Administrative Manager

3 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
Accountable to the academic Chair or Director for human resources administration, financial oversight, the management of facilities and equipment and health and safety responsibilities required to support the teaching and research missions of the department.

The Administrative Manager provides leadership by educating all department members of relevant policies, guidelines and practices related to financial, recruitment, space, and health and safety matters. As the senior administrative staff member in the Department, the Administrative Manager provides continuity as academic leadership changes and oversees all administrative functions of the department in partnership with the Chair.

**This is a permanent, part-time position, working 17.5 hours per week.**

**Responsibilities**:
Academic program delivery support and administrative management:

- Advises Department members of schedules, deadlines, and documents to be submitted to the Chair;
- Manages confidential voting processes for selection of members to the Department’s elected committees for report to the Chair;
- Provides support and assistance to new faculty and sessional instructors as required;
- Ensures the operation of the committees (such as DACA, DTPC); serving as a resource to committees
- Manages the document submission process for certification, program proposals and surveys
- Prepares contracts for continuing faculty, temporary staff, sessional instructors and adjuncts;
- Prepares and maintains minutes and agendas for department meetings; follows up on relevant business as required;
- Manages department resources and facilities (space, equipment and furnishing purchases and maintenance, telephone maintenance);
- Establishes procedures for maintenance of departmental records, course evaluations and student advising
- Serves as a resource within the department for the interpretation of policies, guidelines and practices and provides leadership in the regular review and updating of departmental administrative policies and procedures

Financial planning and management:

- Works in partnership with the Chair to develop budget priorities and strategies and process improvements;
- Ensures funds are available to support the department’s operations and oversees monthly and causal payroll, expense and travel claims;
- Monitors appropriate use of department accounts for accuracy and consistency with UW policies;
- Completes purchase requisitions or uses the P-card as required for faculty and staff purchases;
- Provides advice and reviews all department expenses: operating, faculty professional expenses, endowment, research expenses and casual payroll prior to Chair’s authorization;
- Reconciles department expenditure, including P-card, on a monthly basis;
- Liaises with the Office of Research for departmental activities; monitors expenditures and commitments on faculty research grants and projects under the framework of Research Financial Compliance;
- Participates with Executive Officer and Financial Officer in developing more efficient approaches to budget management throughout the Faculty

As the department’s Undergraduate Coordinator:

- Advises undergraduate students on a range of academic procedural matters; provides assistance on any non-academic matters as needed, redirecting concerns to appropriate resources on campus;
- Organizes scheduling of undergraduate courses in consultation with the Chair and Associate Chair as appropriate;
- Administers the Department’s UG student awards program;
- Facilitates preparation of undergraduate course submissions and makes electronic submissions to the Undergraduate Affairs Group (UGAG);
- Serves as the department’s liaison with CECA, organizing the grading of work term reports and maintaining co-op student records;
- Ensures computer grading cares are prepared, delivered, marked and returned promptly to instructors;
- Provides assistance to instructors of larger classes as required;
- Supports the departments student society as required

As the department’s Graduate Coordinator:

- Advises graduate students on a range of academic procedural matters; provides assistance on any non-academic matters as needed, redirecting concerns to appropriate resources on campus;
- Organizes graduate student orientation, including student office allocation;
- Organizes scheduling of graduate courses for the year in consultation with the Chair and Associate Chair as appropriate;
- Facilitates preparation of graduate course submissions; makes electronic submissions to Graduate Affairs Group (GAG);
- Attends meetings of the Graduate Affairs Group (GAG), and Graduate Studies
Office/Faculty/Department meetings;
- Allocates and manages teaching assistantships in consultation with the Associate Chair;
- Processes graduate scholarships and payment of awards

Human Resources Administration, including but not limited to:

- Maintains personnel files, work schedules and vacation records for faculty and staff

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