility of the Department Head or faculty of the Department, or to the Department Head’s ability to perform their job well, and possibly to a misuse of resources. The incumbent is held responsible and accountable for actions and errors made by union and non-union (non-academic) staff. Incorrect budget planning could cause over expenditures and lack of funds available for necessary operations of the Department. Incorrect interpretation of policies, procedures, union agreements and manuals could cause personnel, financial and operational difficulties, including exposing UBC to fines and other legal liability. Incorrect advice to faculty and students applying for grants and scholarships could impact funding.

Supervision Received

Incumbent reports to the Department Head... Work is reviewed in terms of achieving overall objectives of the Department. The administrator also works closely with the Assistant Dean–Finance, Senior Manager of Facilities, the Director of HR, and other Dean’s office staff in the Faculty of Arts.

Supervision Given

The position has supervisor and/or administrative responsibility for all department staff. Four staff positions (4 CUPE) report directly to the Administrator, and the Administrator also provides oversight for one additional M&P; staff member and all the department’s student employees.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of three years of 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 Qualifications

Experience in administrative support in an academic environment. Supervisory, financial and administrative experience required or an equivalent combination of education and experience. Ability to work independently and collegially with others and to exercise tact, discretion and judgment.
Effective communication and organizational skills. Knowledge and experience with UBC systems, including Workday (Financial, HR, and Student), Planon, and the Microsoft Office suite is considered an asset.

Thorough knowledge of University policies and procedures, as well as other administrative units and be capable of providing interpretation and advise on these policies.

▶️ Manager of Administration
🖊️ University of British Columbia
📍 Vancouver