Administrative Manager

2 days ago

Vancouver, Canada UBC Sauder School of Business Full time

**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 Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.

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 & 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, Leadership and Annual Fund Program.

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

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