Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Administration Manager

Department Programming | First Nations House Learning

Compensation Range $5,063.67 - $7,294.50 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 July 24, 2023

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."\xe2\x80\x8b

Summary

The Administrative Manager is an integral part of the First Nations House of Learning (FNHL) and will be responsible for the day-to-day financial administration and human resources administration of the department. There will also be event-planning for the Associate Director and Director as needed. Working under the broad direction of the Associate Director, the Administrative Manager will oversee the financial processing, analyze financial information, prepare financial forecasts and assist with developing budgets. The Administrative Manager will oversee the Human Resources allocations and procedures, develop and implement administrative policies, procedures and systems, and negotiating services.

The Administrative Manager will foster effective working relationships with diverse and complex internal and external collaborators and partners and all levels of administrative and academic units, faculty, departments and unions and associations.

Organizational Status
The Administrative Manager reports to the FNHL Associate Director and will also take direction from the FNHL Director. This position works closely with FNHL and Xwi7Xwa staff and maintains a working relationship with UBC Finance and UBC Human Resources. This position will work closely with other UBC departments at various levels as directed by the Associate Director.

Work Performed

General administration & operational responsibilities: Works closely with the Associate Director to perform the following:

Under the broad direction of the Associate Director, executes short and long-term human resources plans and allocations, budget allocations, and general administrative plans for the department.

Responsible for general administrative functions for the FNHL in accordance with UBC policies and procedures or systems that support a culturally safe and effective work environment.

Provides insight in the annual process of objectives identification, and subsequently monitors and manages the progress to ensure that the department remains aligned with those goals; Review progress and identifies items for discussion.

Supports the development and implementation of UBC safety procedures and protocols.

Produce high quality summary reports based on work objectives and metrics, analysis of reports and identify progress or challenges. These reports will be used for internal and/or external purposes. The incumbent may be required to attend Administration meetings when such reports are being discussed to provide insight and clarity.

Writes and prepares grant applications for submission in accordance with appropriate process where needed.

Develops and supports implementation of special events or projects. Work performed may include planning arrangements for guest, creation of invitation and supporting materials, monitoring the progress.

Supports the Director and Associate Director with general scheduling and planning for events as needed.

Financial responsibilities: Works closely with the Associate Director to perform the following:

Administration of the day-to-day financial transactions for the department, ensuring that resources of the FNHL are appropriately used by preparing financial forecasts, reports, and developing budgets for those resources.

Develop forecasts for the current and future fiscal years, by account, based on core operational needs, planned expansion, and available sources of funding.

Makes recommendations regarding the availability of funds for a given purpose, and the allocation of expenditures to accounts, ensuring they meet any constraints and budget restraints for that account.

Identifies funding sources and develops funder specific and organization-wide financial reports on a quarterly basis which includes identification of milestones and goals.

Administers the necessary financial processes and systems to support the financial planning and management of the FNHL.

Human Resources Administration responsibilities: Works closely with the Associate Director to perform the following:

Acts as the point of contact for the FNHL regarding Human Resource needs by providing first-level advice and information to faculty and staff regarding human resource questions and issues.

Assists in HR Strategy specific to the FNHL to accommodate planned growth by analyzing current staffing levels and forecasting future needs.

Provides insight into staffing allocation and hiring which includes; analyzing staffing needs and developing job descriptions as needed. May participate in screening candidate resumes, provides advise in hiring decisions as appropriate.

Develops and manages the HR financial forecasts based on job classifications, salary progression, and general wage increases.

Ensures that appropriate HR Policies and Practices are followed by all FNHL staff.

Advises around student hires according to fiscal budget allocations, payment schedule and procedures, processing and maintenance of student employment files, and advising for the human resources training requirements for student staff.

Monitors work attendance and vacation schedules for FNHL staff to ensure compliance with UBC leave policies.

Performs other duties as required.

Consequence of Error/Judgement
The Administrative Manager s decision and recommendation on planning, policy, staffing and budgeting are guided by the First Nations House of Learning s mandate and objectives and are undertaken in compliance with the University s policies and procedures as well as government regulations. Inappropriate judgment can compromise the FNHL s ability to meet its objects and goals and its relationships within the University and with external Indigenous organizations and communities and government agencies, and can impede UBC s progress on its Indigenous Strategic Plan and in relation to Indigenous initiatives at the local, regional, provincial, national and international level. The consequence of errors or failures in judgment are correspondingly more extensive and serious. Failure to monitor the budget could seriously compromise the FNHL s programming, and disruption of student services, either through loss of future funds or overexpenditures, effecting the FNHL reputation with communities and UBC partners, senior management. Failure to monitor the hiring and performance processes could lead to less effective and efficient practices in and outcomes for the FNHL.

Supervision Received
The Administrative Manager works under the broad guidelines established by the Associate Director of the First Nations House of Learning. The setting of performance goals and expectations and their assessment will be conducted by the Associate Director of the FNHL.

Supervision Given
The Administrative Manager is responsible for hiring, discipline, evaluation, termination and supervision of administrative support staff; may include student work learn positions.

Minimum Qualifications

-Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

-Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own.

-Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

- University degree in a relevant discipline preferred.

- Experience in financial and human resources management.

- Knowledge of University policy and procedures and demonstrated experience with UBC s financial and human resources systems preferred.

- Possesses cultural competence and has experience working with Indigenous peoples, communities and organizations.

- Experience in event planning and coordination.

- Excellent oral and written communication skills, problem solving and team building abilities.

- Superior organizational and time management skills.

- Ability to operate tactfully and with discretion in relation to confidential and/or sensitive data and information and in engaging with internal and external stakeholders.

- Ability to exercise a high degree of judgement, initiative and discretion in all areas of responsibility.

- Knowledge of Office software applications and database systems, with expertise in Word, Excel, PowerPoint (knowledge of Adobe software suite and experience with project management software an asset).

- Experience in handling multiple, competing priorities.

University of British Columbia