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Manager Of Administration Jobs
Company | The University of British Columbia |
Address | Greater Vancouver Metropolitan Area, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education |
Expires | 2023-07-21 |
Posted at | 10 months ago |
Staff - Non Union
- Directs and oversees reconciliation of monthly and annual statements, payroll and benefit statements; investigates and reports on anomalies and errors.
- Prepares budget submissions, forecasts, summaries and reports for internal and external agencies; recommends reallocations
- Develops and oversees policies and procedures related to financial management
- Develops, recommends and implements budgets to achieve goals and priorities established by the Department and the MDS-CL program
- Assists faculty members with the administration and budgeting of research grants, including salary awards and foreign grants, paying and processing of the Compliance Fee for visiting faculty
- Monitors and authorizes 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
- Manages the Linguistics Department budget of $4.5 million including GPOF, Fee for Service, and Specific Purpose,
- Prepares forecasts and submits reports/recommendations to the Head of Linguistics and the Director of the MDS-CL program on administration of research grants and contracts
- Assesses requirements and establishes priorities for purchase or upgrade of departmental equipment and manages inventory
- Prepares statistical material for internal and external use, i.e., faculty, reports, personnel information
- Serves as a resource on immigration and employment policies and procedures and helps ensure adherence to both; coordinates immigration requirements for visiting researchers, students and faculty
- Coordinates the hiring of Sessional Instructors and supports faculty with the hiring of postdoctoral fellows, and graduate and undergraduate research assistants; advises on terms and rates of employment, clarifies UBC policies
- Ensures faculty are properly resourced with respect to orientation, systems and course support
- Oversees the faculty and research grant funded recruitment and appointment processes
- Coordinates the Promotions and Tenure, faculty leave application, and Merit & PSA processes
- Assists the Head in the process of negotiating contracts and agreements
- Establishes and implements human resource practices, policies and programs
- Provides guidance to faculty and staff regarding employee relations and human resource issues
- Promotes teamwork through staff meetings
- Anticipates staffing needs and develops and maintains human resource strategies
- Manages position reclassifications for staff in the Department to ensure staffing levels support program needs
- 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 and policies within the Faculty of Arts.
- Manages hiring, training, evaluating and terminating of clerical staff and supervises their day-to-day work; develops and updates position descriptions
- Manages unionized and non-unionized staff, additional short-term hires and Graduate Teaching Assistants
- Manages the Department’s administrative records (paper and electronic). Ensures that they are accessible and held or culled according to the University’s record retention schedules
- Manages facilities and surrounding areas. Because of the Department’s remote location on campus, it has unique needs with regards to parking, building and yard maintenance, and security
- Authorizes keys and fob allocations to faculty, staff, and grad students
- Oversees the day-to-day decision-making on security, deliveries and emergency plans for facilities
- Responsible for managing the maintenance, renewal and renovation plans for the Department’s facilities and equipment, as well as for developing, implementing and maintaining usage policies and guidelines with appropriate technicians
- Administers departmental space including making recommendations on the allocation and reassignment of offices, labs and storage space
- Authorizes the acquisition of all necessary supplies, equipment and services for the administrative functions of the Department.
- Responsible for ensuring that a Local Health and Safety committee is established as appropriate, reporting up to the Joint Health Safety Committee; responsible for ensuring that proper occupational health and safety guidelines are in place, reviewed monthly.
- Meets with the Dean and representatives of the Dean’s office, in conjunction with the department Head, for issues related to budget and space
- Represents the Department on the Faculty of Arts Administrators Committee group, liaising regularly with other administrators and the Assistant Deans in Arts to share information and best business practices
- Interprets University, Faculty and Department administrative policies for faculty and staff, in particular their application to complex situations not clearly addressed in current policies
- Oversees recruitment material for the department, advising the Head on best practice in alignment with Faculty of Arts policy
- Represents the Department at ad hoc non-academic University meetings (e.g. Classroom Services)
- Updates Procedures Manual annually including drafting new administrative policies and procedures for review by Head and faculty within the unit
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
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