Administrator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Administrator

Department

Administrative Leadership 1 | Academic Advising | Faculty of Arts

Compensation Range

$5,791.00 - $8,323.42 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

April 8, 2025

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

Job End Date

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 incumbent is responsible for managing the administrative aspects of Arts Academic Advising including developing, implementing and coordinating all activities including finance, human resources, facilities, and information technology.

Major responsibilities include providing administrative unit leadership, implementing strategic plans through project management activities, working with the Director in developing and forecasting departmental budget, implementing sound fiscal procedures, serving as a resource for the Director on matters relating to university policy and practice, overseeing and maintaining the operational flow of the department overseeing the acquisition of supplies and equipment, and allocating space. Academic responsibilities include the Arts Academic Appeal Committee.

Organizational Status
This position reports to the Director, works closely with the Associate Directors and Advising Manager, and collaboratively with other advising staff. The incumbent is part of the Faculty of Arts Administrative Managers and works closely with the Deans office, Department Advisors, Enrolment Services, Facilities, Human Resources, Finance, IT, and Supply Management.

Work Performed

Financial duties

Manages the departmental budget. Acts as liaison with the Arts Service Centre Finance Expense Services Group to facilitate the initiation/submission of information required to execute payments to vendors, purchase/service requisitions and reimbursements to employees.   Responsible for review and reconciliation of financial activities of the unit - this includes expenses and purchases, transfers, cash receipts and cost recoveries; payroll.

Liaises with ASC-Finance management group to initiate transfer of funds investigates and reports on anomalies and errors. Monitors operating costs, develops, recommends and implements policy and standards and procedures in consultation with the ASC Finance Manager regarding financial and budget issues ensuring standards are in line with UBC and Faculty of Arts financial policies; analyses and evaluates financial priorities.
 

Works with Director in the preparation and projection of budget and soft monies. Forecasts resource requirements for budgetary reports. Assists in the preparation of annual budgets and development of quarterly financial forecasts. 

Identifies, analyzes and addresses problems for financial analysis and report preparation using data provided by Arts Finance and Workday.

Oversees expenditures and manages all finances and financial transactions.

Administers policies and procedures for the department related to finance.

Project management

Manages administration of the planning, implementation and close-out activities for departmental projects.

Selects and follows project management methods, procedures, and quality objectives, and tracks metrics for assessing progress.  Understands and brings equity-mindedness to all aspects of project management to ensure strategic alignment with organizational goals and outcomes.

Works with project teams and leadership to develop comprehensive project plans including scope of project and assessment measures.

Monitors project scope, schedule, budget and other key aspects to ensure successful project delivery. 

Supports project team with project documentation to ensure decisions, milestones, logs and schedules, are completed on time and communicated appropriately. Responsible for ensuring the accuracy and completeness of the shared project workspace

Works closely with Communications Manager to develop and implement communication strategies to keep internal and external clients informed of project status, business directions, scope changes, and milestone achievements across the portfolio.

Develops positive and productive working relationships with internal stakeholders and manages day-to-day communications.

Human Resources

Works closely with leadership team to anticipate staffing needs, develops and maintains human resource strategies.

Provides strategic oversight of recruitment. Manages recruitment materials (preparing job descriptions, interview materials etc.) and advises the leadership team on best practices in alignment with the Faculty of Arts. Manages hiring processes in conjunction with the Faculty of Arts Service Centre.

Provides leadership and guidance by developing and implementing sound performance management practices; interpreting and implementing various collective agreements; ensuring practices are consistent with Agreements.

Coordinates the onboarding/offboarding of employees within the department. Manages all employee personnel records. Has ability to run reports to support HR activities in the department.
 

Facilities and Infrastructure management

Manages departments space including the allocation and reassignment of offices and storage spaces, coordinates office renovations and alterations; ensures that the building is maintained and that systems are functioning; ensures that the department is following the Faculty of Arts space allocation guidelines.
 

Manages fire and safety regulations, disaster plans, emergency preparedness, and health and safety regulations.

Assesses requirements and establishes priorities for purchase or upgrade of office equipment and furnishings; manages inventory of such items and oversees maintenance; deals with trades people regarding specific problems; manages department's on-line information systems, including Purchasing System, Electronic Blanket Order System for vendors list and contract codes, and Surplus Equipment Recycling System to declare surplus equipment and furnishings.

General

Oversees high volume of student appeals case files for the Arts Advising Appeal Committee including preparing personalized communications for students.

Acts as a resource person representing department in a liaison capacity with various university administrative and academic units, ancillary services and external agencies. Represents Arts Academic Advising as part of the Faculty of Arts Administrators group, liaising regularly with other Administrators and the Assistant Deans in the Dean's office to share information and best practices.

Manages the administrative records (paper and electronic). Ensures that they are accessible and held or culled according to the University's record retention schedules.

Assesses the need for, recommends improvements and implements administrative policies, practices and procedures to be observed by staff in the department; provides advice and interpretation on all aspects of the Department and University guidelines, policies and procedures.

Hosts and coordinates various annual processes and events.

Performs other duties as required.

Consequence of Error/Judgement

The incumbent is expected to display considerable personal initiative and has wide latitude in decision making. Errors in judgment or procedure would lead to serious administrative problems for the Department. Failure to monitor the performance of staff and to review processes could lead to less effective and efficient practices in and outcomes for the department.  Project Management errors could have a significant impact on the success of project delivery and the unit's ability to meet its operational and strategic objectives.

Supervision Received
The incumbent works independently under the general supervision of the Director and receives specific instructions only on unusual problems or matters. The area of responsibility is defined only in terms of overall objectives and goals.

Supervision Given
Manages one CUPE 2950 staff, including hiring, evaluation, disciplining and up to termination.

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’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Experience in a post-secondary advising or other student services area, or an equivalent combination of education and experience. UBC experience preferred. Experience with UBC Student Services systems, OAMS, Degree Navigator, Workday, Financial Management Systems preferred. Demonstrated experience in strategic planning, communications, organizational development, project management, or business analysis an asset. Demonstrated supervisory and management skills. Excellent Analytical skills, detail oriented. Considerable knowledge and experience in program development, implementation, evaluation and relevant research. Fluency in University policies and procedures related human resources, labour relations collective agreements finance, payroll and purchasing. Ability to work independently and collegially with others and to exercise tact, discretion and judgment. Effective communication and organizational skills. Ability to prioritize and work on multiple projects and tasks in order to meet deadlines. Must be flexible and perform well under pressure.

Experience working with highly sensitive data and understanding of and commitment to UBC security and privacy policy preferred. Ability to deal with a diversity of people in a calm, courteous, and effective manner while adhering to established requirements. Enthusiastic about contributing to the learning environment of the University.