Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level C

Job Title Manager, Operations and Administration

Department LSI Leadership | Life Science Institute | Faculty of Science

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 November 24, 2023

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

Job End Date Jun 1, 2025

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 Life Sciences Institute (LSI) is a unique interdisciplinary, multi-department research unit containing faculty, staff and students from primarily departments in the Faculty of Science and the Faculty of Medicine. The Life Sciences Institute is the largest occupant of the Life Sciences Centre building, with the incumbent managing the administration of approximately 375,000 sq. ft of research space on behalf of the Directorship. The Manager, Operations & Administration is part of the LSI leadership team and is responsible for strategic management of all operations, finance, human resources, and administration for the largest such institute at UBC, which houses over 85 research labs.

The incumbent is accountable, along with the LSI Director and Deputy Director, for a range of functions including strategic and operations planning, budget management, identification of new initiatives, facilities and space oversight, information management, policies and procedures, promotion and dissemination of information. The primary role of the position is to maintain high quality operational, financial and administrative services that support the achievement of the LSI\xe2\x80\x99s strategic plan, goals and objectives.

The role of the manager is critical for defining and facilitating the achievement of departmental goals. They will anticipate, share, and lead organizational change to meet future growth within the Department while enhancing and expanding its reputation.

Organizational Status
Reports directly to the LSI Director and works closely with the Deputy Director and Safety Advisors; interacts regularly with operational leaders across the Life Science Centre units (LSC) and in the Faculties.

Work Performed

The incumbent oversees all of the institute\xe2\x80\x99s operational and administrative functions. The areas of responsibility include:

Strategic Planning

- Develops and refines, strategic plans, goals and objectives

- Establishes innovative programs and practices to improve the day-to-day and long-term quality and efficiency of all services within the department

Finance

- Management of the institute\xe2\x80\x99s operating budget, including preparation of annual budget plans and quarterly/annual reporting for UBC.

- Provides strategic recommendations and budgetary analysis to the Director and Deputy Director on prioritizing the allocation of funds.

- Oversees the allocation of funds to groups within the LSI

- Oversees accounts receivable and spending processes for all LSI subunits (Scientific Facilities, Core Services, Room Booking, IT)

Human Resources

- Directs, creates and implements short and long-term strategic human resources plans

- Is responsible for all aspects of Human Resources management for LSI employees including recruitment, performance management, training and professional development

- Interprets and advises on collective agreements for M&P, NUT and CUPE 2950 employment groups

- Plans and oversees initiatives related to Respect, Equity, Diversity and Inclusion

Operations

- Develops and implements policies, procedures and protocols related to the administration of LSI research space in the LSC

- Develops, implements and manages policies for shared research facilities and infrastructure

- Participates in the development of, seeking of funding for, and overseeing the execution of infrastructure development projects for the institute

- Leads the functional planning, design criteria, ongoing stakeholder involvement, construction coordination, and operational procedures for new facilities

- Provides advices and consultation to staff, stakeholders and partners to maximize value and productivity in the use of program services and facilities

- Oversees access policies and systems for the institute.

- Develops, reviews and updates standard operating policies (SOPs) and fee structures for use of facilities, room rentals, bookings, shared software licenses and maintenance

- Oversees the development and implementation and/or resolution of matters arising from LSC Safety Committee

- Organizes and communicates Health and Safety SOPs for the LSC and appropriate training
- Manages LSI Wing Managers, who have safety responsibilities for individual floors in the LSC,

- Oversees support services for LSI Research Focus Teams, LSI Infrastructure Cores, LSI-Grad student and postdoc organizations

Consequence of Error/Judgement
The incumbent works in a highly independent fashion, and errors or oversights made in planning, budgeting or management could cause significant harm to the Institute\xe2\x80\x99s and University\'s reputation. This position is responsible for the quality and effectiveness of operations of Life Sciences Institute (LSI) and the work of its researchers. The position must exercise sound judgment, initiative, diplomacy, tact and sensitivity in handling matters of a non-routine nature and decide the best approach to ensure successful outcomes. Requires a thorough knowledge of UBC, of the LSI and the Life Sciences Centre (LSC) and research operations. Work requires confidentiality and understanding of diverse University units and personnel. Poor decisions about operations or service delivery would have a significant impact on the integrity of the LSI\xe2\x80\x99s research, mission and functions, or researchers\xe2\x80\x99 ability to perform high level research or be competitive in terms of grant funding necessary to attract and train the next generation of highly qualified research personnel.

Supervision Received
The Manager, Operations and Administration reports to the LSI Director. Performs duties independently, self-directed within broad goals and objectives developed in conjunction with the Director. Responsible for developing and implementing projects based on the goals and guidelines of the Institute. Supplies continual feedback, information and recommendations to the Director following defined sets of Institute operating policies. Performance is reviewed yearly in terms of achievement of objectives and long-term strategic goals.

Supervision Given
Advises the Director, Deputy Director and managers with regard to hiring, training, supervision and disciplining staff. Provides expertise, guidance and training in recruitment, retention and succession planning best practices and administrative processes to M&P, NUT and CUPE 2950 staff. Manages several staff members directly and indirectly through work direction.

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\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

Strong financial management, human resources management, and record management skills. Experience preferably in a university, business or health care environment. Thorough knowledge of University policies and procedures preferred. Proficiency in PC or Mac based computer environment including enterprise HR and Finance software, word processing, spreadsheets, accounting, graphics, website and communications software. Ability to communicate effectively verbally and in writing. Ability to be organized and deal with a diversity of people in a calm, courteous, and effective manner. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to effectively recruit, train, supervise, and motivate employees. Ability to exercise sound judgment. Ability to exercise diplomacy, tact, discretion, and confidentiality. Ability to work effectively independently and in a team environment on routine tasks as well as special projects.

University of British Columbia