Staff – Non Union

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Administration, Level C

Job Title

Administrative Manager

Department

Education Administrative Leadership | Office of Education | Faculty of Medicine

Compensation Range

$6,677.33 – $10,433.50 CAD Monthly

Posting End Date

July 31, 2021

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

The Administrative Manager, in consultation with the Director, Centre for Health Education Scholarship (CHES) and the Senior Directors in Education and in Research, conceptualizes, plans and manages strategic projects, and oversees all office administration in CHES. Provides advice and expertise to the Director, CHES. Provides administrative leadership, project and financial management in respect to CHES’ activities. The Administrative Manager is expected to foster effective working relationships with education and research teams and provide information and guidance to staff who work in CHES.

The Administrative Manager represents CHES at internal and external meetings (as required). Responsible for an effective liaison with a number of stakeholders (e.g., UBC Human Resources, Finance, Faculty Relations and Research Services, UBC Faculty of Medicine Departments). Manages and leads a team of staff involved with CHES initiatives.

Organizational Status

The Centre for Health Education Scholarship (CHES) was formed in April 2008 to enhance health professions education research and scholarship across the Faculty of Medicine and beyond through collaboration, team-building, mentorship of new faculty, and other activities. CHES serves as a resource to department heads in the mentorship of faculty, and to educational programs in development of innovations and scholarship in the Faculty’s education programs.

The Administrative Manager reports jointly to the Director, CHES and to the Senior Director, Education Programs and Services, UBC Faculty of Medicine. Works closely with the Senior Director, Research in the UBC Faculty of Medicine.

Work Performed

Leads and manages the conceptualization, planning and implementation of a variety of strategic projects, including participation in determining strategic and tactical directions for programs within CHES.

Participates in the oversight of the Clinical Educator Fellowship Program, MHPE-Canada program, and Educators Leadership Program; develops procedures for the unit’s educational programs.

Works with CHES administrative staff to ensure successful planning and execution of various Centre events, including workshops, annual lectureships, and the Celebration of Scholarship – an annual international conference.

Implements and updates the communications strategy for CHES.This includes the development of ongoing reporting on CHES’ activities and completion of annual reports.Develops fundraising strategy and background materials, liaises with FoM Communications and Development offices in the faculty to implement fundraising activities.

Responsible for human resources strategic planning and implementation within CHES.This includes supporting the coordination and facilitation of academic appointments, reappointments and promotion of Centre faculty, in partnership with the faculty’s home department. Supports the Director, CHES with all internal CHES faculty agreements and other administrative appointments of CHES faculty, scholars, and researchers.

Evaluates postdoctoral fellows and clinical fellows’ eligibility and coordinates the processing of their appointments to ensure criteria are met, so as to practice in B.C. according to the BC College of Physicians and Surgeons guidelines (specific to Clinical Fellows). These appointments are done in conjunction with the Fellows’ home departments.

Develops and implements organizational changes to meet new initiatives and evolving needs of CHES and to enhance productivity and streamline business processes and practices.

Recruits, hires, trains, supervises, develops, evaluates, disciplines and terminates staff.

Oversees that staff members are functioning effectively in their roles through regular performance reviews, attends to performance issues and leads all disciplinary issues.

Ensures workplace conflicts, which may or may not involve union representatives, are effectively addressed and resolved. The Administrative Manager is expected to have a high degree of conflict resolution skills and able to mediate any disputes amongst operational staff members or between the employee and management.

Oversees annual CHES operating, research budgets, including research and specific-purpose project funds; oversees, manages and monitors unit endowment/investment funds.

Develops budget submissions, forecasts, and summaries for the Centre Director.

Develops, implements, and oversees policies and procedures related to financial management. Monitors operating costs and authorizes departmental expenses and financial transactions, and ensures compliance with UBC, Centre, and Faculty policy, and granting agencies, budgets and accounting constraints including all expenses and purchases, transfers, and cost recoveries.

Oversees reconciliation of monthly statements, payroll and benefit statements and investigates and reports on anomalies and errors. Analyzes reports to recommend changes, evaluates financial priorities to Centre Director, Associate Directors, Program Directors and other researchers/faculty members.

Provides consultation and guidance to faculty members on budget and administration of research grants; advises on all financial related matters in the Centre, including implications of various planning options, accounting policies and sound business practices.

Identifies any potential financial shortfall or deficit using cashflow forecast for faculty members as a means to minimize any financial liabilities for the Centre.

Provides statistical data and writing of reports, as they relate to the unit’s finances. Accumulates, assembles, analyzes and prepares statistical data and reports on various activities within the Centre.

Reviews grant applications to ensure all required documents are present and accurate, and ready to sign off; including communications between applicants, agency offices, Dean’s Office and Office of Research Services (ORS).

Remains current on policies and new developments pertaining to research grants and awards; distributes such information to Centre faculty members as required, in partnership with the Associate Director of Research.

Holds Cost Centre Manager and Program Manager roles for Centre funds.

Works closely with FoM Development Office on fundraising initiatives.

Assesses the needs of the Centre, makes recommendations on and implements approved administrative policies, practices and procedures to be observed by faculty and staff in the unit.

Maintains ongoing awareness of University policies and provides interpretation, advice and guidance to faculty and staff in the unit.

Develops policies and procedures or other guidance tools where none exist or are not applicable that support effective operations of the CHES.

Manages, facilitates, and serves on the CHES Advisory and Operations Committees, as well as Search Committees. Provides supports to the Director and Associate Directors, and participates in decision-making at the executive level.

Participates in administrative and academic committee meetings within the Faculty of Medicine (FoM); such as Finance, HR and Administration.

Oversees the preparation of Centre-specific initiative reports within the unit; coordinates and prepares for Centre reviews.

Manages allocation of CHES’ space and works closely with the Director, CHES to identify space needs and to plan for future requirements. Oversees facilities-related services including renovation projects, space inventory and allocation of space for faculty and staff within the Centre at the UBC home site, and VGH site located in the Research Pavilion, in consultation with Vancouver Coastal Health Research Institute (VCHRI) and FoM.

Identifies concerns regarding facility issues and responds to enquires/concerns from faculty and staff regarding physical space issues.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job and at the direction of the Director, CHES and Senior Director, Education Programs and Services.

Consequence of Error/Judgement

The Administrative Manager will exercise judgment and initiative in establishing priorities and carrying tasks through to completion, and must demonstrate tact and discretion. Effective management of the Centre is important to maintain operational effectiveness. The Administrator alerts the Director, CHES and the Senior Director, Education Programs and Services to any unusual situations which may affect the Centre or its members, and keeps the Director, CHES and Senior Director, Education Programs and Services advised of problems that have arisen or that can be anticipated. Poor decisions about policy, budgeting, resource allocations, staffing and a failure to get the work done in a timely and effective manner would damage the credibility of the Centre and may consequently have a negative impact on the Centre. Inaccurate budget planning could cause over expenditures and lack of funds available for necessary operations of the Centre. Incorrect interpretation of policies and procedures, union agreements and manuals could cause personnel, financial and operational difficulties. Incorrect advice to faculty and students applying for grants and scholarships could impact funding.

Supervision Received

Reports jointly to the Director, CHES and to the Senior Director, Education Programs and Services. Works independently, with oversight by, and broad direction of the Director, CHES and the Senior Director, Education Programs and Services.

Supervision Given

Manages a team of staff within the CHES. Also provides direction and support to other research staff and faculty in the Centre.

Minimum Qualifications

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

Preferred Qualifications

Administrative experience with experience in managing in a unionized environment. Demonstrated knowledge of human resources principles and procedures. Experience in fund accounting, budgeting, financial analysis, and the development of financial tracking and reporting systems. Project coordination and supervisory experience is an asset. Ability to effectively use job-specific software at an intermediate level (e.g., Outlook, MS Word, MS Excel). Ability to communicate effectively verbally and in writing. Clear demonstration of an ability to write clearly for a variety of audiences. Effective interpersonal, organizational, and planning skills. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to work effectively with all levels within the University. Ability to effectively manage multiple tasks and priorities. Ability to be thorough, accurate, and have a meticulous, high level of attention to detail. Ability to exercise initiative, tact, and discretion. Ability to exercise sound judgment. Ability to work effectively independently and in a team environment. Leadership skills and the ability to effectively recruit, train, supervise, and motivate employees. Ability to approach interactions with awareness of sensitive issues and to deal with a diversity of people in a calm, courteous and effective manner.

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