Administrative Manager

4 weeks ago


Waterloo, Canada University of Waterloo Full time

Overview:
The Administrative Manager is responsible for administrative, logístical and project management support to the Associate Dean, Resources and Planning as it relates to Engineering Core Facilities (ECF). The incumbent is responsible for operational leadership, finance and budget, human resources administration, special projects, client support, communication, and support of core business processes. While the position reports directly to the Associate Dean, Resources and Planning, the incumbent reports indirectly to several senior roles of ECF. The Administrative Manager provides continuity to ECF during academic leadership changes.

**Responsibilities**:
Administrative Management, including but not limited to
- Manages the day-to-day administrative operation of ECF
- Creates and maintains systems and procedures to manage and monitor workflow and information into the office to support the work of ECF effectively and efficiently
- Is responsible for day-to-day management of administrative responsibilities and activities for ECF including but not limited to AVRIL, GAIA, RoboHub, Ideas Clinic, Sedra Student Design Centre, Engineering Student Machine Shop, etc.
- Provides administrative support to the Associate Dean, Resources and Planning
- Creates, organizes, and maintains administrative management tools and processes necessary to connect academic and research resources as part of ECF. Duties may include but not limited to planning meetings, preparing, and contributing to communications, training, workshops, scheduling, planning, etc.
- Administers room and vehicle booking system for SDC, including adding new members and providing assistance as needed
- Creates and maintains a schedule, books times, locations, and activities for Ideas Clinic and other ECF spaces

Financial Management, including but not limited to
- Organizes, manages, monitors financial reporting for ECF
- Prepares high level financial reporting to the Associate Dean, Resources and Planning and contributes to and executes on decisions for budget allocations
- Ensures audit trails are in place for all approved financial transactions and maintains support documentation of transactions for internal and external audit queries
- Provides guidance and assistance to ECF users, core facilities senior staff, students on guidelines and university policy for submitting reimbursement claims for out-of-pocket expenditures and travel
- Assures the integrity of the core operational processes and associate data; and has signing authority (up to $50,000) on operating work-orders
- Manages all financial tasks for all work orders associated with ECF including but not limited to the Sedra Student Design Centre (SDC), Engineering Student Machine Shop (ESMS), Rapid Prototyping Centre (RPC), FIRST Robotics and EV Challenge competitions, and Ridgidware
- Assists the SDC Director and SDC Manager in planning, budgeting for all SDC-related projects/initiatives
- Performs invoicing for sponsorship funds, budget transfers, and management of donations for student teams
- Reviews and processes out-of-pocket expenses, if required
- Assists client groups with understanding various financial reports, financial policies/procedures, financial terminology, and standard accounting practices
- Advises on budget and cost-recovery requirements related to core facilities operations
- Prepares internal lab billings ensuring compliance with internal policies, external funding agency requirements, and accounting standards
- Creates and reviews journal entry transactions, including interdepartmental billings and ensures transactions follow the University’s policies on fund transfers, applicable tax rules and expense transfer approvals
- Reconciles general ledger accounts including accounts receivable, advances, etc. as assigned
- Analyzes details of budget, actual expenditures, encumbrances, and prepares variance analysis reports
- Provides guidance to others on the use of financial systems including procurement, Concur, Unit4
- Updates, maintains, and verifies information in a variety of spreadsheets and databases
- Ensures financial activities align with best practice and university policies and procedures as well as sponsor guidelines (if applicable)

Human Resources Management, including but not limited to
- Oversees the recruitment, evaluation, payment, and termination of casual and temporary employees including research employees, and ensures processes are in place for the efficient and effective oversight, and training
- Liaises between ECF, and Human Resources on issues relating payroll, onboarding, terminations, etc.
- Serves as the first point of contact with Human Resources and ensures compliance with university policies, procedures, and employment standards
- Maintains staff records and schedules, and ensures absenteeism and vacation records are kept up to date
- Oversees and administers payroll processes for ongoing, temporary, and casual staff members, including e



  • Waterloo, Canada University of Waterloo Full time

    Overview: - The Administrative Manager is the senior administrative staff position reporting to the Director. The role provides direction and continuity as academic leadership changes and manages all staff within the school. The incumbent is responsible for the financial management, human resources management and providing advice and support in the...


  • Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 14 months** 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...


  • 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...


  • 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...


  • 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...


  • Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 18 Months** 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...


  • 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...


  • 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...


  • 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...


  • Waterloo, Canada SE Health Full time

    ***: Reporting to the Reginal Director, we require an enthusiastic, results-oriented Administrative Manager for our Service Delivery Centre (SDC) based in Waterloo - Wellington. This position works collaboratively and proactively as a member of the Management Team to achieve operational objective in an effective and efficient...


  • Waterloo, Canada Equitable CA Full time

    At Equitable, we realize that your work life is not just about performing a job; it's about being part of a workplace that helps you grow and reach your full potential. Within our friendly and collaborative work environment, we recognize that the key to our growth and success is a dedicated, motivated and client-responsive staff. Join Equitable...

  • Manager of Finance

    4 weeks ago


    Waterloo, Canada John Howard Society Ontario Full time

    **Manager of Finance & Administration**: Location: | Posted on: October 2, 2024 **Location**:John Howard Society of Waterloo-Wellington** **Job Type**: Full Time - 35 Hours/Week The Manager of Finance & Administration plays a pivotal role in overseeing financial operations for the John Howard Society of Waterloo-Wellington, a criminal justice agency...


  • Waterloo, Canada ARS Global Emergency Management Full time

    **ARS / Global Emergency Management** is a proud leader in disaster mitigation and property restoration. With a commitment to quality and over 60 years of experience, we are dedicated to meeting the needs of insurers, agents, brokers, and most importantly, the policy holder. We serve property owners of all types with restoration services resulting from...


  • Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative Manager is responsible for the development and management of the Department of Anthropology’s administrative systems in support of its teaching and research missions. The position requires a thorough knowledge of university policies and procedures, finance and scheduling systems. The Administrative Manager requires excellent...


  • Waterloo, Canada Enova Power Corp. Full time

    **Who We Are** Enova Power Corp. is a progressive electric distribution utility servicing the City of Kitchener, Waterloo, Wilmot, and the Townships of Wellesley and Woolwich. Our impressive team of dedicated employees strives to provide a safe, reliable supply of electricity to over 157,000 customers across a large urban and rural service area spanning...

  • Manager, Finance

    2 weeks ago


    Waterloo, Canada Eleven-X Full time

    **Job Status**:Full time, new opportunity **Location**: Waterloo, Ontario, head office (hybrid model of remote & in - office schedule) eleven-x has a world-renowned reputation as a global leader providing wireless, high-performance, IoT and Smart City solutions for cities, campuses, and enterprises. Customers rely on the company’s expertise to deliver...


  • Waterloo, Canada eleven-x Full time

    Job Status: Full time opportunity Location: Waterloo, Ontario, head office (hybrid model of remote & in - office schedule) eleven-x has a world-renowned reputation as a global leader providing wireless, high-performance, IoT and Smart City solutions for cities, campuses, and enterprises. Customers rely on the company’s expertise to deliver comprehensive...


  • 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...

  • Operations Manager

    4 weeks ago


    Waterloo, Canada Waterloo Vapes Full time

    **Work setting**: - Urban area **Budgetary responsibility**: - $500,001 - $1,500,000 **Tasks**: - Direct and advise staff engaged in providing records management, security, finance, purchasing, human resources or other administrative services - Plan, administer and control budgets for client projects, contracts, equipment and supplies - Plan, organize,...

  • Operations Manager

    3 weeks ago


    Waterloo, Canada Waterloo Vapes Full time

    Education: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years - Experience: Experience an asset **Work setting**: - Urban area **Budgetary responsibility**: - $500,001 - $1,500,000 **Tasks**: - Direct and advise staff engaged in providing records management, security, finance, purchasing, human resources or...