Administrative Manager

Staff - Non Union### ## **Job Category**M&P - AAPS## **Job Profile**AAPS Salaried - Administration, Level A### ## **Job Title**Administrative Manager### ## **Department**Division of Infectious Diseases | Department of Medicine | Faculty of Medicine### ## **Compensation Range**$5,791.00 - $8,323.42 CAD MonthlyThe Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.### ## **Posting End Date**November 23, 2025**Note:** Applications will be accepted until 11:59 PM on the Posting End Date.**Job End Date**November 30, 2026*Please note: This position is a 0.8 FTE role, equivalent to 28 hours per week. It is a one-year term appointment with the possibility of renewal.*At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.**Job Summary**The Infectious Diseases (ID) Admin Manager has overall responsibility for the overall management of financial, educational, human resources, clinical services, research, and operational functions of a dynamic academic and clinical Division within the University of British Columbia and Vancouver Coastal Health Department of Medicine. Strategic management encompasses wide ranging sources of policies and procedures and complex liaisons with the university, health ministry and health authorities, and multiple hospitals. The Division of Infectious Diseases has a broad mandate for excellence in patient care; education (medical and science);as well as clinical, epidemiologic and laboratory research. Continued rise of infection related challenges and demand for specialized expertise in the past decade has led to the doubling of faculty membership, expanding to 40 members located throughout the province, with further increases anticipated. Clinical services and medical trainee teaching are delivered by ID Faculty to at least 7 acute care facilities in BC. New patient care and research programs have been, and continue to be developed in response to a range of treatment challenges facing hospitals and communities in BC and globally. Close to half the faculty have clinical or lab research activities focusing on a range of current and emerging diseases both provincially and globally. A high level of knowledge, organizational and communication skills combined with initiative and judgment are required to oversee the efficient administration, organization and operation of the Division as well as respond to and resolve problems for a broad range of issues. Primary responsibilities center around implementing strategic plans; financial management and budget forecasting; managing staff and faculty human resources; overseeing medical education administration; overseeing faculty recruitment, resources, appointments; managing operational processes for inpatient clinical services at VGH; overseeing communication and information system efficiencies; and coordinating infrastructure, facilities management and space planning.**Organizational Status**The Admin Manager reports directly to the Division Head and indirectly to the Director of Administration, Department of Medicine. Autonomous performance includes responsibility for administrative staff for the VGH Infectious Diseases program; VGH clinical services integrated with medical trainee educational activities; and providing ongoing support and advice to the Division Heads, Directors and to all faculty on a range of matters, particularly in relation to finances, human resources and program development. Involves policy interpretation, interaction and liaison with various departments and administrators at UBC, at teaching hospitals, health authorities and health professional organizations, funding agencies, and foundations.**Work Performed***Financial Administration*· Lead the development, implementation, and oversight of financial and budgetary systems to ensure operational sustainability and stability for the Division.· Manage funding allocations, forecasting, and reporting for faculty and staff compensation, operational budgets (~$1M), and research/educational funds (≥$5M) from internal and external sources.· Oversee accounts receivable and coordinate financial transfers with UBC finance units, affiliated health authorities, foundations, and other external partners.· Implement and monitor agreements for new and existing revenue streams to support clinical operations, educational programs, and recruitment activities.· Administer compensation budgets, payroll changes, supplementary payments, and expense approvals for all administrative, clinical, and educational activities.*Human Resources / Workforce Management*· Provide leadership and strategic guidance for administrative support staff, including recruitment, onboarding, training, supervision, performance management, and discipline.· Set work priorities, monitor team workflow, and coordinate temporary coverage during vacancies or leaves to maintain continuity of operations.· Assess operational needs and redesign administrative processes to improve efficiency and service delivery.· Support Division Heads in faculty recruitment, appointments, reappointments, and promotion processes. Liaise with Department HR to advise and assist faculty regarding compensation models, benefits, and HR policies.*Education and Clinical Support*· Oversee resource planning and funding allocations for undergraduate and postgraduate medical education programs in collaboration with the Medical Education Coordinator and Program Director.· Oversee and administer Teaching Payment Program Support (TPPS), including implementation, reconciliation, and distribution of teaching payments in alignment with program requirements and Department guidelines.· Ensure credentialing and onboarding processes are in place for visiting learners and rotating trainees.· Coordinate faculty scheduling to ensure adequate physician coverage for inpatient, outpatient, and consultative services across multiple hospital sites.· Support clinical service operations by coordinating and submitting billing information to MedCom and assisting with coding accuracy to ensure appropriate remuneration for clinical services.*General Administration and Strategic Operations*· Ensure continuity and smooth transition of critical divisional operations during staff absences due to vacation or illness.· Oversee facilities planning and space management for Division members, liaising with UBC and VCH on infrastructure needs and service requests.· Serve as a key liaison with internal and external stakeholders, including Department of Medicine units, Faculty of Medicine service offices, MedIT, Research Office, VCH Operations and IT, and clinical program leadership.· Oversee collection, integrity, and reporting of divisional clinical activity data, including Ministry of Health patient care statistics.**Consequence of Error/Judgement**This position works independently and will be required to show highly competent judgment and decision making. This position has the potential to impact viability and validity of support and financial resources, educational programs, patient care delivery, and accreditations. Failure to act or investigate options prior
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