Job Description

Staff - Non Union
Job Category M&P - AAPS
Job Profile AAPS Salaried - Administration, Level B
Job Title Manager, Administration
Department UBCO | Leadership | School of Engineering | Faculty of Applied Science
Compensation Range $6,747.50 - $9,701.42 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 April 27, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Compensation Range
$6,747.50 - $9,701.42 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.
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 Manager, Administration provides strategic and operational leadership across all administrative functions for the UBC Okanagan School of Engineering (SoE). As a core member of the Schools Senior Leadership Team, the Manager plays a critical role in advancing the Schools academic, research, and operational goals by ensuring high-functioning administrative systems and processes. The portfolio includes human resources, finance, facilities, safety, space planning, and internal governance. The Manager is accountable for aligning administrative practices with institutional priorities and fostering a collaborative, inclusive, and high-performance culture among faculty, staff, and students.
The position requires a sophisticated understanding of university operations, proactive problem-solving, and a leadership style that emphasizes strategic planning, stakeholder engagement, and operational excellence.
Organizational Summary
The School of Engineering is part of UBCs Faculty of Applied Sciencexe2x80x94one of the largest and most interdisciplinary faculties at the universityxe2x80x94serving over 1,800 students at UBC Okanagan. The School offers undergraduate and graduate programs in Civil, Electrical, and Mechanical Engineering.
The Manager reports to the Director and serves as a trusted advisor to School leadership on matters related to operations, HR, budget planning, compliance, and process improvement. The role works closely with faculty and administrative units across both the Okanagan and Vancouver campuses and represents the School on university-wide committees and working groups.
Work Performed
Strategic Leadership & Governance
Partners with the Director to define and implement strategic administrative priorities that align with the Schools long-term academic and operational objectives.
Provides leadership in the design and execution of School-wide initiatives, including annual strategic planning retreats, leadership development programming, and internal governance processes.
Participates in Faculty-wide and university-wide committees, working groups, and task forces to represent the Schools interests and ensure alignment with institutional initiatives.
Leads and supports the development, implementation, and communication of School-level policies, procedures, and practices to support effective administration.
Human Resources Strategy & Management
Leads the full scope of HR operations for the School, encompassing approximately 48 staff (M&P and BCGEU), up to 300 paid student roles, and administrative oversight for 72+ faculty members.
Develops and implements workforce planning strategies that support operational growth, succession planning, and service excellence.
Oversees staff recruitment, onboarding, classification reviews, compensation, performance management, employee development, conflict resolution, and, where necessary, discipline or termination in consultation with UBC HR.
Leads the administration of faculty-related HR processes, including the Appointment, Reappointment, Promotion, and Tenure (ARPT) cycle, as well as recruitment and onboarding of sessional, adjunct, and visiting faculty.
Ensures compliance with university policies, employment legislation, and collective agreements (including M&P and BCGEU) and promotes fair, equitable, and inclusive employment practices.
Finance & Budget Oversight
Provides oversight and strategic input on the Schools operating budget in collaboration with the Finance Manager, including annual budget development, financial forecasting, variance analysis, and reporting.
Exercises signing authority on designated accounts, ensuring that expenditures align with School priorities, internal controls, and financial best practices.
Monitors and advises on the financial implications of administrative and staffing decisions, and recommends cost-effective solutions that enhance service delivery and operational sustainability.
Approve transactions in Workday on behalf of the Director and as Supervisory Manager.
Facilities, Space & Safety Management
Leads space planning and allocation for all administrative, teaching, research, and shared spaces in the School of Engineering, ensuring alignment with academic priorities and strategic growth.
Oversees renovations and capital improvement projects, including stakeholder consultation, vendor coordination, and budget oversight, in partnership with UBCO Facilities and Planning.
Maintains a comprehensive inventory of School assets and spaces; monitors office usage and develops long-term space plans to accommodate changing needs.
Facilitates operational maintenance of School of Engineering facilities and other physical assets in collaboration with the Lab Manager.
Manages access control and security processes for all School facilities in collaboration with the Lab Manager.
Administrative Operations & Records Management
Ensures the efficient and effective operation of administrative processes, including procurement, travel, Workday approvals, record-keeping, data integrity, and compliance reporting.
Responsible for records and data management systems for all areas of the portfolio, including HR lifecycle records for all faculty, staff, and students.
Oversees the lifecycle of HR data for all School employees, ensuring accurate documentation and timely updates across UBC systems.
Implements process improvements, digital workflows, and systems integration to enhance transparency, efficiency, and service quality in administrative operations.
Team Leadership & Culture Building
Leads a team of approximately 8 direct reports, including 8 BCGEU support staff and 1 M&P staff, responsible for core administrative operations.
Coaches, mentors, and develops staff by identifying strengths, supporting career development, and fostering a collaborative team culture rooted in accountability, respect, and excellence.
Establishes performance expectations, conducts regular reviews, and manages attendance and workplace conduct issues as needed.
Champions equity, diversity, and inclusion in team culture, recruitment, and day-to-day operations.
Consequence of Error / Judgement
The Manager holds significant responsibility for ensuring the smooth and compliant operation of a complex academic unit. Errors in judgment, mismanagement of finances, or failure to meet HR or safety obligations may result in reputational risk, financial loss, and compromised service to students, faculty, and staff. The role requires discretion, sound judgment, and the ability to navigate sensitive situations involving personnel, budget, or policy.
Supervision Received
This position works independently, with strategic direction and broad goals established by the Director. Performance is assessed based on the effectiveness of operations, progress on strategic initiatives, and quality of support provided to the Schools leadership and community.
Supervision Given
Directly supervises 8 administrative staff (BCGEU and M&P) and provides human resource oversight to a broader community of 72+ faculty, 48+ staff, and up to 300 student employees.
Qualifications
Minimum
Undergraduate degree in a relevant discipline.
Minimum of three (3) years of relevant experience or an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives in conflict with ones own
Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred
Senior administrative experience including strategic planning, human resources management, financial and business administration, budgeting and financial control.
Experience in financial planning and budgetary control in the University sector, government or other similar environment is required.
Demonstrated experience with change management.
Demonstrated supervisory and problem- solving skills.
Proven ability to coach, counsel, mentor, lead and identify staff strengths with the capacity to team-build.
Ability to explain, assign, and monitor work.
Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines.
Ability to effectively recruit, train, supervise, and motivate employees.
Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action.
Ability to develop and implement strategic business plans.
Ability to develop and implement policies and procedures.
Ability to think strategically and analytically.
Ability to analyze and interpret data, determine implications, and provide recommendations.
Ability to establish effective relationships with a variety of stakeholders, including unions and associations.
Ability to administer human resource policies and procedures, such as collective agreement provisions.
Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support.