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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 Summary
The Director of Administration and Operations is responsible for comprehensive strategic management and providing leadership in all areas of senior management including human resources, financial planning and resources allocation, strategic planning, policy development, and communications for the Departments of Biochemistry & Molecular Biology and Cellular & Physiological Sciences. This senior leader role provides direction in establishing innovative practices and programs. The Director provides authoritative advice on financial, human resources and operational issues. The incumbent must be aware of both the external and internal political and economic environments within which the Departments function, and be able to foster and maintain excellent relationships with key personnel. Interpretation of guidelines from numerous other areas such as Faculty of Medicine; UBC, Departments of Finance, Faculty Relations, Human Resources, Office of Research Services and granting agencies are required for efficient implementation of policies and procedures.
Organizational Status
The Director is the key departmental liaison for a number of Faculty of Medicine and central UBC units, including Development, Communications, Faculty Affairs, Human Resources, Facilities and Finance. This position has important relationships and interacts with the administrative body of the Michael Smith Labs, School of Biomedical Engineering, MD Undergraduate Program Office, UBCO and UNBC. The aim is to provide administrative support ensuring consistent application of policies and practices throughout the different units where the department faculty are based. The incumbent provides oversight and direction to the staff of the Departments of Biochemistry and Molecular Biology and Cellular & Physiological Sciences. The Administrative Director oversees the operation and staffing of the Gross Anatomy Lab and the Body Donation Program.
Work Performed
Strategic Support
Leads the Departments’ overall management and operations within its mission and vision;
Provides leadership and direction including developing, planning, recommending and implementing strategic plans for administrative and financial efficiencies;
Meets regularly with the Department Heads to set objectives, establish priorities and develop strategies to improve Departmental operations;
Directs the development and implementation of specific initiatives related to strategic planning including proposal writing, collaborations, project oversight and reporting;
Participates as a member of the executive committee and other relevant task forces or working groups of the Departments as requested by the Heads;
Develops, recommends, implements and maintains Departmental policies and procedures to achieve administrative and financial efficiency;
Advises the Department Heads, Directors, committees, faculty, staff, and students of the appropriate interpretation and implementation of University policies, procedures and agreements;
Develops, recommends and implements plans for strategic administrative and financial efficiencies, including initiating business process reviews and making changes to effectively implement or enhance administrative procedures, workflow and processes;
Researches and identifies issues for the Department Heads and plans the resolutions of these issues;
Establishes strategic and operational frameworks or support for infrastructure decisions.
Financial Resources
Works closely with the Department Heads, in conjunction with the Budget Officer, to provide advice on resource allocation and use and to ensure operational decisions related to resource allocation follow the strategic direction of the Departments and Faculty and are consistent with UBC and Faculty of Medicine policies and procedures;
Provides strategic direction and guidance to the Department Heads, Worktag managers and managers on budgetary and financial matters;
With the support of the Budget Officer, directs and develops short and long range financial plans to optimize the Departments effectiveness including: budget models, requests for cost benefit analysis and risk analysis, budget forecasting and reporting, revenue expenditure projections and analysis;
Ensures compliance, transparency and due diligence with Departmental finances by working with the Budget Officer and Budget Analyst on internal audits;
Identifies cost recovery and cost sharing opportunities;
Provide consultation and guidance to faculty members on budget and administration of research grants, as well as employee relations and human resource issues related to research staff.
Facilities
Oversees the Departments’ space inventory to ensure space and facility needs are met, plans for future requirements for the Departments, and makes recommendations for use and changes to the Heads;
Plans and oversees maintenance and acquisition of resources for infrastructure (equipment, furniture, etc.) for operation;
Acts as liaison for the building with Building Operations, Faculty of Medicine Facilities, Campus Security and external contractors;
Oversees allocation of departmental space for all Faculty, staff and research fellows as required, ensuring that telephones, computer set-up, software installation and networking issues, furniture purchases, etc. are completed for all new Faculty/staff as hired on a timely and cost-effective basis;
Negotiates contracts and leases for equipment such as photocopiers and acquisition of other equipment and coordinates set up of new facilities;
Oversees requests for keys to the building and programs access to secure areas;
Ensures Safety Manual and emergency systems are current.
Human Resource Management
Directs the strategic planning and managing of human resources for the Departments, including recruitment, training, management, annual staff reviews and relevant salary increases, development, coaching, evaluation, discipline and termination of staff and faculty;
Provides expert advice to the Heads to ensure a Departmental framework for supporting the strategic planning and management of faculty recruitment, retention, promotion and professional development is in place;
Oversees the human resources team to ensure compliance of all agreements, policies and procedures related to staff and faculty matters;
Provides leadership with regards to challenging issues such as performance management, grievance meetings, and matters which require diplomatic resolution;
Leads the organization of departmental events to ensure they promote a collegial and respectful environment and provide appropriate recognition of contributions to members of the Departments;
Advises the Heads on processes and procedures involved in hiring of new faculty, including salary, benefits, teaching and service assignments;
Oversees promotion and tenure processes including coordinating committee meetings, preparation of cases for review, and correspondence;
Provides support to the Heads in the merit, performance salary adjustment and Awards processes for faculty;
Authorizes all requests for access to Workday and other systems required for the department operations.
Communication and Information
Oversees and implements a departmental communications strategy;
Communicates and disseminates information within and outside the Departments;
Develops the Departments’ communication strategy and ensures the Departments have an up-to-date, comprehensive and strategic communication plan that is reviewed and evaluated on a regular basis;
Oversees the maintenance of the Departments websites which supports its mission;
Ensures appropriate liaison with Faculty of Medicine Communications.
Educational Program support:
Works closely with the educational program to establish priorities and develop plans to deliver and improve educational programming; and provides support to ensure that consistent financial and human resource processes are implemented in education programs;
Advises the Department Heads on the resources required to meet the Departments teaching commitments;
Manages the Undergraduate programs in Biochemistry and Molecular Biology and Cellular & Physiological Sciences, including Course Evaluations;
Manages the VSP Program for both departments. Oversees any planning, development and coordination of special events such as Annual Retreat, socials, farewell, and other events during the year.
Consequence of Error/Judgement
Effective management of departmental operations, specifically in the areas of financial responsibility, labour relations, leadership, communications and facilities, is critical in order to maintain the Departments financial and operational effectiveness, satisfaction of granting agencies and industrial collaborators, and reputation both within and outside the University community. Considerable judgement and initiative are exercised in decision making involving implementation of policies, and in designing methods of organizing and utilizing departmental resources, and in forecasting resources requirements, anticipating needs of research programs and staff with regard to space, security, equipment and staff support. Failure to anticipate the consequences of continued departmental growth could lead to serious organizational problems and/or resource shortfalls.
Supervision Received
The Director reports to the Heads of Departments of Biochemistry & Molecular Biology and Cellular & Physiological Sciences and receives functional direction from the Executive Director, Faculty Affairs and the Executive Director, Finance and Operations, working under broad directives from these positions. Overall objectives for the administration of the Departments activities are determined in consultation with the Heads. The position requires a high degree of independent, executive decision making, ability to assess and implement work required, strong organizational skills and the ability to provide leadership and support.
Supervision Given
The incumbent provides direct supervision to the administrative staff in the both Departments and indirect supervision to all staff throughout the Departments; this includes management and professional staff, clerical and administrative staff and non-union research assistant/ technicians.
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, and proven ability to successfully hire, discipline, and terminate both union and non-unionized positions.
Senior management experience with an emphasis on human resource management.
Experience in Communications, financial and business administration required.
Experience within a health care setting is an asset.
Ability to compose professional written documentation for a variety of situations.
Ability to set priorities for the Departments, adapt to changing priorities, and work effectively under pressure to meet deadlines.
Ability to analyze problems, identify key information and issues, and effectively resolve them. 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 work with and direct a team.
Must possess a consultative and collaborative management style and be able to develop trust and respect within a complex professional environment.
Ability to analyze and redesign work flows and business processes to make them more efficient and effective and the ability to execute workflow to meet departmental requirements.