Administrative Manager

**Reports to**:
Director, Security and Parking Services

**Job Purpose**:
Accountable for developing, implementing and maintaining efficient administration of a revenue-generating and self-funded ancillary unit with multiple functions of financial, human resources, custome r service and database management. This position calls for independent decision making within a delegated area of authority, and for the exercise of leadership for support services. Responsibility extends to off campus parking sites David Braley Health Sciences Center and One James North located in downtown and the Ron Joyce Centre located in Burlingt on.

While retaining accountability, this position may delegate any of the duties as appropriate.

Specific Accountabilities

Financial Management
- In conjunction with the Director, determine financial priorities, develop and monitor annual parking budgetL ensure that adequate financial controls are in place and in accordance with University policies and procedures.
- Prepare both written and numerical reports on financial performance, explaining variances from budgeted amounts by analyzing large amounts of data, compiling information from various reports, using mathematical calculations and providing performance indicators.
- Manage employees that are responsible for:

- Reconciling all accounts and revenue sources, analyzing and explaining variances between budgeted and actual amounts, forecasting, preparing year end documentation and making financial recommendations for both security ($2.5 million) and parking ($5.3 million) budgets
- Proper and timely processing of purchasing orders, accounts receivables and payables for both security and parking while ensuring proper chart field string usage.
- Accurate intake, reconciliation, deposit and reporting of parking revenue in various forms of payments using manual and computerized systems. Revenue is received from separate and unique streams such as parking meters, parking pay stations and gates, front counter sales, online sales and internal departmental sales.
- Safeguarding, balancing and auditing the unit's cash assets ($29K) including but not limited to cash floats in department safe, cash in pay station floats and cash payments received at the front counter.
- Proper completion of revenue transfers to School of Business for RJC parking, to Faculty of Health Sciences for DBHSC parking and Divinity College for Divinity parking.
- Responsible for routine audits including but not limited to; comparing special event parking vouchers printed at the coding station to amounts billed In AIMS, number of permits paid by payroll deductions and amount of deduction payments received from HR, spot checks of daily reconciliation documentation to ensure compliance with the unit's cashiering procedures,
- Responsible for compliance with the University's PCI policy.

Database Management Systems
- Oversee the maintenance and extraction of information from permit, ticket and gate management systems essential to maintaining the efficiency of the University's automated parking system. This includes
- Oversee creation and maintenance of pool groups, multiple transponders and setting permit lot permissions that ensure automated parking access is provided at the gates where authorized.
- Oversee the accuracy of data in AIMS (permit and ticket management system), so the interface to ZMS (gate management system) enables the proper lot permissions for permit holders and the hand held units used by enforcement staff provide applicable vehicle, permit and ticket history information to aid in the University's ticketing and towing processes.
- Oversee the generation of reports that serve as a tool for developing budgets, wai tli st releases, audits and management decision making.
- Oversee report analysis to Identify software or data issues.
- Oversee the exchange of information with vendors for arranging software training, implementation of new software and resolving system Issues.

Customer Service
- Responsible for quality service through managing the team responsible for proper Issuance of all university parking permits for both on campus and off campus locations and providing general customer service to the University and external community. Service is provided from two separate locations, one in E.T.C Clarke Centre and a second satellite location with In_ Campus Store. Examples of services offered include but are not limited to;
- filling forms, issuing permits, processing transactions.
- printing and provding special event rebate, validation, exit, conference and rate adjustment vouchers with proper lot, time and duration permissions
- programming flex passes
- issuing bike locker and secure bike storage permits
- printing photo ID cards for staff, faculty, contractors and various student employee groups
- Maintain ability to detect and respond to issues of poor quality service and poor performance without supervision of the Director.
- Supervise staff performi