Full Job Description
M&P – AAPS
AAPS Salaried – Administration, Level B
Faculty | School of Information
$5,906.25 – $8,508.42 CAD Monthly
January 24, 2023
The position is responsible for implementing the strategic planning, direction and development of all aspects of operations, human resources, financial and physical resources, and other administrative functions of the School. Major responsibilities include: providing operational leadership, management of the Schools accreditation processes, implementing strategic training, developing, supervising and streamlining business and financial processes; directing operational policy development and financial management, recruiting, developing, supervising, disciplining and terminating all levels of support staff, coordinating with Director and Associate Director to set course schedules; managing maintenance of and renovations to existing facilities; participating in various meetings and committees; coordinating marketing strategies.
The School has 13 tenured and tenure-faculty members, 2 lecturers, 1 Visiting Professor, 24 adjunct faculty members, 7 teaching assistants and 2 Lab Assistants.
The School of Information is a Graduate School with 4 specialized programs approx. 300 students and a PhD program with 21 students. In addition the School offers degree specializations and concentrations.
The position reports to the Director on all matters on a regular basis. The position has supervisory responsibility for 5 FTE. Support staff (CUPE 2950 and M&P) report to the incumbent. The incumbent interacts with faculty members, students, staff, general public and suppliers, the President s Office, Dean s and departmental offices of the Faculty of Arts, Faculty Relations, Human Resources and Finance. This position also liaises with Donors in support of the Unit.
Provides operational leadership, develops and implements strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes; develops, manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.
Develops, recommends and implements budgets to achieve goals and priorities established by the School. Prepares budget submissions, forecasts, summaries and reports for internal and external agencies; recommends reallocations.
Develops and oversees policies and procedures related to financial management, manages the School s business operations.
Monitors and authorizes financial transactions (Research and GPOF) ensuring compliance with University and granting agency policy, budget and accounting constraints. This includes expenses and purchases, transfers, cash receipts and cost recoveries.
Oversees reconciliation of monthly and annual statements, payroll and benefit statements; investigates and reports on anomalies and errors.
Provides strategic advice and management on the Schools accreditation processes, providing analysis, reports and expertise to the Director in support of the process. The Administrator will plan for and operationalize recommendations from the Accreditation committee.
Responsible for all administrative arrangements for all unit and research grant funded appointments. Oversees tenure and promotion processes.
Provides advice on immigration and employment policies and procedures, ensuring adherence; coordinates immigration requirements for visiting researchers, students and faculty.
Oversees the submission of faculty grant applications, faculty and administrative workstation initiative applications, leave applications, and professional development reimbursements
Develops and maintains Human Resource strategy; manages unionized and non-unionized staff, additional short-term hires, providing leadership and guidance by developing and implementing sound performance management practices; interpreting and implementing various collective agreements (CUPE 2950, CUPE 116, CUPE 2278, M&P); implementing organizational change, and ensuring departmental practices are consistent with Agreements and policies within the Faculty of Arts.
Manages hiring, training, evaluating and terminating of clerical staff and supervises their day-to-day work; develops and updates position descriptions. Has strategic oversight on facilities, managing renovations, lab configurations, technological classroom upgrades, renewal and renovation plans for the Department s facilities and equipment, as well as for developing, implementing and maintaining usage policies and guidelines with appropriate technicians.
Interprets University, Faculty and Department administrative policies for faculty and staff, in particular their application to complex situations not clearly addressed in current policies.
Meets with the Dean and representatives of the Dean s office, in conjunction with the department Head, for issues related to budget and space.
Represents the School on the Faculty of Arts Administrators Committee group, liaising regularly with other administrators and the Assistant Deans in Arts to share information and best business practices.
Represents the School at ad hoc non-academic University meetings (e.g. Classroom Services).
Updates Procedures Manual annually including drafting new administrative policies and procedures for review by Head and faculty within the unit.
Consequence of Error/Judgement
The incumbent is expected to display considerable personal initiative and have wide latitude in decision making. Accreditation for the School is critical to the core value of the degree program and failure to ensure proper process for accreditation could cause reputational damage to the Faculty of Arts and the University. Errors in judgement or procedure would lead to serious administrative problems for the Department as well as the Faculty. Failure to monitor the performance of staff and to review processes could lead to less effective and less efficient practices and outcomes for the Department. Failure to monitor faculty appointment forms could mean a loss in income to faculty members and /or over expenditures of the department budget.
The incumbent works independently under the general supervision of the Director of the School of Information. The area of responsibility is defined only in terms of overall objectives and goals. Works with Director to formulate policy on complex administrative issues.
The position has supervisor and/or responsibility for the School of Information staff: 3 M&P, 3 CUPE 2950. The incumbent selects, hires, trains, supervises, allocates work to and reviews the performance of staff and students, and terminates staff when necessary; resolves personnel problems; ensures conformity to established standards.
Demonstrated experience in financial budgeting, accounting and reports. Experience in administrative support in an academic environment. Ability to work independently and with others as required. Effective communication and organizational skills. Computer experience required and knowledge of FMS, SISC, ACMS, HYPERION, SCIENTIA, HRMS,ISIS considered an asset. Thorough knowledge of University policies and procedures, as well as other administrative units and capable of providing interpretation and advise on these policies. Ability to anticipate problems and issues, and to work under sometimes stressful conditions. Ability to work independently with minimal supervision and effectively manage multiple priorities. Analyze and interpret data, determine implications, and provide recommendations. Interpret and apply complex legislation, policies, regulations, and technical information. Analyze and solve problems. Communicates effectively verbally, in writing and electronically. Ability to communicate in a clear, attentive, and polite manner. Ability to prepare correspondence, reports, presentations, and other written materials. Ability to design and modify web sites. Human Management skills: Ability to build co operative relations with diverse persons, notably students, faculty and UBC staff.