University of British Columbia Administration Services Manager Part Time in Vancouver, BC

University of British Columbia

Branch Vancouver BC CA

Administration Services Manager
Vancouver, BC

Provides management, coaching, recognition, performance management and discipline to ASO staff. Ability to analyze and resolve complex management issues….

This position is responsible for the managing the daily operations of the Electrical and Computer Engineering (ECE) Administration Services Office (ASO) concentrated in the areas of financial and human resources. Ongoing contributions to the development and implementation of relevant administrative policies, procedures, and systems for the ASO and the Department will be expected. Additional responsibilities for this position include assisting in the specification, development, training and use of information technology as it relates to Administration Services.

Organizational Status

The Department of Electrical and Computer Engineering is the largest department in the Faculty of Applied Science and one of the largest academic departments at The University of British Columbia. The Department, having an annual general operating budget of $9.0 million and a research budget of $6.0 million, is comprised of approximately 50 faculty, 25 staff, 450 graduate students and 900 undergraduate students.

This position reports to the ECE Manager of Business Operations but works closely with the ECE Head. Interacts regularly with students, staff and faculty members in ECE; and with other UBC units such as Office of Research Services, Finance, Human Resources, Research and Trust Accounting, CFI/BCKDF Resource Office, Internal Audit, Supply Management, University Counsel, etc.; and with external agencies such as NSERC, CFI, MITACS, Human Resources and Skills Development Canada, etc.

Work Performed

– Under the direction of the ECE Manager of Business Operations, executes short and long-term strategic human resources, budget and administrative plans for ASO and participates in the development of same for the Department.
– Leads the execution of departmental wide financial policies, procedures, analyses, and controls to ensure consistency and compliance with current accepted accounting procedures and practices.
– Recommends and implements financial policies for the Department to resolve problems and improve management of financial resources.
– Establishes goals and objectives for ASO in alignment with those of the Department.
– Manages and controls financial activities within the Department; keeps the Manager of Business Operations apprised of financial matters to ensure proper financial stewardship of the department.
– Prepares budget analyses and submissions reports for the Head and Manager of Business Operations.
– Participates in determining the delivery of operational services and systems to support research and education.
– Reviews and pre-authorizes all financial transactions including faculty, staff, and student appointments.

– Oversees faculty recruitment and appointment, including writing job descriptions, managing search costs , arranging start-up funds, managing immigration and housing issues.
– Oversees and manages the administrative process of Reappointment, Promotion and Tenure of tenure-track and tenured faculty members.
– Oversees and manages the administrative process for appointing and reappointing of Sessional Lecturers and all non-bargaining-unit faculty (Postdoctoral Fellows, Adjunct Professors, Research Associates, Visiting Professors, Emeriti, etc.).
– Interprets, applies and provides advice on collective agreements (CUPE 2950, 116 & 2278; Faculty Association; Sessional Lecturers; AAPS), University Policies, and applicable legislation and regulations.
– Oversees policies and procedures for the Department, including recruiting and terminating Department staff. Oversees and manages training, developing and evaluating of ASO staff.
– Oversees annual staff performance review process for ASO staff.
– Provides management, coaching, recognition, performance management and discipline to ASO staff.
– Evaluates and make recommendations to the Manager of Business Operations related to succession planning and administration staffing.
– Develops and updates job descriptions for Department staff.
– Provides support for development and implementation of specific initiatives through proposal writing and other activities,.
– Provides advice to faculty concerning budget, accounting, financial matters and implications of various planning options, accounting policies and sound business practices.
– Handles Conflict of Interest, Freedom of Information and Privacy Act enquiries for the unit.
– Serves as liaison with cooperating agencies, industrial partners and UBC.
– Acts as resource to the Head with respect to ethics applications.
– Interprets and maintains current knowledge and ensures compliance with policies and procedures.
– In consultation with the Department Head and Manager of Business Operations, performs tasks as needed not described above.

Supervision Received

Works independently with minimal supervision. Self-directed within broad goals and objectives developed in conjunction with the Manager of Business Operations. Responsible for independently developing and implementing projects based on the goals and objectives of the Department. Work is reviewed in terms of achievement of long-term strategic goals.

Supervision Given

Manages staff and is responsible for hiring, discipline, evaluation and termination. Directly supervises three CUPE 2950 staff members (two Administrative Support staff and one Financial Processing Specialist). May be required to supervise additional CUPE 2950 ASO staff and temporary workers as necessary.

Consequence of Error/Judgement

Errors would have a significant impact to the integrity of the Department. Erroneous judgement and poor management would undermine the department operations.

Errors would have significant impact on the Department’s ability to receive grant funding. Failure to ensure financial accountability would have severe results. Inaccurate accountability in the areas of financial reports, budget preparation and spending allowances would have critical financial impact on the Department.

The Department’s tactical and strategic planning relies heavily on the expertise of the person in this position. Errors and bad judgement would jeopardize the short, mid and long range plans of the department.


Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Ability to foster the long-term learning and development of staff through coaching, managing performance, and mentoring. Ability to identify, obtain, and effectively manage organizational resources (e.g., people, budgets). Ability to manage complex financial arrangements. Experience in fund accounting, budgeting, financial analysis and development of financial tracking and reporting systems required. Ability to work effectively independently and in a team environment. Ability to understand and apply policies, procedures, and instructions. Demonstrated experience in a senior administrative, supervisory, and/or managerial role within the public sector. Ability to analyze and resolve complex management issues. Computer experience and an effective knowledge of financial software tools required. Ability to communicate effectively verbally and in writing. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to develop and maintain cooperative and productive working relationships. Ability to address and moderate interpersonal conflict by confronting issues and taking appropriate action. Ability to mentor and coach staff, and act as a resource. Ability to exercise tact and discretion.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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Employment Type: Part Time
Location: Vancouver, BC, CA
Posted on: 2015-08-16
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