Administrative Manager

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