• Job Description

  Req#: JR16113
  Staff - Non Union

  Job Category

  M&P - AAPS

  Job Profile

  AAPS Salaried - Administration, Level C

  Job Title

  Administrator

  Department

  Faculty | Department of Geography

  Compensation Range

  $7,400.83 - $11,540.42 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

  February 15, 2024

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

  Job End Date

  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

  This position is responsible for the overall operational and administrative management of the Department of Geography including strategic planning, direction and development of all aspects of operations, human resources, information technology, financial and physical resources, and other administrative functions for the department.

  Major responsibilities include: providing operational leadership, developing and implementing strategic plans, enhancing productivity and streamlining business and financial processes; directing operational policy development and financial management; recruiting, training, developing, supervising, disciplining and terminating all levels of support staff; overseeing development and implementation of information technology solutions; identifying space and facility needs and planning for future requirements; developing, managing and overseeing implementation of administrative operating policies and procedures to ensure efficiency and effectiveness; leading and participating in various meetings and committees; undertaking special initiatives and performing other related duties as required.
  
  Organizational Status
  Reports to the Head, Department of Geography. The Administrator interacts with faculty members, students, staff, and the general public. The incumbent will also interact with the Dean s Office, other departmental offices and administrative units on campus, as well as external agencies.
  
  Work Performed

  LEADERSHIP:
  - Develops and implements strategic plans, goals and objectives for the department in conjunction with the Head. Responsibilities include assessing the current status and future requirements of the Department, liaising with Department Head, managers, staff and stakeholders regarding issues/needs and developing specific goals and objectives and setting the priorities for the planning, implementing and evaluating strategies.
  
  - Develops, evaluates, implements and communicates policies, procedures and systems for the Department’s administrative, financial, human resources and information technology services.
  
  - Provides leadership and guidance to staff; assigning work, setting objectives and priorities.
  
  Finance:
  - Manages departmental budget of approximately $11 million (includes operating budget, fee for service, programs, and capital projects) in addition to endowments and research grants by monitoring all activity.

  - Develops and oversees strategic policies, standards, and procedures related to budget issues and financial management for the Department.

  - Manages all University operations within the Department, ensuring that financial and administrative decisions are based upon sound business practices and accounting principles.

  - Develops strategies for budget and accounting constraints. Analyzes reports to recommend changes, evaluates financial priorities.

  - Develops funding strategies for salary bridges and start-up grants.
  
  Human Resources:

  - Anticipates staffing needs, develops and maintains human resource strategies. Provides leadership and guidance by developing and implementing sound performance management practices; interpreting and implementing various collective agreements and ensuring that the Department’s practices are consistent with agreements.

  - Hires, trains, evaluates develops, disciplines and terminates staff when necessary.

  - Provides leadership and promotes an atmosphere of team work, staff development and participation, through regular communication and scheduled staff meetings, outings and events.

  - Reviews and evaluates staffing requirements in a rapidly changing technological workplace. Provides leadership and develops strategies when human resources must be restructured to meet the demands of increased work loads.

  - Provides guidance and consultation to faculty and staff regarding employee relations and human resource issues re: the appointment of staff, student workers, and faculty. Overseeing handling and resolution of complaints.

  - Liaises with Revenue Canada and Canada Immigration for foreign visiting faculty and lecturers, ensuring all University and government regulations are adhered to in all matters.

  
  Facilities and Resource Management:

  - Acts as liaison with Facilities Manager, Project Services, Building Operations and Classroom Services.
  
  - Develops plans for new facilities and replacement of resources.

  - Administers departmental space including the allocation and reassignment of offices, equipment, labs and storage spaces, coordinates office and lab renovations and alterations; ensures that the building is maintained and that systems are functioning; ensures that the Department is following the Faculty of Arts space allocation guidelines.

  - Authorizes the acquisition of all necessary supplies, equipment and services for the administrative functions of the Department. Negotiates leases for equipment such as photocopiers.

  - Ensures the latest technology is available for use in the Department.

  - Administers fire and safety regulations, disaster plans, emergency preparedness, and health and safety regulations.
  

  Administrative:

  - Reviews, develops, and implements organizational changes to address the new and evolving needs of the department. Leads the development of innovative programs, practices, and policies to improve day-to-day and long-term value, quality, and efficiency for the Department.

  
  - Administers, manages and tracks various committee, field school and project budgets.

  - Acts as signing authority for the Department in all respects.
  
  - Liaises with Development Office for setup of scholarships and awards.

  - Acts as Department representative on Faculty and University committees, such as the Sustainability Program, Health Safety and Environment Committee, Ergonomics Committee, Classroom Services and committees, the Arts Administrators Working Group and others on an ongoing and ad hoc basis.

  
  Consequence of Error/Judgement
  Work is performed without review; the incumbent keeps the department head informed through ongoing communication. Effective management of departmental business specifically in the areas of financial responsibility, labour relations, leadership and facilities is critical in order to maintain the department’s financial and operational effectiveness, satisfaction of granting agencies, and reputation both within and outside the University community. Errors in judgement or procedures could result in serious human resource or financial problems for the Department. This position has a significant influence on the quality and effectiveness of the services provided to the department and its students and the morale of the staff.
  
  Supervision Received
  The incumbent works independently and with considerable latitude. Working under general guidelines from the Department Head, the incumbent will make most decisions autonomously using their knowledge of the Department and University policies, and using their own judgement. Work is reviewed in terms of achievement of specific goals, the overall efficiency of the Department’s activities, and success of long term projects and planning. The incumbent ensures the Department Head is regularly informed through ongoing communication and consultation.
  
  Supervision Given
  This position directly supervises 16 staffs, and indirectly supervises all other staff in the Department through subordinates. The incumbent will also supervise numerous student staffs throughout the year for a variety of miscellaneous duties, on an ad hoc basis.
  
  Minimum Qualifications

  Undergraduate degree in a relevant discipline. Minimum of five 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

  Advanced experience in a senior administrative supervisory role managing in an unionized environment or an equivalent combination of education and experience. Demonstrated knowledge of human resources principles and functions. Demonstrated financial management and budgeting skills an asset. Computer experience. Effective oral and written communication, interpersonal, organization, planning, and problem-solving skills. Ability to work effectively with all levels within the University. Ability to manage multiple tasks without anxiety. Ability to work independently and within a team environment. Ability to take initiative and exercise tact, discretion, and good judgment. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to exercise sound judgment. Ability to interpret and apply collective agreements in a complex, unionized environment.

• About the company

  25306 The University of British Columbia is a public research university with campuses in Vancouver and Kelowna, British Columbia.

Notice