Administrative Manager - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

The Administrative Manager is responsible for administrative, logístical and project management support to the Associate Dean, Resources and Planning as it relates to Engineering Core Facilities (ECF).

The incumbent is responsible for operational leadership, finance and budget, human resources administration, special projects, client support, communication, and support of core business processes.

While the position reports directly to the Associate Dean, Resources and Planning, the incumbent reports indirectly to several senior roles of ECF.

The Administrative Manager provides continuity to ECF during academic leadership changes.

Responsibilities:

Administrative Management, including but not limited to

Manages the daytoday administrative operation of ECF
Creates and maintains systems and procedures to manage and monitor workflow and information into the office to support the work of ECF effectively and efficiently
Is responsible for daytoday management of administrative responsibilities and activities for ECF including but not limited to AVRIL, GAIA, RoboHub, Ideas Clinic, Sedra Student Design Centre, Engineering Student Machine Shop, etc.
Provides administrative support to the Associate Dean, Resources and Planning
Creates, organizes, and maintains administrative management tools and processes necessary to connect academic and research resources as part of ECF. Duties may include but not limited to planning meetings, preparing, and contributing to communications, training, workshops, scheduling, planning, etc.
Administers room and vehicle booking system for SDC, including adding new members and providing assistance as needed
Creates and maintains a schedule, books times, locations, and activities for Ideas Clinic and other ECF spaces

Financial Management, including but not limited to

Organizes, manages, monitors financial reporting for ECF
Prepares high level financial reporting to the Associate Dean, Resources and Planning and contributes to and executes on decisions for budget allocations
Ensures audit trails are in place for all approved financial transactions and maintains support documentation of transactions for internal and external audit queries
Provides guidance and assistance to ECF users, core facilities senior staff, students on guidelines and university policy for submitting reimbursement claims for outofpocket expenditures and travel
Assures the integrity of the core operational processes and associate data; and has signing authority (up to $50,000) on operating workorders
Manages all financial tasks for all work orders associated with ECF including but not limited to the Sedra Student Design Centre (SDC), Engineering Student Machine Shop (ESMS), Rapid Prototyping Centre (RPC), FIRST Robotics and EV Challenge competitions, and Ridgidware
Assists the SDC Director and SDC Manager in planning, budgeting for all SDCrelated projects/initiatives
Performs invoicing for sponsorship funds, budget transfers, and management of donations for student teams
Reviews and processes outofpocket expenses, if required
Assists client groups with understanding various financial reports, financial policies/procedures, financial terminology, and standard accounting practices
Advises on budget and costrecovery requirements related to core facilities operations
Prepares internal lab billings ensuring compliance with internal policies, external funding agency requirements, and accounting standards
Creates and reviews journal entry transactions, including interdepartmental billings and ensures transactions follow the University's policies on fund transfers, applicable tax rules and expense transfer approvals
Reconciles general ledger accounts including accounts receivable, advances, etc. as assigned
Analyzes details of budget, actual expenditures, encumbrances, and prepares variance analysis reports
Provides guidance to others on the use of financial systems including procurement, Concur, Unit
Updates, maintains, and verifies information in a variety of spreadsheets and databases
Ensures financial activities align with best practice and university policies and procedures as well as sponsor guidelines (if applicable)

Human Resources Management, including but not limited to

Oversees the recruitment, evaluation, payment, and termination of casual and temporary employees including research employees, and ensures processes are in place for the efficient and effective oversight, and training
Liaises between ECF, and Human Resources on issues relating payroll, onboarding, terminations, etc.
Serves as the first point of contact with Human Resources and ensures compliance with university policies, procedures, and employment standards
Maintains staff records and schedules, and ensures absenteeism and vacation records are kept up to date
Oversees and administers payroll processes for ongoing, temporary, and casual staff members, including e