Manager, Administration

Job title: Manager, Administration

Job description: Staff – Non Union

Job Category M&P – AAPS

Job Profile AAPS Salaried – Administration, Level C

Job Title Manager, Administration

Department Academic Leadership | Department of English Language and Literatures

Compensation Range $6,677.33 – $10,433.50 CAD Monthly

Posting End Date January 22, 2022

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 Department of English Language and Literature is a large department of over 70 tenured and tenure track faculty, post doctoral fellows and sessional lecturers. Our graduate program is also large – over 100 students, many of whom are also teaching assistants. We have about 500 majors and nearly 1,500 first year students.

The Administrator provides operational leadership including strategic planning and implementation for all aspects of the day to day management of non-academic activities including administrative, financial, human resource, information technology, physical resources and spatial matters. The position also develops and implements changes to meet initiatives and evolving needs to enhance productivity and streamline business processes and directs operational policy development.

Organizational Status
The position reports to the Head of the Department, manages various CUPE and M&P roles within the unit. The position interacts with faculty, staff, students, the Dean’s and departmental offices of the Faculty of Arts and other academic and administrative units on campus as well as external agencies when required.

Work Performed

LEADERSHIP
– Develops and implements strategic plans, goals and objectives for the department in conjunction with the Head. Responsibilities include assessing the current status and future requirements of the Department of English Language and Literature, liaising with Department Head, managers, staff and stakeholders regarding issues/needs and developing specific goals and objectives and setting the priorities for planning, implementing and evaluating strategies.
– Develops, evaluates, implements and communicates policies, procedures and systems for the department administrative, financial, human resources and information technology services.
– Provides leadership and guidance to staff; assigning work, setting objectives and priorities.

FINANCIAL
– Develops financial strategies to meet current and future needs within the Department.
– Manages Department budget in excess of $9 Million in addition to endowments and research grants in excess of $750,000.
– Manages and oversees all financial activities associated with the above budgets; advises Head of Department when budgetary changes are necessary recommending course of action; participates in discussions with Dean of Arts and Head of Department regarding annual budgets.
– Monitors operating costs and authorizes all Departmental expenses and financial transactions and ensures compliance with UBC and departmental policy, budget and accounting constraints; includes all expenses and purchases, transfers, and cost recoveries. Oversees reconciliation of monthly statements, payroll and benefit statements and investigates and reports on anomalies and errors. Analyzes reports to recommend changes, evaluates financial priorities. Prepares and analyses financial reports.
– Manages all financial activities ensuring compliance with University policies and granting agency guidelines. Advises faculty members in regard to their research grants and their level of accountability.
– Manages the preparation of materials for internal audit reviews and manages the implementation of and adherence to auditors’ recommendations.

HUMAN RESOURCES
– Manages the staff members and whenever required, additional temporary staff.
– Reviews and evaluates staffing requirements in a rapidly changing technological work place which provides clerical support to Graduate, Majors, and Honours English Programmes. The Department must also efficiently carry out its University-wide service mandate to provide access to required First Year English courses. Students choosing English course electives must also be effectively accommodated.
– Provides leadership and develops strategies when human resources must be restructured to meet the demands of increased work loads. Interprets and implements the collective agreements for both employee groups, making sure all actions are consistent within those conditions; hires, reviews, disciplines, terminates staff when necessary.]
– Promotes an atmosphere of team work recognizing the unique talents and abilities of each employee and the different work loads. Conducts staff meetings to encourage staff participation in determining priorities, work schedules, and deadlines in order to create a flatter and more consultative work environment which enables employees to become fully engaged and more resourceful.
– Oversees the Faculty and Staff Incident/Accident Report process, and ensures complete compliance with UBC Health and Safety as well as Workers Compensation Board.
– Advises Faculty Members on hiring research assistants.
– Ensures that the Head’s Administrator is aware of any changes affecting Sessional or Faculty hiring procedures. Is responsible for overseeing that the costs of tenure track hiring and subsequent relocation costs are properly administered.

OPERATIONAL RESOURCES
– Manages maintenance of three floors and common spaces in Buchanan Tower. Allocates all office space. Acts as liaison between Department, Dean’s Office, and Building Operations regarding space issues. Responds to all security concerns and ensures that safe working conditions are a top priority.
– Surveys space utilization in relation to changing space requirements, and appropriately reassigns resources. Assesses and recommends renovation plans and improvements whenever space requirements change, and then initiates feasibility studies with Plant Operations in terms of fire regulations, building codes, current electrical resources, budgets, etc.
– Administers secure access system (Main Office) and authorizes all key requisitions (Buchanan Tower).
– Negotiates lease contracts for some equipment such as photocopiers and arranges purchase of other equipment such as fax machines.

ADMINISTRATIVE
– Provides guidance and advice to new faculty members in certain aspects of being integrated with respect to their research, teaching and administrative assignments.
– Consults regularly with the Development Office in regards to donations and gifts given to the Department.
– Ensures integrity of all English examinations by assigning invigilation assignments to faculty members, sessionals, and teaching assistants for all English examination locations.

UNIVERSITY COMMUNITY
– Acts as Department representative on Faculty and University committees, such as the Sustainability Program, Health Safety and Environment Committee, Ergonomics Committee, Classroom Services and committees, the Arts Administrators Working Group and others on an ongoing and ad hoc basis.

Consequence of Error/Judgement
Work is performed without review. The Administrator keeps the Head informed about major decisions when necessary. Poor decisions about policies and procedures, budgeting and finances, research accounting, resource allocation, labour relations, hiring and managing staff, as a result of inaccurate information or poor analysis of available information or a failure to represent the Department or the Head or a failure to complete work in a timely and effective manner would lead to damage of the Department or Head’s reputation or ability for the Head to get his/her job done. The position has significant influence on the quality and effectiveness of the Department’s programs and faculty.

Supervision Received
The administrator reports to the Department Head.

Supervision Given
The Administrator manages various CUPE and M&P roles within the unit.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications:

Advanced experience in a senior administrative supervisory role managing in an unionized environment or an equivalent combination of education and experience. Demonstrated knowledge of human resources principles and functions. Demonstrated financial management and budgeting skills an asset. Computer experience required. Effective oral and written communication, interpersonal, organization, planning, and problem-solving skills. Ability to work effectively with all levels within the University. Ability to manage multiple tasks without anxiety. Ability to work independently and within a team environment. Ability to take initiative and exercise tact, discretion, and good judgment. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to exercise sound judgment. Ability to interpret and apply collective agreements in a complex, unionized environment.

Company: University of British Columbia

Expected salary:

Location: Canada

Job date: Wed, 12 Jan 2022 05:35:05 GMT

Job Source: Careerjet.ca

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