Administrative Manager

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.

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

UBC is committed to fostering equitable and inclusive learning and working environments in which human rights are respected, where all members of the UBC community are treated fairly and with dignity, and where the rich diversity of UBC students, faculty, and staff have equal opportunity to participate in the life and work of the university. The Equity & Inclusion Office, with teams on the Vancouver and Okanagan campuses, has a broad mandate to advance pan-institutional commitments to equity and inclusion across the university ecosystem and to promote and support institution-wide capacity building for individual and systems change.
The Manager provides operational leadership on a wide range of functions in the Equity & Inclusion Office (EIO). The position manages and drives improvements in administration with a focus on operational excellence, financial planning, facilities, and information technology management. They work closely with the HR team in the Vice-President Academic Office to provide local support for human resources processes.

This position provides advice to the ED, Operations (ED) on guidelines and procedures critical to daily and effective operations of the EIO, acts independently on their behalf, and takes initiative to continually improve operational functions. They are responsible for the full accounting and budget cycle process of EIO team, including supporting EIO senior leaders and program managers with their budget planning and management. The Manager participates in operational planning, manages financial resources and contracts, and makes decisions to ensure effective functioning and improvement of financial operations and office administration.

The position handles highly confidential and sensitive matters relating to the implementation of the University’s commitment to equity, inclusion, conflict engagement, and human rights. Fluency in equity and inclusion topics, an equity-minded approach to operational leadership, as well as a demonstrated willingness to continue learning on these topics, are required in this role.

The Manager must demonstrate and be able to foster and facilitate professional, kind, collaborative and effective working relationships with all stakeholders and a highly diverse staff team.
Organizational Status
Works independently, reporting to the ED. Works closely with the leadership team at the EIO to support the operations of all EIO teams.

The Manager manages administrative staff to ensure effective implementation of operational and financial best practices and optimize workflow and efficiency within the administrative support function. The EIO is a fast paced, dynamic environment and the position requires someone who works well in complexity, is able to navigate comprehensive systems, technologies and procedures, acts proactively to address gaps, and can adapt well to change.
Work Performed
• Oversees day-to-day operations at the EIO, and supervises staff members in these areas.

• Enables change management initiatives by developing, implementing, championing, and evaluating continuous improvement initiatives regarding processes and practices related to administration, budget, finances, information technology, and event coordination.

• Proactively and independently develops, oversees, and evaluates departmental-level operational and financial guidelines, ensuring compliance with UBC policies.

• Provides regular training and expertise to Directors and all EIO teams on budget, financial procedures, event coordination and administrative processes.

• Advises the ED on finer details of institutional financial and administrative protocols and policies to ensure accountability.
Financial Responsibilities

• Oversees monthly financials, and identifies budget areas that require attention. Escalates to ED as appropriate.

• Oversees the preparation of interim financial statements for expenditures and ensures account holders are expending funds in compliance with funding guidelines.

• Provides guidance on budgetary and funding processes and practices to all EIO teams as well as to significant projects led by the office.

• Prepares quarterly budget forecasts for all areas of the EIO, including working with EIO Directors to track spending, submit yearly team budgets and develop forecasts.

• Reviews and approves month-end revenue reports; plans, directs and guides the EIO’s year-end process.

• Creates and monitors internal controls, and oversees financial processing paperwork.

• Plans annual capital expenditures, resource acquisitions and allocations.

• Delegates transactional processes to Administrative Coordinators, overseeing and evaluating their work.
Administrative Responsibilities

• Provides confidential operational guidance to the ED and the AVP.

• Oversees implementation and maintains record management systems following UBC policies and best practices, ensuring and enforcing consistent use, and training administrative staff to effectively implement record-keeping practices.

• Manages the unit’s administration support staff and oversees all administrative activities.

• Responsible for assessing onboarding needs, implementing onboarding practices for EIO staff, and regularly evaluating opportunities for improvement.

• May work with the VPAO HR team on HR-related files and functions, particularly as they relate to local processes (e.g., onboarding).

• May be delegated by the ED to monitor, evaluate, and enhance organizational goals for staff and staff teams, including identifying professional development opportunities and other retention mechanisms.

• Acts proactively to ensure accessibility is built into the EIO’s operations and that any necessary accommodations or accessibility needs for staff and guests, partners or clients are coordinated and in place as required.

• Oversees the maintenance of facilities and equipment of the unit, including major renovations, and directs the purchase of equipment, supplies, and furnishings.

• Participates in building-wide committees focused on operational matters.
Event Coordination Responsibilities

• Oversees event coordination portfolio in the EIO, including maintaining a calendar of recurring and new internal and external events, deploying resources to support successful event execution, and coordinating post-event evaluation.

• Develops templates, tools and procedures to ensure smooth event planning and execution, working closely with the EIO Project Managers to ensure alignment in approach.

• Monitors and evaluates success and impact of wide range of events, and implements improvements accordingly.

• Oversees and executes a wide range of EIO-hosted events, including internal events such as EIO staff retreats.

• Works closely with the Communications Team to support the promotion of events hosted by EIO to a wide range of stakeholders.
Other Duties
• Performs other related duties in keeping with the qualifications and requirements of the role.
Consequence of Error/Judgement
The incumbent is expected to display significant personal initiative and must exercise sound judgement in all administrative areas; have tack and diplomacy, be accurate, and maintain strict confidentiality. The incumbent must be able to act independently in performing defined duties. The potential for negative impact on the EIO and the University is significant. Error in judgement or procedure would lead to serious administrative problems and have negative impact on the credibility of the Office and reputation of the University.
Supervision Received
Works independently with wide latitude under the general direction of the Executive Director, Operations. Projects may be undertaken in collaboration with other senior members within the EIO.
Supervision Given
Hires, trains, disciplines and directly supervises support staff and may supervise M&P staff as well. Supports all portfolio staff. Provides expertise and guidance to all staff on all administrative processes. May supervise Work Learn students.
Minimum Qualifications

- Undergraduate degree in a relevant discipline. Minimum of two years or 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

• University degree in business administration.
• Senior administrative experience working in a university setting or large complex organization. Extensive knowledge of University policies, procedures, governance and administrative systems.
• Proven experience with assessing and improving financial and administrative policies, procedures and practices, using an equity and inclusion lens.
• Experience with developing and maintaining a respectful work environment in alignment with UBC’s commitments related to decolonization and Truth and Reconciliation. Interest or literacy in conflict engagement, with the ability to coach others through conflict to find resolution.
• Demonstrated ability to practice and model inclusive and respectful leadership. Ability to explain, assign, monitor and assess work, with a coaching and growth mindset.
• Experience with event planning and coordination for events of different sizes and with a range of stakeholders.
• Some experience leading change management processes.
• Demonstrated personal interest and/or background related to equity, diversity, inclusion, and anti-oppression. Knowledge of accessibility, human rights and employment equity legislation. Experience with applying an equity and inclusion lens to decision-making and day-to-day interactions with a highly diverse group of colleagues.
• Experience with event planning and coordination for events of different sizes and with a wide range of university community members and/or stakeholders.
• Excellent command of the English language. Proven ability to communicate professionally and tactfully, both orally and in writing.
• Ability to exercise judgment, tact, discretion and diplomacy.
• Pro-active and cognizant of conflicting priorities with the ability to prioritize and direct resolutions. Ability to work effectively under pressure to meet deadlines.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• High level of proficiency with Microsoft Suite environment and project management software. Familiar with a wide range of information technologies, with an ability to quickly learn new-to-them software.
• Ability to resolve problems and escalates issues with suggestions for further investigation and options for consideration as required.
• Must be adaptable, flexible and responsive to the often-challenging requirements of the work conducted by the Equity & Inclusion Office.