Administrative Manager Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level C

Job Title

Administrative Manager

Department

Department of Orthopaedics | Faculty of Medicine | Provost and VP Academic

Compensation Range

$6,677.33 - $10,433.50 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

September 5, 2023

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

Job End Date

Dec 31, 2024

This position is a leave replacement with an expected end date of December 31, 2024.

This position is located within a health-care facility. Therefore, this position requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

Job Summary

The Administrative Manager position will provide administrative leadership to the Department of Orthopaedics to support the achievement of strategic plans, goals and objectives. This position provides support and advice to the Department Head for a range of functions including strategic and operations planning, budget management, identification of new initiatives, facilities and space oversight, information management, policies and procedures, human resources, and dissemination of information. This position works as a team player with colleagues and co-workers to achieve excellence within a complex and diverse environment.

Organizational Status

The UBC Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mission is to create knowledge, advance learning, and improve musculoskeletal health for the community at the provincial, national, and international levels. The Department consists of seven clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to advance knowledge in the areas of clinical orthopaedics, musculoskeletal science as well as applied biomedical engineering and related basic science areas. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques, and improved biomaterials and implants.

The Manager is the key departmental liaison for a number of Faculty of Medicine and central UBC units, including Development, Communications, Faculty Affairs, Human Resources, Facilities and Finance. This position has important relationships and interacts with the Centre for Hip Health and Mobility, International Collaboration on Repair Discoveries research centre, School of Biomedical Engineering, MD Undergraduate Program Office, and the Postgraduate Medical Education Office.

Work Performed

• Leads the development and implementation of practices, policies, procedures and tools to ensure the effective, efficient management, accountability and reporting of the unit.
• Provides leadership and guidance to administrative team based on knowledge of University, government and health authority policies and procedures. Cultivates positive, productive relationships with internal and external parties (e.g. representatives of other institutions and organizations).
• Monitors operating accounts, on an individual and rollup basis. Provides strategic direction and guidance to worktag managers and managers on budgetary and financial matters.
• Implements HR management initiatives and ensures the consistent implementation of these practices for all units.
• Works with Department Head in the development and implementation of short and long-term strategic plans. Monitor compliance with strategic and business plans in a regular and disciplined fashion, to ensure progress is made toward key objectives in a timely manner and that the momentum needed to drive these initiatives is sustained.
• Develop plans and work processes for department projects based on understanding of project requirements and timelines.
• Works in conjunction with the Senior Finance Manager, to provide advice on resource allocation and use and to ensure the strategic direction of the Department and Faculty and are consistent with UBC and FoM policies and procedures.
• Write reports and communications for internal and external individuals and agencies.
• Directs and oversees the processing of financial paperwork (expense reports, accounting journals, purchase requisitions, blanket PO's, travel claims, budget transfers) and the monthly reconciliation of Workday reports.
• Develops and implements policies and procedures for the acquisition, utilization maintenance and replacement of furniture, office equipment, research support equipment and supplies.
• Prepares, implements and monitors, multi-year and annual budgets and financial plans, consistent with University and Faculty guidelines, to optimize and, wherever possible, leverage funds available in relation to strategic objectives. Analyzes relationships between budget and actual financial data assesses impacts of surpluses/deficits and review variances.
• Independently researches, prioritizes and determines appropriate courses of action, referrals or responses on matters identified by the Department Head, including those of a sensitive and/or confidential nature, as well as matters that arise through daily operations of units and matters emerging as strategic issues that will advance the mandate.
• Develops the Department's communication strategy and ensures the Department has an up-to-date, comprehensive and strategic communication plan that is reviewed and evaluated on a regular basis.
• Provides operational leadership on changes required to meet initiatives, enhance productivity and to streamline business processes; manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.
• Negotiates leases and purchases of products and services.
• Oversees the Department's space inventory to ensure space and facility needs are met, plans for future requirements for the Department, and makes recommendations for use and changes to the Department Head, negotiates and liaises with appropriate Hospital or other Agency personnel regarding space and facility planning, changes and renovations.
• Responsible for the design and implementation of long-term human resources process and planning to achieve the overall mission and success of the unit. Provides advice on human resource policies and procedures, collective agreements and other relevant guidelines and processes. Oversees the administrative process for faculty recruitment, appointment, reappointment, promotion/tenure, immigration, and termination per UBC guidelines/policies.
• Initiates and coordinates the annual process for obtaining funding for academic equipment and minor capital projects. Ensures compliance, transparency and due diligence with Departmental finances by working with the Senior Finance Manager on internal audits. Identifies cost recovery and cost sharing opportunities.
• Leads critical strategic, administrative, financial and operational issues; identifies strategic issues that require the intervention of the Department Head.
• Perform other duties as required
• Oversees all aspects of the administrative structure and functions of the unit, ensuring that they are running efficiently and optimally. Ensures that proper business processes and systems are implemented and consistently followed.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the department, the Faculty and the University resulting in poor public relations, financial costs, loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

Supervision Received

This position reports to the Head, Department of Orthopaedics and the Managing Director, Faculty of Medicine.

Work is performed with minimal direct oversight; the incumbent keeps the Department Head informed through ongoing communication. Effective management of the department is important to maintain the unit's operational effectiveness. The Administrative Manager alerts the Department Head to any unusual situations, and keeps them advised of problems that have arisen or that can be anticipated. Poor decisions about policy, resource allocations, staffing and a failure to get the work done in a timely and effective manner would damage the credibility of the unit.

Due to the scope of the role combined with the complex operational and financial relationships between the University, teaching hospitals, regions and funders, a high level of knowledge, organizational and communication skills are required to fulfill the responsibilities appropriately and effectively. The Administrative Manager exercises initiative and judgment to respond to issues and resolve administrative problems related to general administration, human resources, finance, education and research activities.

Supervision Given

This position directly supervises department staff including other M&P staff. Supervision includes recruitment, training, performance evaluation, career advancement, staff professional development, discipline, and termination as required. Sets office priorities; organizes and adjusts workflow, including scheduling leave.

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

Education: Undergraduate degree in a relevant discipline.

Experience: A minimum of five years of experience or the equivalent combination of education and experience. Experience working in a multi-union environment, and proven ability to successfully hire, discipline and terminate both union and non-unionized positions. Must possess a consultative and collaborative management style and be able to develop trust and respect within a complex professional environment. Experience within a health care setting is an asset.

Knowledge, Skills, & Abilities:

• Excellent oral and written communication.
• Knowledge of UBC financial and administrative policies and procedures.
• Ability to work with and direct a team.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to analyze and redesign work flows and business processes to make them more efficient and effective and ability to execute work flow to meet departmental requirements.
• Proven negotiation, conflict resolution, and interpersonal skills.
• Ability to compose professional written documentation for a variety of situations.
• Ability to plan and manage financial resources/budgets and prepare financial reports.
• Ability to set priorities for the Department, adapt to changing priorities and work effectively under pressure to meet deadlines.
• Demonstrated ability to interact and liaise with a variety of constituents, within multifaceted environments.