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.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This position is eligible to request a hybrid work schedule subject to the manager’s approval.
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 Administrative Manager provides leadership on non-academic activities and administrative management in EDCP. The incumbent works closely with the Department Head on all matters of strategic planning, direction and development of all aspects of operations, and is responsible for the overall operational and administrative management of the Department including finance, human resource (for faculty and staff), administration, facilities, support services, organizational infrastructure, and communication activities of the Department of Curriculum and Pedagogy (EDCP) in the Faculty of Education. This position requires an extensive knowledge of university policies, procedures and practices, good judgment, and the ability to work independently. This is a full-time key staff leadership position managing the Department’s day-to-day operations.
The Department:
The Department of Curriculum and Pedagogy runs graduate programs in all curriculum subjects, except for language education, and contributes to the Faculty’s undergraduate B.Ed programs. The Department of Curriculum and Pedagogy includes 39 full-time faculty, 80 sessional lecturers/ adjunct professors, and 7 administrative staff, as well as about 21 other term faculty (post-doctoral fellows, adjunct professors, seconded teachers, and visiting faculty), and 30+ grant-funded student researchers and staff. It offers a variety of on-campus PhD and Master’s programs, off-campus MEd programs, Diploma & Certificate programs, and Vancouver Summer Institute programs, with 60 graduate course sections, and 165 undergrad course sections, serving over 400 graduate students and over 700 undergraduate students per year. There are 40+ graduate teaching assistants and 15+ graduate academic assistants involved in these academic activities. EDCP faculty members maintain active and ongoing research programs in the 7 research labs and 15 teaching labs, obtaining more than $3 million of research funds annually from national and international government and private sector research granting agencies.
Organizational Status:
Reports to the Department Head, with a dotted line report to the Assistant Dean, Finance & Resources, in the Dean’s Office, on financial management. The position contributes directly to the Department’s policies, priorities and best practices. The incumbent interacts regularly with faculty, staff, and student employees, providing administrative and procedural advice and guidance. This position liaises with other departments, units and the Dean’s Office in the Faculty and interacts with units across campus including, but not limited to, Human Resources, Finance, Faculty Relations, IT, Building Operations, ISC, Enrolment Services, Safety and Risk Services, etc..
Work Performed:
Financial
· Manages and is responsible for all aspects of the Department’s financial resources and activities
· Accountable for and administers the Department’s annual operating and innovative fund budget of $2.5m which covers operations, teaching lab upgrades, sessional teaching, faculty travel/PD, GAA, GTA, and Scholarships in EDCP; (Note that faculty and staff salaries are managed by the Dean’s Office.)
· Participates in shaping financial policy to implement short- and long-term fiscal strategies in the Department
· Identifies, analyzes and addresses problems for financial analysis and report preparation using Workday and other tools adopted by the University and/or the Faculty
· Forecasts annual expenditures; initiates revenue and expenditure proposals; oversees financial expenditures and authorizes expenditures on behalf of the Head
· Accountable for and administers faculty contract and research grants of more than $3 million per year
· Advises on overall financial planning, assesses impact of surplus/deficit and reviews variances
· Ensures ongoing compliance with university and/or agency policies and procedures for all operating and or contract and research grants
· Manages internal financial system for various projects including: academic equipment grants, departmental expenses, innovative and/or outreach projects, faculty travel expenses, research stipends and other various grants
· Holds signing authority for all Departmental funds, authorizes departmental expenses and financial transactions; monitors financial transactions, ensuring compliance with University and granting agency policy, budget and accounting constraints. This includes expenses and purchases, transfers, cash receipts and cost recoveries; directs and oversees reconciliation of monthly and annual statements, payroll and benefit statements
· Advises faculty regarding all research-related financial matters including budgeting and forecasting. Works with grant/contract holders to determine allowable over-expenditures and plan for reconciliation within acceptable timeframes. Advises faculty on financial implications of faculty hiring plans.
· Ensures account holders are expending funds in compliance with funding guidelines; works closely with researchers to ensure that funds from SSHRC, NSERC, CIHR (and other agency funding) are properly accounted for and that budget anomalies are brought to their attention, with guidance for resolution.
· Provides leadership, training and administering of UBC VISA program, authorizes all card requests and supervises financial clerks who collect monthly UBC VISA card reconciliations from every research group to ensure accuracy and documentation of receipts are complete.
· Provides support for various systems projects or budget preparation, as required.
Human Resources
· Managing staff and faculty human resources in the Department, including hiring, managing, developing, disciplining, and termination of administrative staff. Consult the Dean’s Office as needed.
· Implements, and maintains standard processes and practices for recruiting and hiring to ensure selection of best candidates for staff positions.
· Anticipates staffing needs, analyzes staff workloads and workflow, develops and maintains human resource strategies, initiates changes to organizational structure ensuring people and systems are in place to support the operations of the Department.
· Provides creative leadership and guidance by implementing sound performance management practices for staff, ensuring training needs are identified and opportunities are offered
· Manages faculty, sessional, adjunct, emeriti and visiting scholar appointments, terminations and leaves, ensuring compliance with university and faculty policies and procedures
· Manages graduate student hiring processes for all Graduate Teaching Assistants, Graduate Research Assistants, and Graduate Academic Assistants within the Department, following the relevant collective agreements and university policies
· Reviews and authorizes all staff, student (GTA, GAA, GRA, UAA, Work Learn, Intern, etc.) appointments
· Provides guidance and direction to faculty members regarding human resource management and employee relations across the academic, research and clinical sectors, ensuring that hiring practices support UBC policies on Equity, Diversity and the Respectful Environment Statement
· Drafts and places hiring advertisements, develops the Department’s HR templates, agreements and contracts. Monitors search and advertising costs.
· Advises and supports new faculty with immigration, housing and relocation services. Provides guidance to new faculty, with respect to their start-up funds, research, teaching and administrative assignments.
· Promotes a collaborative atmosphere in the Department, by emphasizing teamwork and recognizing the unique talents and abilities of each employee and their different workloads. Conducts regular one-on-one conversations to encourage staff participation in determining priorities, work schedules, and deadlines. Seeks to create a collaborative and consultative work environment that enables employees to become fully engaged and more resourceful. Maintains effective and cooperative labour/management relations
· Analyses, interprets and implements various collective agreements (CUPE 116, CUPE 2950, CUPE 2278, Faculty Association) in conjunction with the HR Director in the Dean’s Office. Ensures departmental practices are consistent with these agreements and department personnel are aware of and follow relevant articles.
· Advises the Head on faculty management following the Collective Agreement
· Works with faculty to develop descriptions of new research grant funded positions, ensuring that classifications and salary levels meet budget constraints
· Carries out staff performance appraisals and recommends annual increases as applicable
· Resolves staff personnel conflicts and supports grievance matters and disciplinary and termination processes as required
· Prepares and updates staff job descriptions to accurately reflect the Department’s or PIs’ support needs; recommends staff promotions and reclassifications as appropriate
· Allocates sessional and graduate teaching assistant workloads and maintains an annual FTE tracking system to monitor such workloads throughout the year; works with Dean’s Office on resolving discrepancies with respects to sessional and GTA FTE budget
· Responsible for staff vacation scheduling, tracking and record-keeping, advises staff on vacation entitlements, and manages staff medical leaves and other absences
· Designs, implements and maintains efficient internal policies and procedures for office administration and departmental technological support systems
· Leads change initiatives with respect to human resources and employee relations, staff recognition and development, succession planning, compensation, and other areas as applicable
Administration
· Responsible for the management of the Department’ s day-to-day administrative operation;
· Develops and manages policies and procedures to ensure efficient administration, organization and operation of the Department
· Oversees yearly academic timetabling and course scheduling including administration of curriculum changes
· Working with the Head or their designate, manages faculty, sessional and graduate teaching assistant workload assignments and the processing of related appointments following the Collective Agreement provisions
· Advises faculty, staff and students of relevant policies and practices of the University and collective agreements
· Oversees the departmental appointment, reappointment, promotion and tenure review processes for tenure-track and tenured faculty members
· Develops and implements related policies, procedures, and systems for the allocation of Departmental graduate student awards and adjudication procedures
· Manages Department-sponsored events (such as conferences, institutes, celebrations, and faculty, sessional and teaching assistant orientations)
· In collaboration with the Faculty Marketing and Communications team, manages the Department’s website and its content updates, and departmental promotional material production
· Researches and overseas new strategic initiatives for departmental business development, recruitment, communications and outreach
· Liaises with academic stakeholders both on and off campus as required.
Facilities
EDCP operates using 60 offices and 23 labs, including meeting spaces, storage spaces and common spaces, located on 3 floors of the Office Block and 3 floors of the Classroom Block in the Scarfe Building
· Manages departmental space allocation and utilization, including office spaces, labs/research spaces, and center spaces following the University and Faculty guidelines
· Manages departmental equipment and assets including initiating purchases and negotiating leases for equipment and other related items required for the administrative and research operations; computer equipment, safety equipment, furniture, telecommunication equipment and other large items
· Conducts ongoing space and facilities analysis and audits, recommending modification and/or renovations to space and facilities as needed and appropriate
· Manages approved renovation projects/construction plans, liaising with Campus Planning, IT Services, architects, site staff, contractors, trades personnel and suppliers as required
· Oversees the Department’s compliance with the University’s and government’s health and safety requirements for workplace. Ensures faculty, staff and students receive proper safety-related training, acts as Fire Safety Director for the Department and implements security measures to ensure personnel safety and prevent theft and unauthorized entry
· Assumes responsibility for emergency call-out for building or other emergencies
Consequence of Error:
Effective management of the Department’s operations including finance, HR and facilities is critical in order to maintain the Department's financial and operational effectiveness, satisfaction of granting agencies and community collaborators. The Department’s reputation would be severely impacted if incorrect decisions are made. Providing unclear or incorrect fiscal reports/documents on the Department would negatively impact the decision-making on budget allocation and therefore undermine the Department’s ability to set and implement priorities. Errors in judgment could damage the teaching and research mission of the Department, the credibility of the Head, the Department and the University, and impair the Head’s ability to perform their job efficiently and effectively.
Supervision Received:
Works under general direction of the Head of the Department.
Supervision Exercised:
Manages administrative staff (including at least one M&P, four CUPE 2950 and 1 CUPE 116) by organizing workloads and assigning tasks, evaluating and managing performance, disciplining and terminating (as needed). Supervises research staff indirectly through supervisors (faculty, M&P staff) on issues relating to training and performance, and directly when dealing with disciplinary matters.
Minimum Qualifications:
- Undergraduate degree in a relevant discipline.
- Minimum of three years’ 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
- Prior supervisory and finance management experience
- Established leadership skills with the ability to lead a team of administrative staff with diverse background, skillsets and personalities.
- Strong interpersonal skills with the ability to build effective and harmonious working relationships with a wide variety of units and colleagues within the Faculty and beyond;
- Ability to address and moderate interpersonal conflict by confronting issues and taking appropriate actions
- Ability to work independently and within a team environment, and to work effectively under pressure.
- Excellent oral and written communication skills, and decision-making skills.
- Ability to exercise initiative, sound judgment, sensitivity, tact, discretion and leadership skills.
- A thorough knowledge of University policies and procedures, financial, analytical and budgetary skills, human resources, record management, space planning and operational management experience.
- Experience and familiarity with UBC systems (Workday, Scientia, ISI, etc.)
- Computer experience at an advanced level - MS Office (Excel, Word, PowerPoint, Outlook, OneDrive, Teams) etc.