Manager, Administration and Operations

Job title:

Manager, Administration and Operations

Company

University of British Columbia

Job description

Staff – Non UnionJob Category M&P – AAPSJob Profile AAPS Salaried – Administration, Level CJob Title Manager, Administration and OperationsDepartment Academic Leadership | Institute for the Oceans and Fisheries | Faculty of ScienceCompensation Range $7,622.83 – $11,886.67 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 Date December 31, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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 SummaryThe Manager, Administration & Operations works with the Director in the fiscal, operational and administrative management of the Institute for the Oceans and Fisheries (IOF). Works closely with the Director on all matters of strategic planning and direction, fiscal or budget management and research administration. Participates as part of the leadership team in developing and designing effective administrative processes for human resources, administration, facilities management, space planning, and the graduate program. Responsible for the full accounting cycle from budget preparation and submission to fiscal year end closing and reporting. Manages the day-to-day operation of the IOF and oversees all staff from various research units within the IOF.Organizational StatusWorks independently, reporting to the Director of the IOF. Works with senior management within the IOF and other units such as the Office of the Dean of Science, Faculty Relations, Human Resources, Financial Services, UILO, Building Operations, Campus Planning, Supply Management, and various other campus units. Provides counsel and guidance to faculty members and other research personnel on human resources, administrative and financial matters. Liaises externally with government agencies.Work PerformedGeneral Management Responsibilities:– Works closely with the Director on all matters of strategic planning and direction, financial management and research administration.– Participates as part of the leadership team in developing and designing effective administrative processes for human resources, administration, financial management, facilities management, major construction initiatives, space planning, workplace safety and environmental and sustainability initiatives which support all units within the IOF.-Provides leadership and direction for all administrative activities centrally and within the research units– Develops, implements and enforces IOF policies and procedures for administrative practices.– Establishes innovative programs and practices to improve the day-to-day and long term quality and efficiency of all services.– Advises, counsels and provides authoritative information to the Director, faculty, managers and staff on human resources, facilities planning, grant and budget administration, and administrative issues ensuring compliance with University policies and practices.– Generates long-term financial plans for the IOF that form the basis for decisions relating to IOF functions (e.g. hiring of faculty and staff).-Develops and reviews contractual agreements on behalf of the department for consulting, and research agreements on behalf of the researcher.– Acts as a senior advisor and counsel by providing direction, leadership and mentoring to multiple interdisciplinary lab units consisting of researchers, unit management staff, non-union, and unionized technical and administrative/clerical positions.– Anticipates, adapts and manages financial and physical requirements to accommodate current and future needs, as well as ensure the smooth operation of this multi-faceted institute.– The incumbent represents the Director and/or the IOF or acts independently on IOF and University committees.Human Resources:– Leads change initiatives with respect to human resources and employee relations, staff recognition and development, succession planning, compensation and other areas, as applicable.– Oversees all staff (CUPE 2950, Non-Union Research Assistants/Technicians, and M&P) from research units within the IOF in addition to directly supervising IOF Administrative staff (CUPE 2950, M&P).– Oversees and manages all human resources activities within the IOF, including development and updating of job descriptions, recruiting, hiring, training, developing, evaluating, and terminating personnel.– Responsible for staff performance management. Provides counsel on probationary assessments and annual reviews on all administrative staff, including those within research units.-Appraises and improves workflow procedures and staff utilization.-Interprets, applies and provides advice on collective agreements.- Oversees maintenance of confidential staff records, including salary and leave management, for all staff.-Represents the IOF at grievance hearings in the event of a labour dispute.– Provides direction to faculty regarding human resource management and employee relations.– Manages the periodic review schedule (promotion and tenure) of all full-time faculty members in the IOF as outlined in the UBC Agreement on Conditions of Appointment for Faculty.– Provides advice and direction regarding conditions of appointment for tenure track and non- tenure track faculty.– Manages the processing of all confidential documentation relating to faculty appointments, reappointments, promotion and tenure; leaves; and faculty salary increases.– Resolves issues regarding the appointments of tenure and non-tenure track faculty.Key Financial Responsibilities:– Oversees the management of the annual operating budget within the IOF.– Manages the IOF budget by planning, implementing and preparing budget submissions, forecasts and summaries.– Prepares budget forecasts for the Director for all areas of IOF financial activity.– Prepares University budget requests for annual budget submission.– Oversees and conducts preparation of interim financial statements for expenditures and ensures account holders are expending funds in compliance with funding guidelines.– Develops expenditure plans for GPOF, Special Services and Fee for Service & Endowment accounts and ensures that fiscal year-end procedures are followed.– Oversees the expenditures on grants and contracts to ensure that deficits are not incurred; and if they are, develops solutions to rectify the problem.Consequence of Error/JudgementEffective planning and management of IOF operations, specifically in the areas of financial responsibility, labour relations, leadership and facilities, is critical to maintain the IOF s financial and operational effectiveness. Failure to anticipate change and develop a resource plan could have a detrimental impact on IOF operations. US Federal grants that are not in compliance could result in cessation of funding, termination of grants, or requests to return spent funds. Failure to provide accurate and useful advice in hiring practices could have serious financial implications for research and operational funds as well as for IOF morale.Supervision ReceivedWorks independently under the broad directives from the Director. The position requires strong decision making ability, leadership and demonstrable judgement and discretion.Supervision GivenDirectly manages central IOF staff (Administrative Assistant/Graduate Secretary, Finance Assistant, IT staff, Communications Manager). Indirectly supervises all other IOF staff through supervisors (faculty, M&P staff) on issues relating to training, performance and administration, and directly when dealing with disciplinary matters.Minimum Qualifications– 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 inclusionPreferred QualificationsUndergraduate degree in a relevant discipline.University degree in business administration preferred.A minimum of 5 years of experience or the equivalent combination of education and experience.Experience in financial and human resource management. Knowledge of University policies and procedures, financial record systems, collective agreements, human resources policies and procedures preferred. Knowledge of the faculty promotion and tenure process is preferable. Proficiency with MS Office applications (Word, Excel). Ability to communicate effectively verbally and in writing. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to make and defend informed decisions and implement resulting actions independently. Effective organizational, team-building and supervisory skills. Ability to exercise a high degree of judgement and initiative in matters concerning departmental management including resource allocation, staffing, budget forecasting and financial management.

Expected salary

Location

Canada

Job date

Sat, 02 Nov 2024 01:05:55 GMT

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