Executive Director, Administration

Job SummaryA senior leadership position in the Faculty of Dentistry, the Executive Director, Administration and Resources provides dynamic leadership, strategic direction and oversight for the operations and administrative functions of the Faculty of Dentistry.This position has University-wide impact, contributing to strategic direction, plans and objectives by identifying issues and opportunities, evaluating organizational impact and introducing innovative initiatives to move the Faculty’s strategic plans forward. The Executive Director is a liaison for information sharing between the departments and units within the Faculty of Dentistry and UBC resources.The Executive Director, Administration & Resources, has direct responsibility with the Dean of Dentistry for: strategic planning; policy development; administration; human resource management; academic affairs; student services; space, facilities planning; operations management; and a significant role in contract management and workforce forecasting for the Faculty.This position will provide direction, management, and guidance to the Dentistry’s AAPS management team.Additionally, the incumbent actively builds and maintains relationships internally with other UBC departments and centres, and external partners as required. They take executive direction from the Dean, but are also expected to act as an advisor.Organizational StatusThe Executive Director Administration and Resources reports directly to the Dean.Works autonomously, under the direction of the Dean of Dentistry. Determines and plans workforce structures and establishes goals and objectives for the administrative areas in accordance with the Faculty’s strategic plan.Collaborates and communicates regularly with Associate and Assistant Deans, Department Heads, directors, managers, faculty, staff, consultants, Clinic Director, and other senior representatives both on and off campus.Work PerformedAdministration and OperationsProvides strategic leadership and direction in ensuring the administrative functions of the Faculty contribute to academic and operational priorities, and align with the Faculty’s Strategic Plan and the priorities of the Dean and Associate Deans portfolios.Drives the development and implementation of specific initiatives related to growth, support for new collaborations, project oversight and reporting.Connects regularly with the Dean and Department Head to set objectives, establish priorities and develop strategies to improve Department operations.Leads the development and implementation of policies to achieve administrative competencies to enhance organizational effectiveness.Liaises with the Office of the President, the Offices of the Vice-Presidents, the Office of the Provost, the Office of the University Counsel, the Deans of the Faculties and other internal and external groups, as required. Work closely with the Associate Deans, Directors and other members of the Faculty’s leadership, as required.Responsible for the yearly and five/ten-year strategic planning reports.Serves as a member of the to Dean’s Advisory Group and other relevant task forces or working groups within the Faculty.Liaises with the faculty leadership to ensure efficient operations and implementation of strategies in the Admissions and Academic Affairs units. Develops and implements organizational changes to meet the new initiatives and evolving needs.Identifies, establishes and reports on operational key performance indicators that will demonstrate process improvements in each area.Identifies underlying issues and creates targeted solutions for improvement for all areas related to administration, human resources, and operations.Leads the development of comprehensive planning for the Faculty’s workforce and provides predictive analytics to support effective decision-making.Uses workforce analytics to evaluate the effectiveness of organizational development, training programs and implements essential-service contingency plans.Responsible for the development and implementation of strategies and staff training initiatives in partnership with the HR Manager, to ensure effective staff orientation, team building and ongoing staff development.Ensures the timely consideration, review, and implementation of faculty salary increases, such as merit, PSA, and other increases.Oversees the work of the team who process faculty appointment, reappointment and promotion processes.Provides advice to the Dean and Department Heads on the hiring of new faculty, including salary, space allocation, and other commitments.Oversees and ensures that all policies in the recruitment of lecturers and new tenure track faculty, liaising with the Dean’s Office staff, Faculty Relations and VP’s offices. Oversees the onboarding processes of new faculty members.Partnering with FOD HR and departmental managers to support day to day staff management, operational transitions and workforce planning.Collaborates with the Assistant Dean, DACE to ensure that the Faculty has an up-to-date communication plan and that this is reviewed and evaluated on a regular basis.Ensures that recommendations of operational reviews and accreditation, as well as the strategic plan are successfully operationalized.Chairs leadership meetings and training sessions to ensure effective communications coordinating action across units.Provides direction and manages career development and the performance and merit review process for all M&P employees.Develops and leads implementation of change initiatives, short- and long-term strategies, compliance with procedures and policies, performance management, team building, staff recognition, and professional development.Collaborates with the Executive team to develop faculty and staff succession plans and analyzes related key trends.Collaborates with the Department Heads regarding administration matters. Information TechnologyCollaborates with Dentistry’s Service Delivery Manager and Central IT partners on the operations and management of Dentistry’s IT needs.Provides leadership on strategy and budget.Provides oversight for all consultant contracts as needed for special IT projects. Facilities, Space, and InfrastructurePartners with the Sr. Facilities Manager regarding master space planning, infrastructure requirements, project planning and renovations to existing spaces occupied by the Faculty.Oversees office, research, clinic and teaching space in the Faculty and negotiates space allocations.Oversees the administration of all consultant contracts.Oversees annual five- and ten-year projection for minor and major capital projects and determines and recommends priorities for minor capital projects.Liaises and problem-solves with Campus Planning and Development, Building Operations, Campus Security and other units as necessary.Identifies problems, initiates corrective action in conjunction with others. Ensures schedules are aligned with critical direction.Monitors construction and renovation to ensure compliance with approved designs and related documents.Provides advice and consultation in the development of financial and strategic plans for upcoming renovations, implementing targeted renovation projects and managing logistics associated with renovationsContractual AgreementsResponsible for the creation and management of community agreements and MOUs.Serves as the liaison between UBC’s legal department and Dentistry’s leadership team.Manages information and documentation for community engagement.Liaises with community clients and organizations.Collaborates with the respective UBC departments, leadership teams and committees to develop related policies and priorities.Consequence of Error/JudgementThe incumbent is responsible for a high degree of self-direction and is required to exercise superior judgment and performance in all areas.Provides information and recommendations that will be relied upon by the Dean of the Faculty of Dentistry.The incumbent has significant influence on the quality and effectiveness of the strategies, policies and administration within the Faculty of Dentistry. This position has influence on employee and faculty relations and a negative impact could have serious repercussions on operations. Inefficient use of Faculty resources could incur unnecessary costs and affect the credibility of the Faculty.Accuracy and completeness of information will form the basis for good decisions. Poor communication, insufficient research, or inappropriate recommendations could lead to inappropriate decisions which will impact the effectiveness of the Faculty, the University, and their reputation.Supervision ReceivedWorks independently under broad directives from the Dean.Supervision GivenThis position will provide direction and guidance to Dentistry’s AAPS Management Team.Manages performance reviews, coaches and collaborates with management team, setting goals to ensure strategic objectives are met in all units.Minimum QualificationsUndergraduate degree in a relevant discipline. Minimum of seven years of related experience, or the equivalent combination of education and experience.MBA is strongly preferred. Strategic planning experience required. Experience in working in either a dental or health care environment preferred. Knowledge of university environment is strongly preferred. Experience with executing and managing contractual agreements. Proven leadership, interpersonal, organizational and communication skills required.Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Preferred QualificationsSenior management experience with an emphasis on business administration. o Ability to draw on a breadth of business knowledge and depth of expertise as required to understand the implications of various initiatives.Ability to deal with a diversity of people in a calm, courteous, and effective manner.Must possess a consultative and collaborative management style and be able to develop trust and respect within a complex professional environment.Ability to analyze and redesign work flows and business processes to make them more efficient and effective and ability to execute work flow to meet departmental requirements.Ability to effectively facilitate groups to achieve appropriate outcomes.Exercises extensive judgment and decision making with respect to daily operational matters, develops and implements policies and procedures for improving and streamlining administrative functions.Provides leadership of people to foster an environment that is supportive of engagement, innovation, individual and team achievements.Analytical and strategic planning experience required.Ability to analyze and resolve complex management issues.Skills in concept development and implementationExperience in executing effective change management processes.Ability to foresee, prevent and resolve conflicts and other issues.Demonstrated project management experienceSpace and infrastructure planning experience.Ability to deal tactfully and confidentially with both internal and external partnersAbility to exercise discretion and judgmentExcellent verbal and written communication skillsProven ability to effectively lead and direct a team of diverse management employeesDemonstrated ability to problem solve creatively and resolve conflictAbility to work both independently and within a team environmentAbility to work under pressure and to meet deadlinesAbility to conceptualize and implement complex projects.Experience working in a multi-union environment, and proven ability to successfully hire, oversee, manage, discipline, and terminate both union and non-unionized positions.