Director Of Administration Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level D

Job Title

Director of Administration

Department

Department of Physical Therapy | Faculty of Medicine | Provost and VP Academic

Compensation Range

$7,278.33 - $11,372.33 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

July 7, 2023

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Summary

The Director of Administration is responsible for providing comprehensive strategic oversight and management in all areas of administration and department operations including human resources, financial planning, resource allocation, space management, health and safety, strategic plan implementation, project management, policy development and implementation, IT and communications for the Department of Physical Therapy. This senior leadership role provides direction in establishing innovative practices and programs in support of strategic priorities and operational requirements to meet the Department’s academic mandate of teaching, research and service. This position provides authoritative administrative advice to the Department Head on finance, human resources, resource allocation, department operations and implementation of strategic priorities. This position requires a high degree of independent, executive decision-making, an ability to assess and implement work required to achieve objectives, strong organizational skills, diplomacy and the ability to provide leadership in creating positive and supportive work environments. The incumbent provides indirect and direct supervision and oversight to staff in all areas of the Department. This position provides advice to faculty and develops infrastructure systems of support in all areas of administration, policy and procedure interpretation, human resources, financial planning, proposal development, IT support, and other resources to support faculty in their work. The incumbent is required to develop, foster and maintain excellent relationships, both internal and external to the Department, with an awareness of external and internal political and economic environments. This position acts as the senior administrative representative for the Department, contributing to the Department, Faculty of Medicine, UBC units and partner organizations through participation in various committees, working groups, meetings and projects.

Organizational Status

The Department of Physical Therapy is a large, and growing, department in the Faculty of Medicine (FoM). Funding within the Department, supporting positions and activities, is a mix of University operating funds, Ministry of Health funds, research grants, endowments, education program funding as well as other external partner funding. The Department has faculty appointees and student placements located within all six health authorities in the province. Teaching in the Department includes the Master of Physical Therapy Program with 120 students at multiple distributed sites (an additional 40 seats are to be added by 2026); the Graduate Certificate in Orthopaedic Musculoskeletal Physical Therapy; the UBC Vancouver Summer Program; and the Physio Refresh program. Additionally, the Department runs a student led Physical Therapy Research Clinic at Point Grey Campus with plans for future clinics at the distributed sites. The incumbent is required to provide oversight of resource allocation and staff management at distributed sites. Faculty research programs operate within research institutes and centres across the province and health authorities requiring varying degrees of oversight, administration and management of space allocations, maintenance, renovations/repairs, health and safety, and hiring. The Director of Administration is the departmental administrative liaison for Faculty of Medicine (FoM) and central UBC units, responding to queries and directives, contributing to administrative policies and processes, participating in committees, and disseminating communications and changes in institutional and FoM policies to Department members as appropriate. This position develops relationships with those internal to UBC and FoM as well as those external including partner institutions, health authorities, collaborative research partners and others as required to facilitate appropriate administrative support and ensure consistent application of policies and practices in Department operations and relationships.

Work Performed

Strategic Initiatives and Direction

• Develops and implements Department policies and procedures to achieve administrative and financial efficiencies while ensuring compliance with UBC and Faculty of Medicine (FoM) policies, procedures and employment agreements; advises Department members on policies, procedures and employment agreements
• Initiates and provides direction for business and workflow process reviews in the Department; develops and implements changes to improve administrative efficiency and internal controls in support of new initiatives and priorities within the Department, FoM and UBC
• Develops and provides leadership, direction and guidance for strategic administrative and financial efficiencies for the Department and its members; aligns overall management and administrative functions of the Department within its mission, vision and strategic priorities and those of the Faculty of Medicine and UBC.
• Participates as a member of the Department Executive Committee in the development of strategic priorities, goals and objectives for the Department; establishes and participates in other Department committees, working groups, task forces as required in support of strategic priorities and administrative and operational efficiencies ensuring stakeholder representation
• Works with the Department Head, Associate Heads (Clinical, Academic, and Research), and the Associate Director (Physical Therapy Programs) to advance and improve core education programs and to establish priorities for the development and implementation of new education programs
• Facilitates and manages partnerships and the development of agreements, working with appropriate UBC and external agencies as required to achieve common goals and objectives
• Responsible for maintaining and reviewing faculty demographic data and salary information as a part of 5 and 10 year financial planning for faculty retention and recruitment for the Department considering salary award end dates, secondments, study leaves, etc.
• Works under the direction of and in partnership with the Department Head to develop strategies to improve Department operations, advance strategic priorities, and implement new initiatives
• Directs the development and implementation of specific initiatives in support of Department strategic and operational priorities and opportunities; provides administrative leadership, project oversight and reporting as needed;

Human Resources and Leadership

• Provides leadership with regards to challenging issues such as performance management, grievance meetings, bullying and harassment complaints and other matters that require diplomatic resolution and/or investigation; supports Department Head in investigations as required
• Develops, implements and oversees organizational changes to meet objectives of new initiatives and evolving needs within the Department, including expansion of the MPT program
• Provides advice and support to Department Head on faculty recruitment, retention, appointment, re-appointment, promotion, tenure and compensation terms consulting with appropriate UBC units as required; oversees and provides direction to staff in carrying out related processes ensuring compliance with policies and procedures
• 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
• Directs the strategic planning and management of human resource activities in the Department ensuring equity and compliance with employment agreements;
• Ensures engagement opportunities for staff through staff meetings, participation in projects and committees, inclusion in Department wide activities, individual and group consultation, etc.
• Provides leadership and oversees Department human resource services, employee relations, staff development, equity and terms of employment
• Authorizes staff appointments; hires, develops, supervises, coaches, evaluates, disciplines and terminates staff; overall responsibility for directly or indirectly managing approximately 150 staff appointees
• Responsible for Department procedures related to faculty annual reviews and salary increases; maintains records of merit rankings, salary increases, funding resource complexities to administrate (external support, salary award end dates, leaves, etc.) and to support decision-making; ensures compliance with Faculty Association agreement and FoM policies and procedures and the timely consideration and review of faculty eligible for merit or other salary increases and monitors their implementation; works in partnership with Department Head and provides advice on recommendations for faculty salary increases (PSA) based upon data analysis

Finance and Resources

• Ensures timely review of funding supporting faculty positions and directs changes in earnings distribution as required to maximize external funding, while ensuring agreements on funding support are observed
• Makes recommendations on significant investment of department resources; approves expenditures for standard business equipment, equipment replacement, leases, computers and systems, renovations and repairs, etc. using appropriate cost/benefit analysis and risk assessment
• Acts as signing authority on all Departmental general purpose operating accounts
• Reviews Departmental budgets and financial analyses/summaries, evaluates priorities and makes recommendations to the Department Head for budget changes and management of available resources; provides advice and recommendations to other budget holders in managing budgets
• Liaises with FoM Finance staff and other UBC finance personnel
• Oversees all financial activity in the Department including the development of financial models to manage Department budgets, funding allocations, revenue and expense projections and analysis in support of Department business operations, strategic priorities and long term planning; oversees the development of systems and processes to resolve problems and improve management of financial resources

Communications and IT

• Directs and oversees the development, implementation and maintenance of Department communication systems, tools and projects (website, email distributions lists, communication bulletins/newsletters, reports, etc.)
• Ensures emerging communication strategies are evaluated from a technical and user perspective and cost/benefit perspective prior to implementing
• Oversees Department internal and external communications ensuring recognition of department members and achievements; oversees faculty and staff awards activities, ensuring Departmental members are considered for relevant prizes and recognition
• Working with Digital Solutions (MedIT), approves recommendations for information systems to support department operations, including new technology implementation, software and hardware upgrades, custom applications, etc. and develops policies and procedures related to IT, equipment and new technology
• Regularly reviews IT user support levels, needs and resources

Facilities and Health & Safety

• Oversees authorization of key requests to Physical Therapy space and access to secure areas with key cards
• Authorizes maintenance and repair costs; ensures appropriate engagement with UBC, Health Authorities, and other external units and vendors as required
• Oversees Department Health & Safety activities and participation ensuring appropriate representation on OH&S committee
• Oversees and reviews space inventory; provides recommendations to the Department Head on the utilization, assignment and management of space in Department academic spaces to meet current and future needs of the department and its members at its various sites

Other

• Liaises with internal and external units and organizations on behalf of the Department; participates in various committees and working groups, contributing towards goals and objectives
• Acts on behalf of the Department Head as delegated/requested
• Performs other related duties as required
• Participates in Department, Faculty, University and other committees and meetings
• Interprets University, Faculty of Medicine and partner institution policies and procedures; develops and implements Department policies and procedures in alignment with these and to meet goals and objectives in consideration of relevant internal and external requirements
• Oversees event organization and management and related costs
• Exercises considerable judgment and decision making in department operations, resource allocation and human resource management

Consequence of Error/Judgement

Considerable judgement is required for all areas of department operations and resource management including the delegation of responsibilities and decision making. Errors in judgement could lead to inappropriate decisions impacting department finances and other resources, the efficiency and effectiveness of Department operations and the reputation of the Department, Faculty, and University. A high degree of accuracy and initiative is required and relied upon by the Department Head and others in decision making and effective implementation of strategic priorities, operational management, problem resolution and in addressing unique situations and opportunities. Errors in judgment in handling personnel issues could lead to legal/financial issues, disruption to Department activities, grievances and impact the reputation of the Department, Faculty and University.

Supervision Received

The Director of Administration works independently, reporting to the Department Head. Work is reviewed in terms of achievement of long-term goals. This position provides advice and works in partnership with the Department Head in achieving strategic priorities for the Department.

Supervision Given

Direct and indirect supervision of administrative staff groups through multiple levels of subordinates with responsibilities in administration, human resources, finance, education, space, health and safety, communications, and faculty support.

Minimum Qualifications

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

Preferred Qualifications

• Ability to communicate effectively verbally and in writing.
• Proven ability to direct and lead a team.
• Ability to take initiative, manage effectively and meet goals in a complex environment.
• Proven judgment and decision-making skills, particularly in areas where there are no established policies or guidelines.
• Proven ability to successfully recruit, mentor, manage, discipline and terminate staff.
• Ability to maintain confidentiality.
• Ability to analyze, prioritize and work effectively under pressure to meet deadlines.
• Experience in human resources management, business administration, finance, research support, facilities, health and safety and operational management.
• Proven leadership, prioritization and organizational skills.
• Experience working at a management level in a university and/or a health care setting.
• Proven ability to work tactfully with a diversity of people in a calm, courteous, and effective manner.
• Ability to effectively develop, analyze and implement strategic and operational plans.
• Computer literacy, with knowledge of financial and HR software tools.
• Knowledge of University policies, procedures, governance and administrative systems.
• Ability to foresee, prevent and resolve conflicts and other problems.