Director of Administration - VancouverUBC, Canada - University of British Columbia

Description

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level E

Job Title
Director of Administration

Department
Department of Family Practice Faculty of Medicine Provost and VP Academic

Compensation Range
$9,572.08 – $14,932.75 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 13, 2023

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

Job End Date

This position is located within a health-care facility. Therefore, this position requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

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 Director of Administration, in close collaboration with the Department Head, is responsible for providing comprehensive strategic oversight, management and advice in all areas of administration for the Department of Family Practice (DFP), its units, and the clinics within the Department, including human resources, faculty affairs, financial planning, management and resource allocation, operations, strategic planning, project management, policy development, data and information systems, communications, and governance committee support. This senior leader role also provides direction in reviewing established practices and programs to ensure they are effective and efficiently supporting the department and initiating innovative approaches to the administrative functions. The incumbent must be knowledgeable about UBC policies and procedures, including external and internal political and economic issues that affect DFP, and foster and maintain excellent relationships with key personnel within and outside of DFP, the Faculty of Medicine, and UBC.
Organizational Status

The Department of Family Practice (DFP) educates learners, physicians, and midwives to be effective providers of patient-centered care in the context of the family and the community. The Department's vision is to improve the health of the people of British Columbia, and its mission is to provide leadership for innovation in healthcare; foster partnerships for promotion and enhancement of family medicine and midwifery; support faculty to teach and inspire medical and midwifery students, and family practice residents, across the province; and support faculty to undertake primary care research and participate in other scholarship. It is important to recognize the importance of family practitioners to the health of BC's population and strive to lead, partner, inspire, support, and innovate.

The Department is a large and complex department with 27 academic faculty, over 4000 clinical faculty and 120 staff. The Department currently includes 3 education programs, 2 academic health clinics, 8 Special Interest Focus Programs (formerly known as Divisions) and multiple research units and programs. The education programs include the Residency Program, with the largest number of residents in the Faculty distributed among 19 sites across the province, as well as the Midwifery Program, which provides both clinical and research training. The Bachelor of Midwifery is a fully distributed entry to practice Midwifery Education Program currently delivered in Vancouver and on Vancouver Island.

The administrative offices are housed at UBCV (Point Grey). DFP faculty and staff are located across numerous sites across the province, including Vancouver-Fraser, Vancouver Island, Northern BC, and the Interior.

Work Performed

Strategic Planning and Management

• Participates in the development and implementation of strategic planning for the Department, ensuring appropriate tracking and evaluation of implementation efforts.
• Develops, recommends, implements and oversees plans for strategic administrative and financial efficiencies, including advising the Department Head, Midwifery Director and senior managers on the resources required to meet commitments.
• Participates as a member and ensures support for relevant DFP committees, task forces and working groups as requested by the Head.
• Advises the Department Head, Midwifery Director, Program Directors, Committee Chairs, faculty, staff, and learners of the appropriate resources and relevant policies to support the Department's strategic needs and commitments.
• Promotes collaboration to enhance the Department's culture and works closely with internal and external holders to build stronger connections (e.g., through communication, resource sharing, creating forums for people to come together, etc.).
• Provides oversight to the operation of the clinics (currently UBC Sports and Exercise Medicine Clinic and UBC Health Clinic) under the Department of Family Practice. Has overarching responsibility over operations and provides guidance to the Senior Clinic Manager and clinic staff.

Human Resources Management

• Directs the management of DFP human resources, including recruitment, training, staff development, coaching, evaluation, discipline and termination of staff.
• Oversees the human resources team to ensure compliance with agreements, policies and procedures, and provides strategic leadership for human resource issues.
• Advises the Department Head on strategic faculty recruitments, processes and procedures.
• Oversees faculty recruitment, appointment, promotion and tenure processes including the coordination of committee meetings, documentation and correspondence.
• Advises the Department Head in the faculty merit, performance salary adjustment and Distinguished Achievement Awards processes.
• Ensures activities and events within the Department promote a collegial and respectful environment.
• Leads and/or supports the review of Departmental policies and practices to ensure they promote equity, diversity and inclusion, and that staff, faculty and learners see the Department as a safe and respectful work and learning environment.

Financial Management

• Manages financial resource allocations across the Department's academic and administrative units and ensures operational decisions related to resource allocation align with the strategic direction of the Department and Faculty, and are consistent with UBC and Faculty of Medicine policies and procedures. This includes financial management of the Department of Family Practice's clinics and the Midwifery Program.
• Provides strategic direction to project grant managers on budgetary and financial matters.
• With the support of the FOM Finance Team, directs and develops short and long-range financial plans to optimize DFP's effectiveness and fiscal health.
• Ensures compliance, transparency and due diligence with DFP finances, including identifying cost recovery and cost sharing opportunities.

Communications Management

• Works in collaboration with Communications Director to develop the Department's communication strategy and ensures the Department has an up-to-date, comprehensive, and strategic communication plan ensuring that it advances the long-term objectives of the Department, the Midwifery Program, and their various strategic initiatives.
• Oversees the development and implementation of DFP communications on operational and administrative items

Data and Information Management Systems

• Develops and oversees data and information systems on operational and administrative functions related to research, teaching and human resources that supports decision-making and continual quality assessment.
• Develops and oversees standard operating procedure and policy manuals, ensuring alignment with relevant UBC and Faculty policies, procedures, and guidelines; engages in continuity planning for the overall effectiveness and sustainability of the Department.

Facilities

• Oversees DFP's space inventory relative to needs with the DFP Space Committee and negotiates additional space to advance the current and future needs of the Department.
• Ensures that the DFP workplace meets UBC standards by monitoring safety and environmental compliance. Implements strategies to mitigate risk and promote the health and safety of employees and learners, liaising with Building Operations, Faculty of Medicine Facilities, Campus Security and external contractors as necessary.
• Manages building security and access.

Information Technology Management

• Supervises the DFP IT team in the development of internal IT strategy.
• Manages the development and annual review/evaluation of IT strategy.
• Oversees the delivery of technology support to faculty, instructors and staff

Consequence of Error/Judgement

Considerable judgement is required for decision making involving development and implementation of policies, methods of organizing and utilizing departmental resources, forecasting resources requirements, and anticipating needs of programs with regard to space, security, equipment and staff support.
A high degree of accuracy is required in the handling of financial functions. Inaccuracies could lead to significant over-expenditures leading to serious budgetary problems and inefficiency in terms of fulfilling the Department's commitment.
Error in judgment in handling personnel issues could lead to legal/financial problems. Serious concerns would be discussed with the Department Head.
Correct judgment is required in determining the need for maintenance and repairs to the DFP building. Failure to do so may result in situations detrimental to health, safety and security.
This position is responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements, and internal procedures and policies to protect personal information must be followed.

Supervision Received
The Director of Administration reports to the Department Head and dotted line reporting to the Faculty of Medicine Managing Director. Overall objectives for the administration of the Department's activities are determined in consultation with the Department Head. The position requires a high degree of independent decision making, ability to assess and implement work required, strong organizational skills and the ability to provide leadership and support.
Supervision Given

The Director of Administration provides direct supervision to a number of administrative support and management and professional staff members, in the areas of administration, HR, IT and finance. This role provides administrative supervision to senior core DFP staff, provides direction to UBC health clinic staff, UBC Sports and Exercise Medicine clinic staff, and senior Midwifery Program staff, PG and UG program staff and other staff as appropriate.
Provides advice and guidance to faculty members, principal investigators, and instructors for research staff, student employees and teaching assistants.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Master's degree preferred. Minimum of eight 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

• Experience working in a multi-union environment, with management responsibilities for both union and non-unionized positions;
• Experience within a public health and/or health care setting is an asset;
• Ability to build and maintain excellent working relationships with internal and external partners on matters requiring cooperation and of mutual interest;
• Ability to be flexible, open and aware of own biases when collaborating with partners with unique background and different perspectives;
• Ability to identify and plan priorities for the Department, and work effectively under pressure to meet deadlines;
• Ability to effectively recruit, train, supervise, and motivate employees;
• Must possess a consultative and collaborative management style and the ability to effectively develop and maintain cooperative and productive working relationships within a complex professional environment;
• Ability to analyze problems, identify key information and issues, and effectively negotiate resolutions;
• Ability to conduct assessment of needs, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources;
• Excellent oral and written communication skills;
• Computer experience, including Microsoft Office suite, as well as financial and human resources software at an intermediate to advanced level;
• Demonstrated ability to interact and liaise with a variety of constituents, within a multi-faceted environment.
• Proven negotiation, conflict resolution, and interpersonal skills.
• Ability to analyze and redesign workflows and business processes to make them more efficient and effective and ability to execute workflow to meet departmental requirements.
• Ability to develop, maintain, and advance an environment that prioritizes equity, diversity, and inclusion, in alignment with UBC's strategic plan.

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