UBC Jobs Online – Administrative Manager

Job Description:

The Administrative Manager position will provide administrative leadership to the Department of Emergency Medicine to support the achievement of strategic plans, goals and objectives. This position provides support and advice to the Department Head for a range of functions including strategic and operations planning, budget management, identification of new initiatives, facilities and space oversight, information management, policies and procedures, human resources, and dissemination of information. This position works as a team player with colleagues and co-workers to achieve excellence within a complex and diverse environment. The Administrative Manager works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all.

Job Responsibilities:

• Works with Department Head in the development and implementation of short and long-term strategic plans. Monitors 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.
• Oversees the Department’s space inventory to ensure space and facility needs are met, plans for future requirements for the Department, and makes recommendations for use and changes to the Department Head; negotiates and liaises with appropriate Hospital or other Agency personnel regarding space and facility planning, changes, and renovations.
• Fosters an environment that promotes diversity, inclusivity and the values of respect, integrity, compassion, collaboration, and equity.
• Prepares, implements and monitors, multi-year and annual budgets and financial plans, consistent with University and Faculty guidelines, to optimize and, wherever possible, leverage funds available in relation to strategic objectives. Analyzes relationships between budget and actual financial data, assesses impacts of surpluses/deficits, and reviews variances.
• Develops plans and work processes for department projects based on understanding of project requirements and timelines.
• Develops and implements policies and procedures for the acquisition, utilization, maintenance, and replacement of furniture, office equipment, research support equipment, and supplies.
• Writes reports and communications for internal and external individuals and agencies.
• Implements HR management initiatives and ensures the consistent implementation of these practices for all units.
• Negotiates leases and purchases of products and services.
• Provides operational leadership on changes required to meet initiatives, enhance productivity and to streamline business processes; manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.
• Independently researches, prioritizes and determines appropriate courses of action, referrals or responses on matters identified by the Department Head, including those of a sensitive and/or confidential nature, as well as matters that arise through daily operations of units and matters emerging as strategic issues that will advance the mandate.
• Works in conjunction with the Senior Finance Manager, to provide advice on resource allocation and use, and to ensure the strategic direction of the Department and Faculty and are consistent with UBC and FoM policies and procedures.
• Leads the development and implementation of practices, policies, procedures and tools to ensure the effective, efficient management, accountability and reporting of the unit.
• Leads critical strategic, administrative, financial and operational issues; identifies strategic issues that require the intervention of the Department Head.

Job Requirements:

• Undergraduate degree in a relevant discipline.
• Minimum of five years of related experience, or the equivalent combination of education and experience.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Demonstrated ability to interact and liaise with a variety of constituents, within multifaceted environments.
• Ability to work with and direct a team.
• Ability to set priorities for the Department, adapt to changing priorities, and work effectively under pressure to meet deadlines.
• Knowledge of UBC financial and administrative policies and procedures.
• Ability to compose professional written documentation for a variety of situations.
• Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.
• Excellent oral and written communication.
  Proven negotiation, conflict resolution, and interpersonal skills.
• Ability to analyze and redesign work flows and business processes to make them more efficient and effective and ability to execute work flow to meet departmental requirements.
• Ability to plan and manage financial resources/budgets and prepare financial reports.
• Experience working in a multi-union environment, and proven ability to successfully hire, discipline and terminate both union and non-unionized positions.
• Must possess a consultative and collaborative management style and be able to develop trust and respect within a complex and diverse professional environment.
• Must possess an understanding of equity, diversity, and inclusion principles (EDI) and have experience as a champion of EDI.
• Experience within a health care setting is an asset.

Job Details:

Company: The University of British Columbia

Vacancy Type: Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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