Senior Manager, Dean's Office Administration - VancouverUBC, Canada - University of British Columbia

Description

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level B

Job Title
Senior Manager, Dean's Office Administration

Department
Special Projects and Administration Dean's Office Faculty of Applied Science

Compensation Range
$6,551.00 – $9,418.83 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
November 30, 2023

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 Summary

The Senior Manager, Dean's Office Administration is responsible for the operational and administrative organization towards the achievement of strategic plans and leadership objectives of the Dean and wider Faculty. This position will plan, develop and oversee work that enables the day to day operations of the Faculty across a range of portfolios. The role will provide a variety of functions including planning and coordination of senior leadership meetings, management of external advisory board, development/refinement of policies and procedures, cultivating and fostering complex internal and external relationships and management of the cross-functional administrative teams. The incumbent will be part of a collaborative leadership team and will help provide guidance to the academic and administrative units across the Faculty to ensure integration, communication and execution of administrative priorities.

In leading the administrative operation of the Office, the position manages a team of staff who support the general administration and execution of the Faculty's mission and vision across a broad range of activities related to research, teaching, academic excellence and equity diversity and inclusion. Effective oversight of these operational activities requires a thorough knowledge of the range of activities conducted in and for the Faculty of Applied Science.

Organizational Status

The Faculty of Applied Science is home to six engineering departments as well as the Schools of Nursing, Community and Regional Planning, Architecture and Landscape Architecture, and the School of Biomedical Engineering (in partnership with the Faculty of Medicine) as well as the School of Engineering on the UBC Okanagan campus. The Faculty has over 360 faculty, and 500 staff across the two campus, and is responsible for delivery of 17 undergraduate and 32 different (professional and research) graduate programs.

This position reports to the Executive Director, Integrated Strategic Initiatives & Planning and works closely with the Dean to ensure the priorities of the Faculty are realized.

Work Performed

This position plays a variety of roles and is the liaison between distinct portfolios within the Deans' Office including Finance, Research, HR, Faculty Affairs, Capital Projects, EDI.I and Development and Alumni Engagement. The position is expected to build strong relationships with relevant individuals with Schools and Departments in order to facilitate bi-directional communication, sharing of information and administrative best practices across all units. Responsibilities include:

1. Manages the implementation and ongoing refinement of critical administrative and operational processes with the Dean's Office that are necessary for effective delivery of the Faculty mandate and strategic vision.
2. Works with other senior leadership to develop and implement new administrative processes and practices to enable adoption of new tools or new strategies that support effective and efficient management, accountability and reporting of key metrics
3. Identifies and addresses a broad range of issues and/or challenges (administrative, financial, procedural), and provides recommendations on process, policy and practice changes to streamline office and business practices; oversees the implementation of new practices and assesses the success of new initiatives;
4. Manages the administrative activities of the Dean's Advisory Council, and helps to coordinate and facilitate the DAC standing committees, and working groups; prepares meeting materials, responsible/accountable for updates and deliverables
5. Provides leadership and guidance to administrative team based on knowledge of University, government and health authority policies and procedures. Cultivates positive, productive relationships with internal and external parties (e.g. representatives of other institutions and organizations).
6. Foster relationships with key individuals and stakeholders to enhance alignment and integration of the Faculty activities with other Faculties and units of the University. (i.e being part of communities of practice, sitting on central committees, establishing rapport with Okanagan counterpart)
7. Addresses general challenges and issues identified by the leadership (Dean, Associate Deans, and Directors) by independently identifying the root cause, and proposing solutions to address the challenges
8. Works in conjunction with Finance and HR teams to provide advice and support on resource allocation related to core administrative functions across the Dean's Office and participates in annual in financial/resource planning
9. Work closely with the Associate Deans, Heads, Directors and other members of the Faculty's leadership team, to ensure portfolio specific goals are met by efficient coordination of resources and activities, as required
10. Writes proposals, reports and communications for internal and external audiences
11. Manage the internal workflow of approvals for contracts/agreements for the Dean and Associate Deans
12. Coordinate and interface with relevant UBC units to ensure timely and effective delivery of annually requested reports and summaries
13. Provide coverage and support for the Senior Manager of Faculty Affairs during vacation and high-volume periods.
14. Oversees the appointment and reappointment process of Sessional Lecturers and all non-bargaining unit faculty within the Dean's Office Organizes and serves on relevant staff and faculty committees
15. Performs other duties as required.

Consequence of Error/Judgement

This position requires an individual to exercise excellent judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Faculty and the University resulting in poor public relations, financial costs, and/or loss of credibility.

The individual must be able to understand the full scope of Faculty activities and perform work that has strict or tight deadlines, and performs well under pressure. The incumbent will be expected to respond to unexpected circumstances and exercise independent judgment while maintaining a high level of diplomacy, confidentiality and professionalism. The incumbent must demonstrate strong mentorships and interpersonal skills in supporting the growth of staff within the broader team.

The individual must also be able to exercise judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes when deemed appropriate.

Supervision Received
This position reports to the Executive Director, Integrated Strategic Initiatives & Planning. Works autonomously under the overall direction of the Faculty leadership team in line with the University processes and procedures and the Faculty's operational and strategic plans. Under broad direction, works independently, applying established strategic priorities and principles and exercising considerable independent judgment and initiative in the application of concepts and implementation of strategies and initiatives, and in addressing complex matters. Keeps the Dean well informed of actions through reports and discussions. Some strategies, initiatives and projects may be more independently managed and may be subject to final review only.
Supervision Given
This position manages 3 CUPE 2950 administrative support positions and an M&P administrative support role. Supervision includes responsibility for recruitment, training, performance evaluation and career development, and discipline. The position is required to set administrative priorities and organize and adjust workflows as required to ensure priorities can be managed.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related 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

The Senior Manager, Dean's Office Administration is expected to have extensive experience managing teams, and experience working in a multi-union environment. Knowledge of the University's and the Faculty's academic environments and culture, including the academic programs in the Schools and Departments is an asset. In addition, extensive knowledge of process optimization and policy development and implementation processes in universities, and the ability to manage projects, are required.

Knowledge Skills and Abilities:

• Demonstrated ability to exercise considerable judgement in decision making
• Demonstrated professionalism demeanour and diplomacy with excellent oral and written communication
• Demonstrated experience with change management with the ability to led change by creating a vision and taking appropriate action to ensure acceptance and support.
• Demonstrated leadership in supervisory and problem-solving skills
• Proven ability to coach, counsel, mentor, lead and identify staff strengths with the capacity to team build.
• Ability to effectively explain, assign and monitor work
• Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines
• Ability to effectively recruit, train, supervise and motivate employees
• Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback and taking corrective action
• Demonstrated experience in workflow planning with the ability to analyze and redesign work flows and business processes to make them more efficient and effective and ability to execute work flow to meet departmental requirements.
• Ability to work with, and direct different teams, including those who do not directly report to the position
• Ability to think strategically and analytically in solving problems, identify root cause issues and seek effective resolution and/or provide recommendations
• Ability to develop and implement strategic business plans
• Ability to develop and implement policies and procedures
• Ability to establish effective relationships with a variety of stakeholders

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