Administrator - Vancouver, Canada - The University of British Columbia

Description

Job Category

Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

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 Description Summary
The position is responsible for implementing the strategic planning, direction and development of all aspects of operations, human resources, financial and physical resources, and other administrative functions of the Department of French, Hispanic & Italian Studies. Major responsibilities include: providing operational leadership, developing, supervising and streamlining business and financial processes; directing operational policy development and financial management, recruiting, developing, supervising, disciplining and terminating all levels of support staff, supporting the Head with course scheduling and service assignment in consultation with the Executive Committee; monitoring faculty workloads; managing maintenance of and renovations to existing facilities; overseeing communications; participating in various meetings and committees.

The department has 25 tenured and tenure-faculty members, 10 lecturers, 3 visiting and adjunct faculty members, 10 sessional lecturers, 26 teaching assistants, 6.4 FTE staff. Approximately 5,200 undergraduate students enroll in the winter session and 800 in the summer session. There are 40 graduate students across two programs.

Organizational Status
The position reports to the Department Head on all matters on a regular basis. The position has supervisory responsibility for all staff in the department. Support staff (CUPE 2950, CUPE 2278 and M&P) report to the incumbent. The incumbent interacts with faculty members, students, staff, general public and suppliers, the President's Office, Dean's and departmental offices of the Faculty of Arts, Faculty Relations, Human Resources and Finance.

Work Performed
The Administrator is responsible for the effective execution and overseeing of departmental administration including strategic planning and direction, developing, implementing and co-ordinating all academic and non-academic activities with principal involvement in administrative, financial, human resources, information technology and spatial matters.

Major responsibilities:

Provides operational leadership, develops and implements strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes; develops, manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.

Manages departmental budget of approximately $7.5 million, including GPOF, fee for service, specific purpose, endowment funds and research accounts, by monitoring, reporting and reconciling all activity, including resolving discrepancies.

Develops budget submissions, forecasts and summaries for the Head and the Dean's office; authorizes expenditures, transfers funds as necessary, creates and analyzes associated budget reports on operating expenses and recommends reallocations, prepares financial forecasts analyzing resource requirements, evaluates financial priorities, prepares final financial submissions, supervises the maintenance of internal records, reconciles ledgers, resolves discrepancies.

Assists faculty members with related budget and administration of research grants, including salary awards.

Ensures that financial controls are in place and aligned with Faculty/University polices and best practices.

Provides leadership and guidance by developing and implementing sound performance management practices, interpreting and implementing various collective agreements (CUPE 2950, CUPE 2278, M&P), and ensuring that departmental practices are consistent with agreements; overseeing handling and resolution of complaints; hiring, training, evaluating and terminating staff; developing and updating job descriptions; managing sick leave/vacation, promotes teamwork through staff meetings, departmental goals, prioritization; mentors new administrative staff in the Faculty of Arts.

Oversees the administrative process for tenure/tenure track faculty searches and appointment process for faculty hires; hiring processes of sessional Instructors and previous instructors not returning, on sick leave etc.

Routinely reviews organizational structure, determining human resource needs for the department.

Acts as a resource person for students, faculty and staff in the interpretation of university and departmental policies and in particular in the application to situations not covered by existing policies.

Oversees appointments process for faculty searches and appointment process for faculty hires, hiring processes of Post-doctoral Fellows, Sessional Lecturers, governmental agreements and immigration for visiting positions.

Responsible for administrative arrangements for all departmental research and grant funded appointments and administrative process for tenure and promotion. Maintains up to date schedules of reappointments and mandatory tenure and promotion dates. Coordinates immigration requirements for visiting researchers, students and faculty. Advises faculty and staff on Departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies.

Coordinates immigration requirements for visiting researchers, faculty members, Post-doctoral Fellows and students. Advises faculty and staff on departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies.

Prepares statistical material for internal and external use, i.e., enrolments, reports, personnel information.

Responsible for the organization of the Department s administrative records (paper and electronic) and maintains records so that they are accessible and in alignment with current University policy.

Managing, planning and controlling all matters involving space utilization and plant operations including the following:

Manages, oversees, authorizes office moves, renovations, the purchase of furnishings and equipment, holds key signing authority and administers security controls.

Administers fire and safety regulations, disaster plans, emergency preparedness, and health and safety regulations. Oversees the Faculty and Staff Incident/Accident Report process, and ensures complete compliance with UBC Health and Safety as well Workers Compensation Board.

Coordinates marketing strategies for the department.

Performs other duties as required.

Consequence of Error/Judgement
The incumbent is expected to display considerable personal initiative and have wide latitude in decision making. Errors in judgement or procedure would lead to serious administrative problems for the Department as well as the Faculty. Failure to monitor the performance of staff and to review processes could lead to less effective and less efficient practices and outcomes for the Department. Failure to monitor faculty appointment forms could mean a loss in income to faculty members and /or over expenditures of the department budget.

Supervision Received
The incumbent works independently under the general supervision of the Department Head of French Hispanic and Italian Studies. The area of responsibility is defined only in terms of overall objectives and goals. Works with Department Head to formulate policy on complex or controversial administrative issues.

Supervision Given
The position has supervisor and/or responsibility for Departmental staff: 3 M&P, 3 CUPE 2950, and 6 Student Work-Learns. The incumbent selects, hires, trains, supervises, allocates work to and reviews the performance of staff and student workers, and terminates staff when necessary; resolves personnel problems; ensures conformity to established standards.

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

Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Demonstrated experience in financial budgeting, accounting and reports. Experience in administrative support in an academic environment. Ability to work independently and with others as required. Effective communication and organizational skills. Computer experience required and knowledge of WORKDAY, SISC, ACMS, SCIENTIA, ISIS considered an asset. Thorough knowledge of University policies and procedures, as well as other administrative units and capable of providing interpretation and advise on these policies. Knowledge of French or Spanish is considered and asset. Ability to anticipate problems and issues, and to work under sometimes stressful conditions. Ability to work independently with minimal supervision and effectively manage multiple priorities. Analyze and interpret data, determine implications, and provide recommendations. Interpret and apply complex legislation, policies, regulations, and technical information. Analyze and solve problems. Communicates effectively verbally, in writing and electronically. Ability to communicate in a clear, attentive, and polite manner. Ability to prepare correspondence, reports, presentations, and other written materials. Ability to design and modify web sites.

Human Management skills: Ability to build co-operative relations with diverse persons, notably students, faculty and UBC staff.