Administrative Manager

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level C

Job Title

Administrative Manager

Department

Division of Neurology | Department of Medicine | Faculty of Medicine

Compensation Range

$7,622.83 - $11,886.67 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

December 30, 2025

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

Job End Date

Ongoing

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 Administrative Manager is responsible for the effective execution and overseeing of all office administration including strategic planning and direction, developing and coordinating the activities of the UBC Division of Neurology. These responsibilities include education, research and administrative portfolios. The Administrative Manager reports to and works directly with the Division Head and has a dotted line report to the Director of Administration in the Department of Medicine.



Due to the scope of the role combined with the complex operational and financial relationships between the university, department, teaching hospitals, region and health ministry, a high level of knowledge, organizational and communication skills are required to fulfill the responsibilities appropriately and effectively. The Administrative Manager exercises initiative and judgment to respond to issues and resolve administrative problems relating to administration, finance, human resources, education, and research activities in the Division. Interaction with the Department of Medicine and other units such as UBC Faculty of Medicine, UBC and VGH Human Resources, Finance, Faculty Relations and Research Services, Brain Research Centre and Centre for Brain Health; Ministry of Health Medical Services Commission; and Research Affairs is required for efficient implementation of policies and procedures. Decision making, planning and implementing initiatives frequently involves understanding of complex and diverse issues.

Organizational Status

Works independently, reporting to Division Head. Works closely with the administration of Department of Medicine, such as Human Resources, Administration and Finance. Works with senior management/program directors within the Division; and other units at UBC, such as Development Office UBC, Finance and UBC Human Resources in the Faculty of Medicine and Campus Planning, Building Operations, Office of Research Services and Supply Management, Also works with Vancouver Coastal Health Research Institute, Brain Research Centre, Vancouver Coastal Health, VGH Foundation Office. Liaises externally with other government and funding agencies, such as Canadian Institutes of Health Research (CIHR), Ministry of Health (MOH), National Institutes of Health (NIH), Canada Foundation for Innovation (CFI), Multiple Sclerosis (MS) Society, Alzheimer Society and Parkinson Society.

Work Performed

The Administrator is responsible for the effective execution and overseeing of Divisional administration including strategic planning and direction, developing, implementing and coordinating activities with principal involvement in administrative, financial, human resources and strategic planning. Major responsibilities include:



Administration:

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

- Directs, creates and implements short and long-term strategic human resources, financial budget and administrative plans for the Division.

- Participates in determining strategic and tactical directions for the programs within the Division.

- Assesses the needs of the Division, makes recommendations on and implements approved administrative policies, practices and procedures to be observed by faculty and staff in the Division.

-Maintains ongoing awareness of University policies and provides interpretation, advice and guidance to faculty and staff in the Division.

-Acts as representative in a liaison capacity with all departments and other units within the UBC and VGH.

-Manages, facilitates and serves on Division Executive Committee and Search Committees. Provides supports to Division Head and participates in decision-making at executive level.

- Oversees the preparation of Division initiative reports, coordinates and preparation for Division reviews.

- Continuously reviews processes and procedures, and streamlines for efficiencies and effectiveness.

-Oversees the Residency Program and develops procedures including write up manuals.

- Works with Division admin staff to ensure successful planning and execution of various Division events, including annual lectureships and research day.

- Acts as mentor for new administrative staff for the Division programs.

- Participates in administrative and academic committee meetings, both with Faculty of Medicine (FOM) and Department of Medicine (DOM); such as Finance, HR and Administration, also Centre of Brain Health Steering Committee.

- Performs other related duties as required.



Financial Management:

- Manages and controls Divisional and research budgets of approximately $12 million, including Research, Specific Purpose funds residing at UBC and VCH.

- Oversees and manages Endowment funds of approximately $17million by monitoring all activity.

- Develops budget submissions, forecasts and summaries for the Division Head.

- Develops, implements, and oversees policies and procedures related to financial management. Monitors operating costs and authorizes departmental expenses and financial transactions and ensures compliance with UBC and Divisional and department policy and granting agencies, budgets and accounting constraints including all expenses and purchases, transfers, and cost recoveries.

- Oversees reconciliation of monthly statements, payroll and benefit statements and investigates and reports on anomalies and errors. Analyzes reports to recommend changes, evaluates financial priorities to Division Head, Program Directors and other faculty members

- Provides consultation and guidance to faculty members on budget and administration of research grants; advises on all financial related matters in the Division, including implications of various planning options, accounting policies and sound business practices.

- Identifies any potential financial shortfall or deficit using cashflow forecast for faculty members as a means to minimize any financial liabilities for the Division.

- Provides statistical data and writing of reports. Accumulates, assembles, analyzes and prepares statistical data and reports on various activities within the Division.

- Reviews grant applications to ensure all required documents are present and accurate, and ready to sign off; including communications between applicants, agency offices, Dean s Office and Office of Research Services

- Remains current on policies and new developments pertaining to research grants and awards; distributes such information to Division faculty members as required.

- Holds signing authority for Division funds within both UBC and VCH.

- Oversees and conducts periodical audit checks, once a year if possible, for Division on P-card payments, teaching payments and UBC & VCH Medical On-Call Availability Program (MOCAP) on-call payment.

- Works closely with FOM Development Office and VGH Foundation office on fund raising initiatives; including donations and estate gifts. Reviews gift agreements, and prepares projections and forecasts for endowments, professorships and chair positions in readiness for Division faculty recruitment.



Human Resources Management:

- Reviews organization, develops and implements organizational change; develops and maintains human resource strategies. Provides leadership and guidance by developing and implementing sound performance management practices within the Division, interpreting and implementing various collective agreements (CUPE 2950, M&P and Non Union Technicians and Post Doctoral Fellows), and ensuring that Divisional practices are consistent with agreements; oversees handling and resolution of complaints; hiring, training, evaluating and terminating staff; developing and updating job descriptions of approximately 180 faculty and staff.

- Provides consultation and guidance to faculty and staff regarding employee relations and human resource issues. Works with the Human Resources Manager in the Department of Medicine as required to solve complex issues.



- Academic Faculty Members:

- With the Faculty Recruitment and Promotions Manager in the Department of Medicine, assists with the coordination and facilitation of all faculty recruitment activities of the Division including advertising, appointments, salary arrangements, immigration and BC College of Physicians and Surgeons and Royal College certification issues.

- Supports the HR Assistant in the Department of Medicine with the coordination and facilitation of academic appointments, reappointments and promotion of Divisional faculty. With the Faculty Recruitment and Promotions Manager, oversees the periodic review schedule for promotion and tenure for all faculty members; including annual re-appointment review and Merit & Outstanding Academic Performance Recommendation with the Division Head.

- Prepares Faculty Recruitment Form, salary projections, draft advertisements, job descriptions and offer letters for review by Dept of Medicine.

- Arranges Search Committees and interviews and visits for potential recruits.

- Ensures funding is in place and makes recommendations for retention of academic faculty members, including succession planning.

- Oversees the maintenance of confidential personnel records, including salary for all Faculty members.



- Postdoctoral Fellows - Clinical & Research:

- Evaluates their eligibility and coordinates the processing of their appointments including foreign fellows to ensure criteria are met so as to practice in BC according to BC College of Physicians and College guidelines.



- Staff and Students:

- Liaises with Faculty members on staff hire issues, makes recommendation on category of staff groups and ensures funding is in place for hiring and retention.

- Responsible for staff performance management, including probationary assessments, annual reviews and merit pay evaluation.

- Assists Faculty members in appraisal and improvement of workflow procedures and staff utilization for some units/programs.

- Oversees maintenance of confidential staff records, including salary, vacation and sick time for staff in the Division.

- Attends grievance meetings in the event of any labour dispute as required.



Operational Services:

- Space:

- Manages allocation of Divisional space (13,000 sq. ft.). Oversees facilities-related services including renovation projects, space inventory and allocation of space for faculty and staff within Division at UBC site and Gordon and Leslie Diamond Health Care Centre, in consultation with DOM, Vancouver Coastal Health Research Institute (VCHRI) and FOM.

- Works closely with Division Head to identify space needs and to plan for future requirements.

- Works closely with senior management of Brain Research Centre, FOM and VCHRI etc regarding the new building project for the Djavad Mowafaghian Centre for Brain Health.

- Participates as committee member of Centre for Brain Health (CBH) planning and facilities sub-committee regarding space allocation.

- Manages and oversees rental agreements/payments for clinical faculty members located at Diamond Health Care Centre.

- Identifies concerns regarding faculty issues and responds to enquires/concerns from faculty and staff regarding physical space issues.



- IT:

- Acts as directory administrator and computer officer for Division, including procurement.

- Oversees development and implementation of information technology solutions by providing direction to IT staff

- Liaises with FOM MEDIT group for projects such as archiving Grand Rounds and clinic database and web-sites.

- Works with IT manager in ensuring maintenance of the web-site that supports the mission of the Division.

- Negotiates leases for equipment such as photocopiers and acquisition of other equipment and coordinates set up of new facilities.

Consequence of Error/Judgement

Work is performed without review; the incumbent keeps the Division Head informed through ongoing communication. Effective management of the Division is important to maintain operational effectiveness. The Administrator alerts the Division Head to any unusual situations which may affect the Division or its members, and keeps the Division Head advised of problems that have arisen or that can be anticipated. Poor decisions about policy, budgeting, resource allocations, staffing and a failure to get the work done in a timely and effective manner would damage the credibility of the Division and consequently have a negative impact on the Division Head s ability to perform his/her job well and to a misuse of resources. Inaccurate budget planning could cause over expenditures and lack of funds available for necessary operations of the Division. Incorrect interpretation of policies and procedures, union agreements and manuals could cause personnel, financial and operational difficulties. Incorrect advice to faculty and students applying for grants and scholarships could impact funding.

Supervision Received

The incumbent works independently under minimal supervision of the Division Head and has a dotted line report to the Director of Administration in the Department of Medicine. Works with the Division Head to formulate policy on complex administrative issues.

Supervision Given

The incumbent directly supervises a Senior Program Assistant - Medical Education, a Program Assistant 2, a Divisional Secretary, and an Administrative Assistant and provides administrative direction to the Division Data Manager and a Non-Union Research Assistant/Technician. Also provides direction and support to other staff and faculty in the Division on specific issues (i.e. Human Resources and Finance practices).

Minimum Qualifications

- 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

Undergraduate degree in a relevant discipline.A minimum of 5 years of experience or the equivalent combination of education and experience.Administrative experience with experience in managing in a unionized environment. Demonstrated knowledge of human resources principles and procedures. Experience in fund accounting, budgeting, financial analysis, and the development of financial tracking and reporting systems. Project coordination experience is an asset. Ability to effectively use job-specific software at an intermediate level. (e.g., Outlook, MS Word, MS Excel)Ability to communicate effectively verbally and in writing.Effective interpersonal, organizational, and planning skills.Ability to analyze problems, identify key information and issues, and effectively resolve.Ability to work effectively with all levels within the University.Ability to effectively manage multiple tasks and priorities.Ability to be thorough, accurate, and have a high level of attention to detail.Ability to exercise initiative, tact, and discretion.Ability to exercise sound judgment.Ability to work effectively independently and in a team environment.