Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level C

Job Title Senior Manager, Administration

Department Human Resources Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range $6,677.33 - $10,433.50 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 March 7, 2023

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Senior Manager, Administration is responsible for providing non-academic leadership and direction for all activities in the Department of Mechanical Engineering related to HR, Finance, Facilities, Safety, and Strategic Projects. This role works in close partnership with the Department Head and Associate Heads to provide strategic leadership, mentoring and direction in financial management, policy development and implementation, human resources, facilities and safety management, and Administration Services Office (ASO) activities.
The Senior Manager, Administration, is responsible for the administrative functions of the Administration Services Office and works cross-functionally to improve all aspects of the Department\xe2\x80\x99s processes and controls by leading business process reviews and operational effectiveness initiatives to ensure that the Department\xe2\x80\x99s vision and priorities are understood, supported, and advanced.
This position develops long-term financial plans, anticipating organizational changes and considering additional resources needed to support the continued growth of the Department. The role participates as part of the leadership team in developing and designing effective administrative processes for human resources, ASO operations, and financial management. The Senior Manager also counsels and provides information to the Head, faculty, and staff on human resources, grant and finance administration, and other administrative issues ensuring compliance with University policies and practices.

Organizational Status
This position reports directly to the Department Head, and provides leadership to the Administration Services Office. Works closely with Associate Heads, and the Senior Manager, Academic Services and Engagement, to support the efficient operation of the Department. Works closely with other department managers to support the efficient operations of their units. Works closely with the department\xe2\x80\x99s faculty and researchers, providing advice and counsel in matter related to finance, facilities, and human resources management.
Liaises with Faculty of Applied Science, Faculty Relations, Applied Science Human Resources, Faculty of Graduate & Postdoctoral Studies, Student Services, University Counsel, Payment & Procurement Services, and others, on and off-campus, as required.

Work Performed
Project Management & Strategic Initiatives

• Drives strategic priorities, plans and initiatives for area of responsibility. Works with Leadership in the development and implementation of short and long-term strategic plans.
• Monitor compliance with strategic and business plans in a regular and disciplined fashion, to ensure progress is made toward key objectives in a timely manner and that the momentum needed to drive these initiatives is sustained.
• Initiates and manages priority projects for area of responsibility identified by the leadership.
• Researches and recommends innovative solution development, analyzing data and preparing business plans to explore new potential strategic areas/projects for the Department.
• Provides strategy and decision support including advising on project plans, defining project requirements, developing project scope, budgets and schedules, identifying staffing requirements, forming project teams, and leading cross-functional work and project management processes between portfolios.
• Identifies strategic issues that require the intervention of leadership.
• Responsible for all MECH-related aspects of the accreditation process, leading and directing all staff involved, ensuring targets and timelines are met.
• Provides oversight and direction for administrative processes related to program or unit review and reporting, including External Reviews and similar quality-assurance processes, working collaboratively with the Department Head, Associate Heads, Senior Manager, Academic Services and Engagement as appropriate.
• Undertakes research, analysis, planning, development of action plans, evaluations, and other strategic projects at the request of the Department Head.

Finance and Budget Management

• Develops recommendations for overall budgeting and planning in collaboration with the Head. Assesses alternatives and consequences, assesses impact of surplus/deficits and reviews variances.
• Oversees and accountable for planning, forecasting, monitoring, and analyzing the financial administration needs and resources of the Department. Reviews and analyzes financial reporting and provides advice and recommendations to the Head, developing and implementing strategic long-term forecasting.
• Develops strategies for budget control and projections. Oversees budgetary analysis, financial reports, and forecasts to the Head to inform budgetary, operational, hiring, and long-term programmatic decisions for the Department.
• Responsible for purchasing major equipment and capital under the direction of the Head.
• Analyzes, develops and implements strategic systems, processes, and internal controls to identify and resolve problems, improve the efficiency of the financial information workflow, enhance management of the Department\xe2\x80\x99s financial resources, and ensure the integrity of financial transactions.
• Leads the development and oversees execution of Department financial policies and procedures.
• Liaises with the APSC Dean\xe2\x80\x99s Office and other UBC units on matters related to GPO budget and other funding.
• Oversees the monitoring of all operational expenses relating to new programs and other departmental initiatives.

Human Resource Management

• Develops and implements short and long-term strategic human resources plans; creates and leads change initiatives; oversees department-wide human resources strategies and operations relating to recruitment, professional development and evaluation, work-life balance, classification, and retention of staff; directs performance management, , equity, and staff planning; works closely with APSC HR regarding labour relations issues including discipline, termination, conflict resolution and performance management.
• Advises the Department Head, Program Directors, and Principal Investigators on the interpretation and implementation of University HR policies, procedures, and agreements. Provides full relationship management support on challenging and complex issues related to conflict resolution, performance management, collective agreement interpretation, and terminations, in consultation with APSC HR.
• Co-Chairs the Equity, Diversity, Inclusion and Indigeneity committee with the responsible Associate Head, and responsible for strategic planning, development, and implementation of initiatives, training, workshops and activities for faculty, staff, and students.
• Responsible for recruitment, training and performance development of direct reports and provides oversight and guidance in these areas to all people managers in the Department.
• Implements sound performance management practices interpreting and implementing various collective and association agreements (CUPE 2950; 2278; 116; AAPS; Faculty Association; RATNU) and ensuring practices are consistent with agreements.
• Advises the Head based on a thorough knowledge of relevant policies and practices of UBC and the collective agreement.
• Responsible for reviewing Teaching Evaluations with the Head to identify matters affecting promotion or reappointment.
• Assists the Head in reviewing/drafting high impact documents (i.e. Head\xe2\x80\x99s letter for faculty hires, external/industry correspondences, external review documents, etc.).
• Serves as the Departmental Liaison with Faculty Relations.

Operations Management

• Works in partnership with faculty and staff to develop and implement organizational change initiatives; leads business process reviews and operational effectiveness initiatives; develops and implements comprehensive processes, procedures, SOPs, and support systems for the Department in areas of responsibility.
• Developing and implementing annual plans for the ASO team to ensure that priorities are communicated and understood. Implements UBC policies and procedures and ensures compliance.
• Assessing the effectiveness of existing ASO processes by diagnosing problems or inefficiencies with current processes and identifying areas for potential process improvement. Promoting effective operations, reliable reporting, and compliance with laws, regulations, policies and procedures.
• Manages and provides oversight for special departmental events such as major conferences, department social events, and retreats on behalf of the Head.
• Manages the teaching, research and administrative space in the Department, including space inventory, planning and assignment of space.
• Identifies current and future space and facility needs, problems, and concerns; considers possible future requirements and creates plans for multiple scenarios, considering strategic priorities of the Department. Resolves conflicts between faculty for resources, within the constraints of budget and physical space.
• Plans and designs renovations of existing facilities; oversees the execution of large renovation projects (>$200,000). Liaises with the relevant UBC units to develop project plans, identify major stakeholders, review and make recommendations on contracts; works closely with the Dean\xe2\x80\x99s Office Strategic Initiatives and Capital Planning offices as required.
• Advises and makes recommendations on procurement, facilities and inventory management, and administrative processes, keeping with UBC and Applied Science policies, procedures, and standards.
• Liaises with the APSC Dean\xe2\x80\x99s Office on all HR, finance, and facilities/safety matters as required.
• Responsible for supporting the continued transition to Workday, fostering a culture of change and communicating updates and changes as they happen.
• Serves on behalf of the Department Head as a Management Representative to the Mechanical Engineering Local Safety Team. At the request of the Dean, may serve on the Joint Occupational Health and Safety Committee.
• Provides coverage for and works closely with the Senior Manager, Academic Services and Engagement.
• Performs other related duties and responsibilities as required.

Consequence of Error/Judgement
Work is performed independently; the incumbent keeps the Department Head informed through regular meetings and ongoing communications. Errors in judgment would have serious effects on the department\xe2\x80\x99s ability to receive grant funding and on the Department Heads ability to carry out the departmental mission and functions. Effective management of departmental business specifically in the areas of financial responsibility, human resources, and leadership is critical in order to maintain the Department\xe2\x80\x99s financial and operational effectiveness, satisfaction of granting agencies, and reputation both within and outside the University community.
Errors in budgetary management and forecasting would result in serious financial consequences. The position has signing authority for all operating and research accounts; errors would be costly to the Department. This position holds a great deal of responsibility that impacts the entire operation of the Department and its members, therefore it is vital that the duties of this position be performed correctly and efficiently. Work requires diplomacy, confidentiality, and an understanding of multi-interdisciplinary research projects and university governance. Failure to anticipate the consequences of continued departmental growth could lead to serious organizational problems and/or resource shortfalls.

Work is expected to be at a high level of accuracy. Errors could affect the financial position of the department and of individual faculty members, harming relationships with industrial partners and government funding organizations. Errors in judgment or ineffective communication may lead to inefficiency of operation, poor internal and external relations, or missed deadlines. Breach of confidentiality in budgetary matters could adversely affect the Head\xe2\x80\x99s association with the Dean, faculty, external parties or professional organizations or, in the extreme, lead to grievances and legal action.

Supervision Received
Works autonomously with no direct managerial supervision. This position reports to the Head of the Department and is expected to work independently and with full latitude under general guidelines. Work is reviewed in terms of achievement of specific goals and objectives. The position requires a high degree of executive, independent decision-making ability, organizational and leadership skills, and demonstrated judgement and discretion.

Supervision Given
This position directly supervises a team of Management & Professional staff and indirectly manages support staff. Provides guidance and support to all people managers in the Department.

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

• Strategic planning skills, human resources management, financial and business administration experience required.
• Demonstrated experience in a senior administrative and supervisory role within a university.
• Experience in fund accounting, budgeting, financial analysis and development of financial tracking and reporting systems required.
• Computer experience and an effective knowledge of financial software tools required.
• Effective oral and written communication, leadership, interpersonal and organizational skills.
• Ability to analyze and resolve complex management issues.
• Ability to exercise tact, discretion and judgement.
• Ability to lead, coach and mentor.
• Ability to work both independently and within a team environment.
• Demonstrated experience to work with multiple priorities and execute workflow to meeting requirements.
• Works calmly under pressure.
• Experience with UBC Financial and HR systems and Supply Management procedures including Workday.