Administrative Manager - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

Accountable to the academic Chair or Director for human resources administration, financial oversight, the management of facilities and equipment and health and safety responsibilities required to support the teaching and research missions of the department.

The Administrative Manager provides leadership by educating all department members of relevant policies, guidelines and practices related to financial, recruitment, space, and health and safety matters.

As the senior administrative staff member in the Department, the Administrative Manager provides continuity as academic leadership changes and oversees all administrative functions of the department in partnership with the Chair.

The position is responsible for providing effective administrative support to the Associate Chair(s).

Responsibilities:

Manages academic program delivery support and administration:

Faculty appointments, annual review, tenure and promotion, leaves:
Oversees procedures, timelines, and committee supports according to Policies;
Oversees all logistics associated with the activities including interview schedules, package distribution, secretarial support, and travel arrangements
Generates management reports to assist decisionmaking processes as required
In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
Graduate and undergraduate programs:
Oversees financial and resource support of the programs;
Oversees the administrative activities of the graduate and undergraduate programs, including advising students of policies and processes;
Supports development of the department teaching schedule and timetable; manages teaching load records including reductions and leaves and produces reports as required.
Establishes procedures for maintenance of departmental academic records such as course evaluations and student advising, according to Policy
Manages processes associated with program reviews and certifications
Provides support for visitor travel arrangements
Provides support and assistance to new faculty and sessional instructors as required;
Advises Department members of schedules, deadlines, and documents to be submitted to the Chair
Manages confidential voting processes for selection of members to the Department's elected committees
Provides support and assistance to new faculty and sessional instructors as required

Human Resources Management:

Providing leadership and direction to the team, and developing teamwork skills
Implementing recruitment, evaluation, compensation, and professional development processes for all staff in the department
Establishing work schedules, assigning duties, and establishing backup procedures
Maintaining personnel files, work schedules and vacation records for faculty and staff in accordance

- with University policies

Ensuring processes are in place for recruitment, evaluation and pay of sessionals, temporary staff, coop students, and teaching assistants.
In consultation with the Chair, develops, distributes and collects all documents related to the annual faculty activity report process;

Financial Planning and Management:

Works in partnership with the Chair and other key stakeholders to develop budget priorities
Prepares department budget for operating accounts, ensuring that funds are requested, allocated and reported upon in a way that supports the department's operations and priority activities
Ensures that all operating, trust, endowment and research accounts are managed according to
Policy, including monthly reconciliation of accounts and P-Cards
Assists researchers with the management of research accounts, providing support on eligibility and compliance and preparations for cost recoveries and account closures
Provides advice and reviews all department expenses: travel, reimbursements, faculty professional expenses, endowment, research expenses and casual payroll;
Oversees graduate awards and scholarships, and research matching funds
Ensures relevant reports are available to management and account holders on a regular basis
Participates with Executive Officer and Faculty Financial Officer in developing best practices in budget management

Faculty appointments, sabbaticals, and tenure and promotion:

Manages faculty recruiting procedures in partnership with the Chair and the DACA
In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
Prepares tenure and promotion packages consistent with university requirements; works with the Chair in preparing briefs as required for DPTC review; submits formal documents the Dean's office

Communication, records and outreach/special events:

Oversees department wide communications including mailing lists and social media platforms
Establishes procedures for maintenance of departmental records, course evalu