Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Administrator

Department Faculty | Department of Central Eastern and Northern European Studies

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 April 12, 2023

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

Job End Date Jun 30, 2024

This is a one year term, full-time, leave replacement position.

Summary
The Administrator participate and supports the implementation of the strategic planning, direction and development of operations, human resourcing, technology, financial and physical resources in the Department of Central Eastern and Northern European Studies. Major responsibilities include providing administrative unit leadership, implementing strategic plans, developing and forecasting departmental budgets, implementing sound fiscal procedures, serving as a resource for the Head on matters relating to university policy and practice, providing general guidance to faculty within unit on management issues, overseeing and maintaining the operational flow of the department, overseeing the acquisition of supplies and equipment, and allocating space.
The Department has 14 tenured and tenure-track faculty, 9 lecturers, 8 sessional faculty and three staff (one M&P and two CUPE). The Department typically has about 12 graduate students, half of whom are TAs during any given semester. It has a GPOF budget of over $3.6 million.

Organizational Status
The Administrator reports to the Head of the Department. The position contributes directly to the policy and priorities of the department providing advice and guidance to faculty and supervising staff in all matters relating to the administrative and support function of the department, particularly with respect to the financial priorities and objectives. The incumbent supervises support staff and interacts and works collegially with other M&P staff in the Faculty, faculty members and students and acts as departmental representative and liaison with administrative and academic departments and ancillary services.

Work Performed
Strategic

• Working with the Head, provides implementation of strategic planning and operations management for the Department, developing, managing and evaluating the staff, financial, and physical resources and systems for the Department as a whole.
• Manages all University operations within the Department, ensuring that financial and administrative decisions are based upon sound business practice and accounting principles.
• Manages the smooth transfer of information between all departmental programmes and academic caucuses, the University and the community.

Budget and Financial Management

• Manages a departmental budget of approximately $3.6 Million (includes GPOF, Gift, Grant, Project, and Program funds and other monies). Monitors operating costs, develops, recommends and implements policy and standards and procedures regarding financial and budget issues ensuring standards are in line with UBC and Faculty of Arts financial policies; analyses and evaluates financial priorities.
• Authorizes departmental expenses and financial transactions. Monitors financial transactions ensuring compliance with university and granting agency policy, budget and accounting constraints.
• Develops and oversees policies and procedures related to financial management.
• Recommends and implements budgets to achieve goals and priorities established by the Department.
• Prepares budget submissions, forecasts, summaries and reports for internal and external agencies.
• Ensures that sound internal control practices are maintained within the unit.
• Advises, develops and liaises with the Department Head to develop strategic plans for the unit.
• Manages semi-annual unit work learn funding application process and other funding bids, as required (i.e. academic equipment funds, external grants.)

Human Resources Management

• Manages 2 staff, additional short-term hires and various student employees.
• 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 (CUPE 2950, CUPE 116, CUPE 2278, M&P); ensuring departmental practices are consistent with Agreements;
• Oversees handling and resolution of complaints; hiring, training, evaluating and terminating staff;. Establishes and implements human resource practices, policies and programs. Reviews organization, develops and implements organizational change. Promotes teamwork through staff meetings;
• Assists faculty with the hiring of graduate and undergraduate assistants; advises on terms and rates of employment, clarifying UBC policies.

Academic

• Ensures the smooth operation of the academic function of the department including overseeing the faculty recruitment process, faculty travel and relocation, etc.
• Ensures part time faculty are properly resourced with respect to orientation, systems and course support.
• Coordinates submission of faculty grant applications, faculty and administrative workstation initiative applications, leave applications, and professional development reimbursements. Prepares statistical material for internal and external use, i.e. enrolments, reports, personnel information.
• Oversees academic events and conferences along with visiting speakers for the department.
• Implementing and managing the unit\'s course schedule within the course scheduling system and ensuring curriculum is in line with department priorities.
• Liaises with faculty and the Head to ensure that student demands are being met with course offerings.
• Works closely with the Graduate Advisor and the Undergraduate Advisor to plan, implement and manage new initiatives and processes to benefit the Unit.
• Serves in an advisory capacity on the Unit\'s Curriculum Committee and develops and manages initiatives as they relate to curriculum development and planning.

Facilities and Infrastructure Management

• Responsible for overseeing the upkeep and maintenance of all facilities and equipment utilized by the unit, as well as for developing, implementing and maintaining usage policies and guidelines.
• Maintains inventories of all Departmental spaces, equipment, and infrastructure, and recommends replacement and renewal plans.
• Responsible for the safety of all users of all Department facilities and is current with liability and safety issues as they relate to the programmes.
• Manages maintenance of and renovations to existing facilities.
• Responsible for overseeing the day-to-day decision-making on security, deliveries and emergency detail.
• Authorizes keys and fob allocations to faculty, staff, grad students.

Communications and Outreach

• Oversees recruitment material for the department, advising the Head on best practice in alignment with Faculty of Arts.
• Develops and maintains communications and partnerships with faculty and staff outside the unit. This includes stakeholders in the Faculty of Arts, the wider university and external groups.
• Works closely with faculty and the Head on unit initiatives.

Consequence of Error/Judgement
The incumbent is expected to display considerable personal initiative and has wide latitude in decision making. Errors in judgment or procedure would lead to serious administrative problems for the Department as well as the Faculty. Failure to monitor the performance of staff and to review processes could lead to less effective and efficient practices in and outcomes for the department. Failure to monitor faculty appointment forms could mean a loss in income to faculty members and /or over-expenditures of the departmental budget.

Supervision Received
The incumbent works independently under the general supervision of the Head and receives specific instructions only on unusual problems or matters. The area of responsibility is defined only in terms of overall objectives and goals.

Supervision Given
This position manages 2 staff, additional short-term hires and various student employees, and has hiring, firing, and performance evaluation responsibilities. Work Learn and other student staff report to the incumbent.

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
Experience in administrative support in an academic environment. Supervisory, financial and administrative experience required or an equivalent combination of education and experience. Ability to work independently and collegially with others and to exercise tact, discretion and judgment. Effective communication and organizational skills. Computer experience required including knowledge of Workday, SISC, ACMS, HYPERION, SCIENTIA, ISIS considered an asset. Thorough knowledge of University policies and procedures, as well as other administrative units and be capable of providing interpretation and advise on these policies. Knowledge of German, Swedish, Danish, Polish or Russian an asset.