Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Administrator, Institute Operations

Department Administrative Management | Institute of Musculoskeletal Health and Arthritis | Faculty of Medicine

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 January 20, 2023

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

Job End Date Jan 23, 2024

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Summary

The Canadian Institutes of Health Research (CIHR) Institute of Musculoskeletal Health and Arthritis (IMHA), headquartered at the University of British Columbia, is one of thirteen virtual institutes of CIHR. CIHR-IMHA\xe2\x80\x99s mandate is to support research to enhance active living, mobility and oral health, and to address the wide range of conditions related to bones, joints, muscles, connective tissue, skin and teeth. Musculoskeletal health is critical for promoting the physical activity needed to maintain mobility, productivity and general health and well-being. Disorders such as arthritis and osteoporosis can limit mobility and physical activity, creating a vicious cycle of inactivity, degeneration and loss of productivity. Similarly, poor oral health and skin conditions can affect overall health and well-being.

In cooperation with the Scientific Director, this position is responsible for establishing and maintaining effective and efficient administrative and financial infrastructure for the Institute. The Administrator, Institute Operations is responsible for ensuring the Institute\xe2\x80\x99s operations and staffing; as well as projects and events are delivered within budget and defined guidelines. The Administrator, Institute Operations works on a day-to-day basis with IMHA team members and regularly collaborates and/or interacts with other CIHR staff, University staff, researchers, contractors, as well as Institute Advisory Board and committee members.

Organizational Status

The Administrator, Institute Operations reports directly to the Scientific Director (SD) and works collaboratively as a key member of the Institute team that also includes two Associate Scientific Directors (ASDs), Communications Officer, Project Officer(s) and Finance Assistant as well as other CIHR staff in the CIHR national office located in Ottawa.

Work Performed

Major areas of responsibility include, but are not limited to:

• Identifying needs and recommending action in support of IMHA as it relates to organizational structure
• Developing financial strategies pertaining to the Institute\'s budget
• Supporting the development of the Institute\xe2\x80\x99s annual budget and staff planning by providing recommendations on operational requirements and external requests for support from Institute development funds as well as ensuring adequate staff resources
• Monitor research-related activities supported through the Institute development funds to ensure all obligations to the Institute are met and deliverables received
• Providing guidance on administrative, human resource and financial matters
• Planning, managing and implementing projects and activities within specified budgets for Institute Strategic Development (conferences, symposia, workshops, community outreach)
• Supporting the development of IMHA\xe2\x80\x99s Annual Operations for research through the planning and coordination of stakeholder strategy sessions
• Performing other related duties as required

Facilities and Operations:

• Negotiating contracts and leases with vendors and consultants as needed
• Liaising with CHHM and VCHRI on space development issues and renovations as they pertain to the Institute
• Managing the Institute\xe2\x80\x99s space allocation, equipment and infrastructure needs
• Responsible for the procurement of Institute equipment and supplies

Financial Management:

• Preparing financial forecasts and developing and overseeing the annual Institute operational and developmental budget (Institute Support Grant)
• Recommending to the Scientific Director an annual operating budget to achieve the goals and objectives outlined for Institute Strategic Development
• Ensuring adherence to the budget throughout the year
• Preparing annual financial report for submission to CIHR

Human Resources:

• Managing the Finance Assistant: establishing goals, evaluating performance and providing feedback
• Supporting the Scientific Director with operations related to staff hiring, performance management and termination
• Acting as an Advisor to the Scientific Director for human resources policy at UBC in relation to employment conditions, salary guidelines, equity and benefits
• Identifying and determining the role and scope of responsibilities of staff in support of the Institute\xe2\x80\x99s structure
• Drafting and executing new job descriptions, staff appointments and reappointments within the Institute
• Overseeing the provision of HR services for the Institute, ensuring compliance with collective agreements, legislation, procedures and regulations
• Coordinating the annual performance evaluation process for Institute staff

Consequence of Error/Judgement

Inappropriate decisions could damage the reputation of the Institute, CIHR central and the University of British Columbia as host institution of IMHA, adversely affecting the ability of the Institute to fulfill its mandate.

Supervision Received

Works independently under general administrative and policy directives from the Scientific Director. Work is reviewed in terms of fulfillment of mandates and achievement of goals.

Supervision Given

Manages one staff member directly as it pertains to hiring, discipline, evaluation and termination.

Minimum Qualifications

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

Preferred Qualifications

Working knowledge of UBC FMS and HRMS systems. Ability to prioritize and work effectively under pressure to meet deadlines while managing multiple tasks and priorities. Ability to create and accurately maintain record and filing systems. Ability to effectively use Outlook, MS Word, and MS Excel. Ability to review, analyze, and synthesize information into summaries. Ability to anticipate problems and issues and plan ahead. Ability to communicate effectively verbally and in writing. Ability to develop and monitor budgets. Ability to prepare cost estimates/projections. Ability to accurately gather, organize, and summarize financial information. Ability to exercise a high level of tact and discretion in internal and external contact work, and the ability to independently apply a broad knowledge of policies and procedures. Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources. Ability to analyze and redesign work flow/business processes to make them more efficient. 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.

University of British Columbia