Administration Manager

Staff – Non Union

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Administration, Level A

Job Title

Administration Manager

Department

Student Health and Wellbeing | VP Students

Compensation Range

$4,964.42 – $7,151.50 CAD Monthly

Posting End Date

May 10, 2021

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

Job End Date

Job Summary

Student Health and Wellbeing (SHW) resides in the VP Students portfolio, and focuses on creating exceptional services and programming to support student health and wellbeing at the Vancouver campus of the University of British Columbia. The Administration Manager leads and manages various SHW projects including budget, procurement and space requirements; administrative policies, procedures, controls and systems. This position also leads the effective administration of the SHW units including: Counselling Services, Student Health Services and Health Promotion and Education.

Organizational Status

The Administration Manager reports to the Chief Student Health Officer (CSHO) and works closely with the CSHO’s direct reports and interacts regularly with the SHW leadership team. In addition, this position works collaboratively with other university departments to ensure follow through on functional activities, communications and documentation. The position liaises with various staff levels within the University community on a regular basis (e.g. Human Resources, Board Secretary’s Office, President’s Office, VP Students, etc.) as well as key external partners, including government and health authorities.

Work Performed

• Leads and manages the timely completion of various projects within Student Health and Wellbeing. Coordinates various stakeholders and acts as a point of contact for project progress, updates and information.

• Takes projects from initial concept stage to completion. This includes information gathering, determining project deliverables, timelines, budgets, documentation, resource allocation and risk assessments.

• Identifies barriers to project implementation and works collaboratively with unit directors to determine possible long-term solutions.

• Establishes and analyzes metrics to ensure stakeholder satisfaction.

• Conducts research related to SWH projects and generates verbal and written progress reports for the SHWB leadership team.

• Develops, implements, maintains and updates current administrative policies, processes and procedures within the department, identifies gaps and opportunities for improvement; designs and implements workflow changes to increase operational efficiency of the department.

• Collaborates as required with other VP’s and President’s offices, the Board of Governors office, other UBC departmental offices as well as external partners.

• Provides administrative support to the Office of the Chief, Student Health and Wellbeing including management of supplies, logistics, coordination of meetings, management of documents for signing, etc.

• Liaises with various managers, directors, executives, employees and external stakeholders on a regular basis. This requires a detailed understanding of the structure of the portfolio and the functioning, nature and scope of the units within the portfolio.

• Manages physical resources; monitors space utilization, manage and negotiates space planning, works closely with facilities staff on feasibility and budget as it pertains to the administrative spaces within SHW.

• Uses judgement and discretion to coordinate the attendance of the Chief Student Health Officer at various meetings, including UBC Executive meetings, Board of Governor meetings and SWH leadership meetings.

• Develops agendas, attends meetings, and is responsible for ensuring follow-up actions are completed.

• Represents SHW with respect to departmental functions and committees as appropriate.

• Performs other related duties as required.

Consequence of Error/Judgement

This position has access to and is involved with a vast amount of important and confidential information. As a result, this position requires a high degree of confidentiality, discretionary judgment, initiative and tact. Work often must be done within very limited time constraints. Deadlines are tight and require the incumbent to perform well under pressure. Errors in judgement could directly impact UBC’s reputation negatively and result in a loss of credibility with students, staff, faculty, the broader campus community and external stakeholders, including government funding agencies and health authorities

Supervision Received

Works independently, and/or with direction as required. Must be highly self-directed and be able to take initiative. The Chief Student Health Officer assigns work; however, responsibility lies with the person in this position to prioritize the workflow and respond in a timely manner. With regard to daily operations, the individual must recognize additional tasks which need to be done; perform them without supervision; and, proactively resolve problems.

Supervision Given

May supervise the work of student employees.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

• Administrative and management experience working at a senior executive level is preferred.
• Proven administrative experience in a large and complex organization.
• Effective organizational, problem-solving, planning and analytical skills.
• Excellent command of the English language. Proficient in the use of English grammar, spelling and punctuation and professional terminology.
• Proven ability to communicate professionally and tactfully, both orally and in writing.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Ability to effectively manage multiple tasks and priorities.
• Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.
• Experience in managing projects that involve a variety of stakeholders.
• Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact, discretion and diplomacy.