Administrative Manager, Undergraduate Office

1 month ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 9 Months**

The Administrative Manager is responsible for the effective management of all non-academic aspects of the Arts Undergraduate Office within the framework of the Faculty of Arts and University of Waterloo. They are responsible for strategic planning and development, financial oversight of, human resources management, and management of facilities, including equipment and technology. This position also oversees academic regulations, policies and processes in Arts, being a resource for undergraduate officers and members of the Faculty on matters related to undergraduate curriculum policy and practice. The Administrative Manager is the senior administrative staff position, reporting to the Associate Dean of Arts - Undergraduate Programs, and provides direction and continuity for all staff on an ongoing basis.

**Responsibilities**:
Strategic Planning and Support to the Associate Deans, Undergraduate Programs/Students
- Provides leadership, project management, and oversight of long-term projects assigned by the Associate Deans
- Assists the Associate Deans with all administrative and planning tasks related to their roles, also providing counsel and support for clarification of policy and administrative procedures
- Provides the Associate Deans with confidential information and data and advice to support decision-making processes on the allocation of operational space, financial needs and human resources to meet the strategic objectives within the Arts Undergraduate Office
- Co-ordinate the resources required to support the strategic and operational plans of the Arts Undergraduate Office
- Supports the Associate Deans on internal committees and acts as a resource to such committees; organizes and attends meetings, creates agendas and minutes
- Screens and administers undergraduate grievances cases in accordance with the Students Petitions and Grievances Policy (#70).; provides advice and guidance within the framework of the Policy
- Active development of Faculty of Arts awards including administration of the Faculty of Arts Undergraduate Student Experiential Learning Fund

Administrative and Human Resources Leadership
- The incumbent oversees all administrative functions within the office, and supports senior leadership team with respect to human resources best practices
- Interprets policies, procedures, and health and safety standards, ensuring compliance; oversees the payroll processes for temporary, casual, and co-op employees; and ensures adherence to UWaterloo employment standards and policies
- Oversees the day-to-day work of the administrative staff, including fostering constructive working relationships, monitoring workload and providing direction, guidance and problem-solving support for administrative staff
- Maintains an open, supportive, and collegial environment
- Manages recruitment, supervision, coaching, performance, and retention of administrative staff to
- Meet departmental goals and objectives. Serves on the hiring committee for AUO positions as appropriate
- Oversees the hiring process and on-going HR administration support for Work Placement and Work Study Program students
- Proposes, implements, and assesses systems for efficient and timely delivery of AUO functions and services, including equipment, training, and hiring
- Serves as the AUO’s principal liaison to the Dean’s Office and HR on HR-related matters
- Administrator to the AUO online resources (e.g. MS Teams), and manages all web-related editing functions

Academic Calendar/Curricular Changes
- Oversees and backs up the work of the Curriculum Assistant on curricular innovation and approval and Calendar updates
- Provides leadership on and contributes to improvement in systems and processes through which curricular changes and Calendar updates occur
- Oversees the preparation and distribution of the agenda and submission packages for the Undergraduate Affairs Group, Arts Faculty Council, and Senate Undergraduate Council for curriculum, calendar and regulations approvals
- Assists with the clarification of items in question prior to Senate U/G Council and arranges for necessary editing of files or courses
- In collaboration with the Curriculum Assistant ensures that Faculty of Arts undergraduate items are processed through all appropriate and necessary levels of approval in a timely and accurate manner
- Approves all edits and revisions to the academic calendar on behalf of the Faculty of Arts
- Oversees the creation and updates of academic advisement templates for Arts academic programs and plans owned by the Dean of Arts (UARs, Liberal Studies, Arts & Business)

Academic Regulations
- Proposes, receives, manages, and implements all changes to regulations and policies in the Faculty of Arts related to the undergraduate curriculum and serves as a resource person for the Faculty of Arts Undergraduate Affairs Group and the Faculty Regulations Committee
- Oversees the submission of items approved by the

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