Manager, Administration & Operations

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level C

Job Title
Manager, Administration & Operations

Department
UBCO Leadership Dean’s Office Faculty of Health and Social Development

Compensation Range
$6,677.33 – $10,433.50 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
October 10, 2022

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

Job End Date

Job Description Summary
The Manager, Administration and Operations is responsible for providing non-academic leadership and directing all administrative and operational activities for the Faculty of Health & Social Development (FHSD). This position works closely with the Dean and Associate Dean on all matters of strategic planning and policy development and participates as a member of the Dean s Executive Committee in developing and designing effective administrative policies and procedures for human resources, administration, financial management, facilities management, construction initiatives, space planning, workplace safety, environmental and other initiatives that support the FHSD.
This position provides advice and guidance to the Dean, Associate Dean, Directors, Faculty, and Staff on all areas, ensuring compliance with University policies and practices. This position is directly responsible for 8 BCGEU support and 5 M&P staff and provides human resource management and guidance for 56 staff, 100 faculty and 130 paid student appointments. Provides oversight and approval of most financial transactions within the Faculty. Contributes to long-term financial planning relating to the administrative operations. Ensures functionality of the FHSD buildings; faculty, staff and grad student office space; equipment; and services.
The Manager, Administration and Operations is responsible for providing all administrative and strategic, operational leadership for the Dean s Office, Faculty of Health & Social Development and the Schools of Social Work, Nursing and Health & Exercise Sciences. Responsibilities include creating, and managing strategic initiatives, cultivating and fostering complex internal and external relationships and management of the FHSD administration and support staff.
The role is responsible for all human resources matters in the portfolio, approving and managing the hiring of all staff and administrative positions as well as coordinating Faculty hires. The incumbent provides procedural oversight of the Appointment, Re-appointment, Promotion and Tenure (ARPT) for the Faculty. It takes the lead on staff annual and probationary reviews and performance management and gives guidance to all managers regarding routine application of the various collective agreements while seeking advice and recommendations from Human Resources in non-routine circumstances.
In conjunction with HR and ODL teams, this role will guide the department towards a culture of ongoing professional development to foster individual and team excellence.
This role is central to all operations within the faculty and will provide input and guidance on all initiatives undertaken by the Dean s Office.
Organizational Status
Reports to the Dean of the Faculty of Health & Social Development (FHSD). The Faculty, is made up of 3 separate schools and 14 affiliated research centers and institutes. It is one of the largest at the University of British Columbia s Okanagan campus. Comprised of the School of Nursing, the School of Social Work and the School of Health & Exercise Sciences, The faculty offers a number of undergraduate and graduate programs, which are delivered by the three schools. Over 1200 students on campus are registered in FHSD programs. FHSD has approximately 100 faculty members, 56 staff members, and 130 paid student appointments in four buildings.
The Manager, Administration and Operations serves as a member of the Dean s Executive Committee, which includes the Dean, Associate Dean, three School Directors, Communications and Development Managers and the Finance Manager. This position directly manages administrative support staff and works closely with Faculty members to assist and advise on creating and hiring new positions. The Manager liaises with other academic and administrative units of the University such as Financial Operations, Human Resources, Payment & Procurement Services, Research Services, Facilities, and Risk Management Services (RMS), as well as external organizations. The Manager, Administration and Operations represents FHSD on relevant university committees and in the community at various events.
Work Performed
MAJOR RESPONSIBILITIES:
1. Provides Strategic Human Resource Planning and Development by:
– Making recommendations to the Dean s Executive Committee regarding long-term strategic Human Resources plan for the FHSD that defines an appropriate support staff complement for various areas of the Faculty.
– Provide operational leadership and decision making by consulting with the various Department stakeholders to identify needs, consulting the Finance Manager to understand ability to execute new strategic plans from a fiscal perspective and making recommendations to the Dean prior to implementing and executing strategic plans.
– Develop policies and procedures that support realization of those strategic plans (e.g., defining mechanisms for maximizing operational efficiency; outlining succession planning; fostering professional development for staff by defining scope and schedule for regular individual and group activities; enhancing overall workplace satisfaction, and facilitating recognition of accomplishments).
– Regularly reviewing and/or developing, and implementing human resources and administrative policies, practices, and procedures to ensure currency, consonance, and compliance with relevant collective agreements, university and non-university policies and regulations; administrative efficiency and effectiveness; accountability; and equity.
2. Provides Human Resource management by:
– Is responsible for the management of (Appointment, Reappointment, Tenure & Promotion (ARPT)) activities for all three schools
– Provides advice to Faculty Members and overseeing the administrative process for faculty recruitment, appointment, reappointment, promotion/tenure, salary arrangements, immigration, and termination per UBC guidelines/policies.
– Ensures that the proper maintenance of records relating to the appointments, reappointments, and related promotion of all departmental faculty, staff, and students.
– Ensuring that collective agreements for BCGEU and AAPS are adhered to and applying judgement to determine when to involve Human Resources.
– – Handling all performance issues, and is the primary resource for the FHSD regarding the application and implementation of these agreements, in consultation with Human Resources.
– Providing, in consultation with Human Resources, advice and guidance to academic leaders, faculty, and staff with regard to interpretation of Faculty, University and external policies, agreements, guidelines, and procedures that pertain to staff.
– Developing and Implementing the required organizational and system changes required to maintain optimal human resource and administrative support to the Dean s Office and Schools, which includes approvals for administrative coverage, leaves and overtime arrangements.
– Leading change initiatives with respect to human resources, staff recognition and development, succession planning, compensation and other areas. Involving various stakeholders on campus to ensure change is successfully implemented.
– Managing staff, including recruitment and selection, staff development, performance management up to and including termination.
– Providing administrative oversight for nearly 300 faculty, staff and student positions.
– Leading performance appraisals for all BCGEU administrative staff, with participation from and in collaboration with, the Dean, Associate Dean and Directors, as applicable.
– Initiating the performance appraisal process for all M&P and BCGEU staff, and providing advice to supervisors.
– Regularly reviewing, developing, and updating job descriptions for all staff positions (BCGEU and M&P),
– Overseeing the recruitment process for M&P, technical, and clerical staff and ensuring appropriate orientation and training.
– Managing Progression to Midpoint and Merit increases for all Management and Professional staff.
3. Provides Management of Non-Financial Assets and Operational Services by:
– Developing, implementing, and reviewing guidelines for managing, maintaining, and replacing the Faculty s moveable and non-moveable assets.
– Addressing space and facility needs, and working with the Dean s Executive Committee to plan for future requirements.
– Responsible for the inventory of FHSD spaces; coordinating and maintaining a record of space approvals and allocations; overseeing creation of new spaces and renovations.
– Facilitating operational maintenance of FHSD s facilities and other physical assets.
– Managing all aspects of renovation and facility development projects, including, but not limited to grad student space and research space, ensuring time and space commitments are followed; resolving problems as they arise; and maintaining liaison with project coordinators.
– Overseeing safety and security issues and authorization of controlled access to FHSD facilities; and serving as the Faculty contact for emergency call-out for building or other emergencies.
– Investigating and making decisions for the lease and purchase of automated office equipment, communication equipment, and office furniture.
4. Provides Records/Data Management and Budget Planning/Oversight by:
– Managing administrative and operational support budget and finances, which includes working closely with the Finance Manager to enable him to prepare budget forecasts on all areas of financial activity, anticipating changes in expenditure/revenue trends and recommending reallocation of funding to meet changes in priorities.
– Accountable for all disbursements from the portfolio s budget allocation, including ensuring cost effectiveness of expenditures.
– Authorizing expenditures on designated FHSD accounts and exercising secondary signing authority on such additional accounts as may be determined by the Dean.
– Responsible for records and data management systems for all areas of the portfolio.
– Managing a record of space assignments for approximately 200 faculty and staff.
5. Manages day-to-day activities of the Dean s office administrative staff by:
– Supporting the Directors and Faculty. Including performance and attendance management, resource planning, training and oversight of quality of work performed.
– Holding regular one-to-one and team meetings to discuss progress and disseminate information to individuals and the team.
– Ensuring attendance records are maintained and all entitlements are accurately recorded and communicated
Consequence of Error/Judgement
The incumbent is responsible for a high degree of self-direction and is required to exercise superior judgment and performance in all areas. Effective management of FHSD business, specifically in the areas of human resource management; administrative and financial responsibility; and facilities maintenance, is critical in order to maintain the FHSD s financial and operational effectiveness, and reputation both within and outside the University community. The position has responsibility for managing a budget and has signing authority for most FHSD accounts. Errors in budget and accounts management would result in serious financial consequences. Work requires a high level of diplomacy, confidentiality, and an understanding of the academic environment.
Supervision Received
Self-directed with broad goals and objectives developed in conjunction with the Dean. Work is reviewed in terms of achievement of strategic goals and smooth functioning of the FHSD.
Supervision Given
Directly manages a team of eight (7) BCGEU support staff and five (5) M&P Staff, including recruitment and selection, staff development, performance management up to and including termination. Provides human resource support for nearly 300 faculty, staff, and paid student positions, including operational and administrative-related matters.
Preferred Qualifications
Undergraduate degree in a relevant discipline.A minimum of 5 years of experience or the equivalent combination of education and experience.Related senior administrative experience including training in strategic planning, human resources management, financial and business administration, budgeting and financial control.
– Experience in financial planning and budgetary control in the University sector an asset. Demonstrated experience with change management. Ability to develop and implement strategic business plans.
Ability to think strategically and analytically.
Ability to develop and implement policies and procedures.
Ability to analyze and interpret data, determine implications, and provide recommendations.Ability to establish effective relationships with a variety of stakeholders, including unions and associations.
Proven ability to coach, counsel, mentor, lead and identify staff strengths with the capacity to team-build.
Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines.
Demonstrated supervisory and problem solving skills.
Ability to identify and effectively resolve conflict.
Ability to effectively recruit, train, supervise, and motivate employees.
Commitment to equity and diversity.Ability to interpret and apply collective agreements in a complex, unionized environment.Ability to effectively source and recruit candidates.Ability to explain, assign, and monitor work.Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support.Ability to administer human resource policies and procedures, such as collective agreement provisions.Ability to foster the long-term learning and development of staff through coaching, managing performance, and mentoring.Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action.