Administrative Manager

4 months ago


Toronto, Canada Victoria University Full time

JOB OPPORTUNITY
Professionals / Managers & Confidentials - Infrastructure and Sustainability
**Posting Date**: August 20, 2024
**Closing Date**: September 10, 2024
**Position Title**: Administrative Manager
**Department**: Infrastructure and Sustainability (I&S)
**Appointment Type**: Term Contract (12 months)
**Classification**: PM - 3
**Salary**: Target hiring range: $80,503.96 - $112,970.41 -- Range maximum: $125,311.52
**Schedule**: Full time, Monday - Friday, with occasional evening and weekend work required.
***:
Under the direction of the Associate Chief Administrative Officer (CAO), the Administrative Manager oversees key administrative processes and functions in the Infrastructure and Sustainability Department. The incumbent is responsible for the development and maintenance of the annual Operating and Ancillary budgets. They track and reconcile costs on Academic and Ancillary deferred and non-deferred maintenance projects. In conjunction with the Associate CAO, the Senior Manager of Campus Operations and the Capital Assets Manager, coordinates and facilitates a wide variety of capital and maintenance projects. Supervises unionized staff and oversees communications for the department, including managerial oversight of the Photocopying/Printing Services, Mail Services, and the Infrastructure and Sustainability main office. The Administrative Manager is accountable for Health and Safety.
**KEY JOB RESPONSIBILITIES**:
Administrative/Project Management
- Performs and provides administrative support to the Associate CAO. Coordinates between the I&S office and other departments to keep them informed of major tasks, events, and concerns. Provides support to the Senior Manager Campus Operations Capital Assets Manager and Manager Campus Operation. Performs work that is confidential in nature. Relieves the Associate CAO of administrative details. Performs administrative tasks to accomplish the objectives of the office and the I&S Department.
- Provides project management for various capital and maintenance projects as it pertains to supervision, scheduling and tracking of project costs. Ensures contractor compliance in relation to health and safety, WSIB compliance, insurance, and bonding.
- Independently and cooperatively prepares correspondence for signature by the Associate CAO,. Files, answers, and replies to telephone calls, books and coordinates appointments, books staff into seminars and training sessions, processes invoices for payment, authorizes payments of five thousand dollars or less, maintains petty cash for department, resolves trouble calls.
- Records and tracks Infrastructure and Sustainability contracts and updates Associate CAO and Senior Manager Campus Operations.
- Meets with Associate CAO, Senior Manager Campus Operations and Manager Campus Operations to report expenditures in the I&S portfolio. Communicates and informs the Associate CAO of events in the I&S Department. Supplies comparative costs of the previous year.
- Monitors maintenance and repair of I&S Office, Photocopying and Mailroom equipment. Reports problems to contractors to maintain a safe environment. Communicates with peers on a regular basis. Contacts contractors to maintain an efficient and safe working environment.
- Liaises between the I&S department and the Vic Community to communicate notices of work, notices of projects, and monthly inspections across campus.
- Prepares daily work requests online. Communicates to Senior Manager Campus Operations and Manager Campus Operations priority requests.
- Administrates and schedules piano tuning and repairs of all pianos on campus; purchases new pianos as directed.

Human Resources
- Manages personnel files. Records personnel and managerial attendance. Submits managerial attendance report to HR.
- Responsible for the development and training of the Receptionist, Building Services Assistant, and Mail Clerk. Responsible for their Health and Safety training. Trains staff in office procedures.
- Meets with staff on a regular basis to develop and counsel on work processes. Provides on-going health and safety reviews, to ensure staff improvement for quality service to Victoria University through its employees, and to ensure a safe workplace.
- Schedules and recommends health and safety training for staff on an annual basis.
- Recommends training courses, seminars, and conferences for staff to update and enhance their skills and knowledge.
- Supervises unionized staff and makes decisions to resolve a broad area of problems and provides conflict resolution.
- Discusses informal complaints and step 1 grievances from unionized direct reports as they arise.
- Resolves informal complaints from unionized staff, in consultation with the Associate CAO and the Human Resources Director.
- Schedules staff on a weekly basis. Ensures that hours are kept within budgetary guidelines and that proper staff coverage is provided. Approves vacations and time off for staff.
- Assigns tasks to staff base



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