University of British Columbia Administrator Part Time in Vancouver, BC

University of British Columbia

Branch Vancouver BC CA

Vancouver, BC

Deals with novel or complex issues independently with incumbent consulting others upon own initiative. Ability to take initiative, lead, delegate and allocate…

The Administrator manages the School’s financial, human and physical resources. As technology manager for the School, manages student computer labs, acts as computing accounts officer, and takes a lead in applying technical solutions to administrative problems.
Major responsibilities include: develops, implements and modifys procedures and practices; performs budget management and fiscal control for operating accounts; acts as departmental timetable representative; oversees communications and outreach activities including alumni relations, web site content, newsletter, various reports, and other materials as required; recruits, trains and manages support staff; manages appointments and faculty promotion reviews; coordinates all space and plant operation functions; participates on various internal and external committees; provides instruction and training to the Faculty on the Faculty Service Centre for the School, and performs other related duties.

Organizational Status

Reports to the Director and works closely with faculty, staff, students and visiting scholars in the School and with the Dean’s Office – Faculty of Applied Science. Liaises with university departments such as Financial Services, Human Resources, Land and Building Services, Parking and Access Control, President’s Office, Research Services, Supply Management, Conference Services, University-Industry Liaison Office, and so forth. Liaises with external communities, businesses, governments and funding agencies, and other universities as required.

Work Performed

Administration – 25%
– Coordinates and administers policies and procedures to meet the School’s goals and objective.
– Manages space allocation and plant operation functions. This includes overseeing renovations, moves, installations and security issues. The school is located in two buildings: Lasserre (faculty and staff offices, classrooms, urban design studio and computer lab, staff lounge and storage rooms) and West Mall Annex (faculty, staff and student offices, three classrooms, four computer labs, resource room and student lounge).
– Acts as a departmental timetable representative and manages the classroom schedules.
– Prepares materials for and participates in faculty meetings and and other meetings as required..
– Coordinates weekly staff meetings, setting the agenda and ensuring the smooth operations of the School.
– Acts as resource contact with respect to University and School academic and administrative policies and procedures, disseminating information through individual discussions, committee meetings, correspondence and reports.
– Manages the School’s reaccreditations (professional and academic). Researches and composes the reaccreditation documentation and coordinates site visits (every five years).
– Researches, gathers and compiles statistical data and writes background reports on various issues for discussion at department, faculty and university meetings.
– Updates SCARP Policy Manual accordingly
-Prepares annual reports in a timely manner
– Provides instruction and training to the Faculty on the Faculty Service Centre (FSC) for the School. This includes assisting the Faculty teaching courses on how to access the FSC. Demonstrates how the system works.
– Manages the work schedules of CUPE staff and makes recommendations to the Director as required.
– Coordinates and approves staff training where appropriate and advises where necessary.
– Authorizes the acquisition of all supplies, equipment and services for the administrative functions of the School.
– Advises faculty members of the relevant policies and practices of the University
– Answers inquiries from students, postdoctoral fellow, and visiting scholars.

Finance – 25%
– Administers the operating, contract, research and endowment budgets/accounts relating to the School’s academic and community outreach activities.
Manages the School’s General Purpose Operating Funds (GPOF) and other accounts (such as research, endowment and special S accounts.
– Prepares budget forecasts and ensures account conditions are met by forecasting expenditures and preparing budgets, approving and reconciling expenditures.
Manages the maintenance of the financial records and systems, the reconciliation of Financial Services ledger sheets including resolving any discrepancies and ensuring the contractual reporting and other obligations undertaken by the School are met.
Authorizes all financial transactions that include reimbursement, acquisitions and payroll for the School.
– Reviews invoices for accuracy, approves expenditures, ensures compliance with both UBC and granting agency expenditure policies and procedures, prepares short and long term budget planning documents.
Liases with the Financial Specialist regarding the management of the School’s financial accounts.
– Advises Director of Project/Grant status and carries out corrective action, if needed.
– Responsible for inventory of all office equipment.
– Coordinates awards, scholarship and funding opportunities for SCARP students.

Human Resources – 25%
– Manages faculty, student and staff appointments and payroll.
– Responsible for the administrative process of the Appointment, Reappointment, Promotion and Tenure of tenure-track and tenured faculty members. – Oversees and coordinates day-to-day operations of the School including managing administrative staff and work study students.
– Determines staffing levels and training needed to meet the School’s objectives, and the budget implications of actions.
– Sets priorities, allocates duties and establishes work standards and schedules. – Writes job descriptions for administrative positions.
– Interviews and hires staff.
– Conducts performance reviews, disciplines, and recommends clerical staff terminations.
– Represents University in grievances by support staff and teaching assistants.
– Maintains good working relationship with the Dean’s Office and Central Administrative Offices.
Responsibility for coordination and preparation of paperwork for the hiring of all post-doctoral students, adjunct faculty, research assistants and visiting scholars to the School and works in close consultation with the Faculty Appointments Manager in the Dean’s Office.

Communications- 15%
– Responsible for promoting the School’s activities and plans through various media and promotional activity days (internship session, symposium, etc. Works with faculty, students and staff to promote the school.
– Oversees special event and outreach activities including the School’s web site content, newsletter, annual report and various other reports.
– Manages the production of the School’s Annual Report and yearly Handbook and and other key documents.
– Coordinates publicity efforts with other School units, other University departments and off campus units on an ongoing basis.
– Facilitates the School’s communications plan.

Technology Manager – 10%
– Takes a lead in advancing the technological capacity of the School.
– Looks for technical solutions to streamline administrative procedures.
– Manages four student computer labs.
– Evaluates maintenance options and negotiates contracts.
– In consultation with faculty and students using the lab, determines the need for upgrading equipment and services, examines alternative solutions such as sharing facilities with other departments, obtains estimates and purchases the required hardware and software.
– Liaises with other university departments on policy and procedural changes affecting the operation of the lab.

Supervision Received

Reports to the Director. S/he will be required to work independently and to display initiative, sound judgment and decision-making. Responsibility is defined in terms of overall objectives and goals. Deals with novel or complex issues independently with incumbent consulting others upon own initiative. Performance is reviewed regularly to ensure it meets the unit’s goals and objectives.

Supervision Given

Has the authority to hire, train, evaluate, and discipline staff as required. manages the office support staff including three CUPE 2950 staff and work-study students.

Consequence of Error/Judgement

This position operates with significant freedom to make decisions and carry them out. Since this position’s responsibilities span the full spectrum of the School’s operations a major impact could occur as a consequence of error.
Financial responsibility includes preparing and managing budgets and funding student activities: errors could result in deficits or ineffective use of funds and in students being denied financial support.
Human Resource responsibility includes hiring staff and directing the flow of work, and building consensus among individuals to achieve the School’s objectives: errors could result in costly expenditures of time and effort resulting from grievances, inaccurate information or morale problems.
Outreach activities include the Mentor Program, the Planning Lecture Series and promotion of the School through reports and meetings: errors could result in a loss of funding for School activities, in a poor public image, and in lower enrolments. Development and implementation of ineffective policies and procedures would further contribute to all of the above negative impacts.


Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Ability to maintain accuracy and strong attention to detail. Ability to prioritize and work effectively under pressure to meet multiple deadlines. Ability to exercise tact and discretion. Ability to work effectively independently under minimal direction and exercise sound judgement and decision making; and work in a team environment. Ability to effectively deal with different people. Ability to perform financial planning functions, forecast,budgets, oversight and report preparation. Strong organizational skills and problem solving ability. Demonstrated managerial skills. Ability to take initiative, lead, delegate and allocate duties, collaborate with others in a team environment. Excellent oral and written communications skills with proficiency in the use of English grammar, spelling and punctuation. Computer experience including using Microsoft Office programs and the Student Information System required.
Advanced ability with standard computer software programs: MS WORD, EXCEL, ACCESS, POWERPOINT, OUTLOOK, and Internet navigation and e-mail;
Expertise in computer-based information systems, and knowledge of web site application. Knowledge of University and Faculty of Applied Sciences policies and practices regarding Financial, Human and Physical Resources Management preferred.
An interest in and appreciation of the SCARP mission statement: “To advance the transition to sustainability through excellence in integrated policy and planning research, professional education and community service.” An ability to integrate information from a wide variety of sources and present that data in a clear and concise manner. Ability to integrate a range of sometimes competing interests with sensitivity to different values and to harmonize these interests toward achieving the School and University objectives.

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: 2015-05-24
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