Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Operations Administrator

Department Management Team | Vantage College

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 September 13, 2023

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

Job End Date

This is a part-time position at 80% FTE (28 hours per week) and salary indicated above will be prorated accordingly.

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 position is responsible for day-to-day administration in the areas of financial and human resources, appointments of faculty and staff as well as facilities. He/she also effectively manages the day-to-day operations of the unit s administrative office and is responsible for the development, planning, implementation, and management of special projects, services and initiatives to support UBC Vantage College. In consultation with the Director, Business Development & Operations, this position plans and determines workforce structures, establishes goals and objectives for the administrative area in accordance with the unit\'s general mission, and is responsible for facility-related services/operations management for UBC Vantage College. The position also provides professional advice to students across all student service areas and coordinates course and exam scheduling for all Vantage programs.

Organizational Status
The position reports to the Director, Business Development & Operations and collaborates on many administrative duties with the College leadership team. Interacts regularly with faculty and staff within the College, partnering academic faculties/departments as well as other UBC agencies including Faculty Relations, Human Resources, Financial Operations, Supply Management, Building Operations and Enrolment Services. Manages 1 administrative staff.

Work Performed

GENERAL

• Maintains primary responsibility and oversight for UBC Vantage College s day-to-day administrative management.
• Under general direction from the Director, Business Development & Operations, leads special projects, services and initiatives. Monitors and takes ownership for project progress according to budget, work plan and timelines.
• Manages facilities and facility space requirements for UBC Vantage College.
• Implements and manages special projects and services, which include the following:
• Developing and implements policies, practices and procedures to be observed by faculty, staff and students in UBC Vantage College.
• Managing special projects for development and implementation of marketing, recruitment, and student service initiatives.
• Managing facilities and facility space requirements for UBC Vantage College and the transition to the Orchard Commons site; responsible for all safety issues, security matters and keying for UBC Vantage College.
• Managing UBC Vantage College course evaluations and implementing additional program evaluation initiatives.
• Coordinating course scheduling and exam scheduling for all Vantage programs in consultation with the Coordinator, Student Academic & Development Coordinator.
• Providing professional advice to students (and others as authorized by the student under applicable policy and legislation) across all student service areas, including student financial support, tuition, fee assessment and collection, awards, student records, registration, admissions, scheduling.
• Performs other related duties as required of this position and set by the Director, Business Development & Operations.

HUMAN RESOURCES

• Hires, manages performance, disciplines and terminates administrative support staff.
• Manages the hiring/selection processes for UBC Vantage College faculty, sessional faculty and teaching assistants.
• Assists with visa and immigration issues as they arise.
• Oversees faculty recruitment and appointment, including postings, applicant tracking, managing search costs, arranging start-up funds and immigration documentation.
• Oversees and manages the administrative process of Appointment, Reappointment, Promotion and Tenure (ARPT) of tenure-track and tenured faculty members. Advises the College Principal based on a thorough knowledge of the relevant Policies and practices of the University and the collective agreement.
• Manages the appointment and reappointment of Sessional lecturers according to University policies and procedures.
• Oversees and manages hiring including HRMS documentation for appointments of unit staff and student workers. Develops and updates job descriptions for hiring new and existing staff.
• Administers personnel records of unit faculty and staff as well as student workers including absence tracking, providing statistics, tracking training and other employment details.
• Develops efficient HR processes and procedures related to hiring and administration of unit staff and student workers to ensure adherence of faculty and University policies.
• Provides guidance and direction to faculty members regarding human resource management and employee relations.

FINANCES

• Responsible for the day-to-day financial administration of the College:
• Under the direction of the Director, Business Development & Operations, executes short and long-term human resources, budget and administrative plans for the unit.
• Advises staff on UBC regulations concerning travel, payments, p-card processing etc. and ensures staff compliance.
• Acquires the services of a variety of vendors and independent contractors.
• Performs other related duties as required of this position and set by the Director, Business Development & Operations.

Consequence of Error/Judgement
Work is expected to be at a high level of accuracy. Errors in developing or providing policy information would cause hardship or embarrassment to UBC Vantage College. Errors in judgment or action could result in serious financial impact, poor public image of the College, partnering faculties and departments and the University in general. If confidentiality is mishandled or breached, professional and academic careers may be affected.

Supervision Received
Works under general direction of the Director, Business Development & Operations. This position exercises a large degree of independence and discretion in day-to-day decision-making. Work is reviewed in terms of achievement of objectives.

Supervision Given
Management and supervision of 1 administrative staff member.

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

Experience working within operations, human resources, finance and administration or the equivalent combination of education and experience. Relevant UBC experience and knowledge of university policies and procedures an asset. Experience with facilities management for a building an asset. Computer experience required. Familiarity with UBC Student Information System (SISC), Faculty Service Centre (FSC), HRMS, E-recruit and FMS an asset. Effective oral and written communication, interpersonal, supervisory, analytical and organizational skills. Ability to work both independently and within a team environment. Ability to prioritize and work effectively under pressure to meet deadlines. Accuracy and attention to detail. Ability to find creative solutions to unusual problems an asset. Flexible and entrepreneurial; able to recognize and act on opportunities and to respond to changes and challenges to mitigate risk.

University of British Columbia