Administrative Manager

7 months 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

**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
- Provides support and assistance to new faculty and sessional instructors as required
- Serves as a resource to departmental committees and provides administrative support as needed to ensure successful operation
- Manages the document submission process for certification, program proposals and surveys
- In consultation with the Chair and Associate Chairs, assists with the development of the teaching schedule and timetable
- Prepares contracts for continuing faculty, temporary staff, sessional instructors and adjuncts
- Prepares agendas for department meetings; follows up on relevant business as required
- Manages department resources and facilities (space, equipment and furnishing purchases and maintenance)
- Oversees administrative, financial and resource support for the undergraduate and graduate programs, as applicable
- Establishes procedures for maintenance of departmental records, course evaluations and student advising
- Serves as a resource within the department for the interpretation of UW policies, Faculty guidelines and department practices and provides leadership in the regular review and updating of departmental administrative policies and procedures
- Serves as Health and Safety Coordinator and Fire Warden: liaise and provide reporting to the Faculty Health and Safety Coordinator and Safety Office as required; participate in annual Joint Health and Safety Inspections process; ensure completion of Health and Safety training by department employees; recruit Fire Wardens within the department; conduct reporting on risks and incidents to the Faculty Health and Safety Coordinator and Safety Office; ensure lab supervisors conduct monthly inspections (if applicable); ensure all necessary safety documentation for travel abroad, field schools, etc., and completed and communicated

Human Resources Management:

- Implements recruitment, evaluation, promotion, and professional development processes for direct reports
- Conducts Annual Staff Performance Review(s)if applicable
- Maintains personnel files, work schedules and vacation records for faculty and staff in accordance with University policies
- Ensures processes are in place for recruitment, evaluation and pay of temporary employees, co-op, casual employees, visitors and, post-doctoral fellows, and graduate students

Financial Planning and Management:

- Works in partnership with the Chair and other kay stakeholders to develop budget priorities and strategies and process improvements
- Ensures funds are available to support the department’s operations and oversee monthly and casual 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, staff and department purchases
- Provides advice and reviews all department expenses; operation, faculty professional expense; endowment, research expenses and causal 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 Faculty Financial Officer in developing best practices in budget management

Faculty appointments, annual review Department/Academic Program Reviews, sabbaticals, and tenure and promotion:

- Manages faculty recruiting procedures in partnership with the Chair and the DACA
- Works with the Chair to organize and prepare a draft of the UARC report
- In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
- Supports the department DTPC as required
- Prepares tenure and promotion packages consistent with university requirements; works with the Chair in preparing briefs as required for DPTC review; submi

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