Administrative Manager

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level AJob TitleAdministrative Manager (Term - Leave Coverage)DepartmentOperations | Development and Alumni Engagement | UBC Sauder School of BusinessCompensation Range$5, $8,323.42 CAD Monthly

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.

Posting End DateAugust 18, 2024

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

Job End Date

Mar 31, 2026

This is an 18-month term position for leave coverage, with an end date of March 31, 2026.

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 Description Summary
UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The UBC Sauder Development and Alumni Engagement team has a mission to inspire involvement and investment in UBC Sauder to drive innovation, further business knowledge and lead change for a better world.

The Administrative Manager is responsible for a broad range of duties in planning, coordinating, managing and implementing the day-to-day administrative operations of the UBC Sauder Development and Alumni Engagement (DAE) unit. The core responsibilities include budget, unit operations and human resources management. The Administrative Manager works with the Assistant Dean and unit's senior management team in the development and implementation of unit policies and programs. Duties may also include managing community relationships and overseeing outreach programs.

Organizational Status
Reports to the Manager, Operations, Donor Engagement and Community Giving.

Liaises with and is the main contact for Robson Square operations employees and UBC Sauder Administration & Office Support Services. Communicates, creates connections and manages relationships for DAE with other UBC Sauder units to achieve unit goals.

Work Performed

Operations Management

• Manages a portfolio of administrative functions within the DAE unit, responsible for all administrative matters and for policy recommendations and implementation.
• Oversees the broad range of the unit's day to day operations, ensuring compliance with UBC requirements related to administrative systems, processes, protocols and safety.
• Analyzes work processes and identifies areas for improvement in work flow and office efficiency.
• Manages the implementation of administrative policies and procedures to ensure efficiency and effectiveness, including manuals for training and onboarding.
• Participates in and represents DAE on various UBC Sauder committees.
• Participates in planning and policy development and implementation related to departmental administration and in support of overall department strategic priorities, goals and initiatives.
• Acts as a resource person regarding administrative matters, as well as policy and procedures for UBC Sauder and UBC.
• Manages space allocation including renovations, moves, installations and security issues and liaises with IT and Robson Square management by initiating a proactive approach to resolving issues.
• Acts as the primary contact person for DAE for information and inquiries. This requires a detailed understanding of the structure and the scope of the unit.
• Manages office activities, including planning and coordinating meetings, orientations and training sessions.

Human Resources

• Develops and implements comprehensive policies, procedures and training systems that align with UBC Sauder and DAE training systems.
• Develops and manages administrative workflow processes in DAE in support of unit recruitment processes; consults with UBC Sauder HR team on current UBC human resources policies and practices.
• Leads the unit-level onboarding and offboarding process for DAE employees, including completion of necessary administrative pieces. Works with the unit's senior management team on best practices in relation to the recruiting, hiring, on-boarding and off-boarding.
• Creates an environment that fosters growth, development and productivity.
• Maintains good working relationship with the UBC Sauder Dean's Office and Central Administrative Offices.

Financial Management

• Manages unit operating budgets, including forecasting future budgets, tracking and monitoring expenses; liaises with DAE Finance and UBC Sauder Finance to ensure accuracy in year-to-date reporting.
• Manages financial obligations of the unit ensuring compliance with UBC and UBC Sauder policies and procedures.
• Manages and controls unit budget by assessing actual financial performance of the unit in conjunction with financial projections to year-end; assesses, evaluates and manages the impact of surpluses/deficits and reviews any large variances in the budget with the unit's senior management team.
• Manages financial transactions within the Department, including managing and analyzing transactions and provides monthly summary reports of revenues and expenditures to DAE Managers.
• Provides training to DAE employees on Workday tasks related to financial processes (expense report, reimbursement, credit card reconciliation, etc.).
• Performs other duties as required.

Consequence of Error/Judgement
Programs conducted by the Development and Alumni Engagement portfolio on behalf of the University are very public. A high level of tact and discretion is required. Financial and moral responsibility to the University and donors is significant. The interactions of this position with donors and others external to the University can have serious implications for the development and alumni engagement portfolio. Poor judgement could lead to the alienation of donors, embarrassment to UBC and its senior administration and can result in significant negative impacts on financial support to the University.

Supervision Received
The Administrative Manager reports to the Manager, Operations, Donor Engagement and Community Giving. Works independently under general direction.

Supervision Given
Directly supervises unionized employees and student workers and is responsible for hiring, discipline, evaluation and termination. Provides oversight supervision to indirect reports.

Minimum Qualifications

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

• Proven ability to establish and maintain productive working relationships with partners, clients, faculty, employees and students.
• Ability to exercise sound judgment, tact, discretion and initiative to reinforce a positive work environment for the entire unit.
• Ability to interact well with management, faculty, student and staff at all levels and to motivate others.
• Ability to handle matters of both routine and non-routine nature in the absence of established policies, procedures and guidelines and requires the ability to adapt to continuous change.
• Attention to detail and accuracy are a must.
• Ability to analyze problems, identify and effectively resolve key issues.
• Ability to effectively prioritize and organize conflicting work demands and to meet deadlines.
• General knowledge of office and property management, preferably in a university environment.
• Ability to effectively use Word and Excel at an advanced level.

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