Administrative Officer

Overview:
**Term: 6 months**

The Administrative Officer is directly responsible for the operation, administration and facilities of the School of Pharmacy, located off the main UW campus in downtown Kitchener. The Administrative Officer is accountable for the development and management of effective and efficient administrative and financial structures that support both the academic and non-academic activities of the School. The Administrative Officer is a member of the School’s Executive team, providing strategic leadership, counsel and support to the Hallman Director on School-wide issues. As the senior administrative staff member in the School, the Administrative Officer provides important continuity as changes in the academic leadership team occur.

**Responsibilities**:
Financial Oversight, including but not limited to:

- Oversees the development of the School’s annual operating budget
- Oversees the administration of the operating budget and expenses of the School, ensuring that funds are available to support the operations and strategic priorities of the School
- Ensures all operating, trust and endowment accounts are soundly managed
- Develops and implements internal financial controls for operating, trust, endowment and research funds, ensuring that University policies and procedures are followed, working closely with the Financial Officer

Human Resources Administration including but not limited to:

- Oversees the recruitment, evaluation, promotion, reclassification, professional development, retention and termination of staff
- Oversees the staff performance evaluation process
- Ensures effective staff resource allocation and hierarchy across the School
- Oversees the recruitment, evaluation and payment of casual and temporary employees and ensure processes are in place for the efficient and effective management of said employees
- Advises the Hallman Director and the Associate Director, Curriculum on the hiring and evaluation procedures for faculty and non-faculty appointments
- Directs, sets work priorities and objectives for administrative staff

Administrative Leadership, including but not limited to:

- Ensures that University, Faculty of Science and School of Pharmacy policies and practices are followed;
- Develops non-academic policies and procedures and facilitate effective communication within the School and with internal and external audiences
- Provides leadership, coaching and mentoring to staff
- Advocates for Pharmacy staff in terms of policy interpretation and as staff who work at a satellite campus and in the downtown core
- Develops effective relationships with senior administrators within the School and the University
- Responsible for records and information management within the School of Pharmacy in accordance with University policies and guidelines

Strategic Planning and Support, including but not limited to:

- Provides the Hallman Director with confidential and strategic advice, information and data to support decision making
- Serves on the School’s Executive Committee, School Council, Strategic Planning Committee and other ad hoc committees, as required
- Supports the development of long-range strategies and operational plans for the School
- Coordinates the resources required to support strategic and operational plans, including space and financial and human resources
- Provides advice on School-wide initiatives, such as communication and development initiatives

Facilities, including but not limited to:

- Manages space allocation for faculty, staff and students
- Manages and coordinate renovations and new construction projects
- Oversees the health and safety of the School as the Health and Safety Coordinator and Management Co-Chair of the Health Sciences Campus, Joint Health & Safety Committee
- Oversees building access and key distribution
- Oversees sustainable and green initiatives within the School
- Manage the externally contracted Security Service, with UW Police Services
- Ensure staff have the equipment, resources, space and working environment they require to work efficiently and effectively
- Approves all events using School facilities

Qualifications:

- Bachelor’s degree required, additional education or training in business and human resources administration preferred; equivalent combination of education and experience will be considered
- Extensive (10+ years) management and leadership experience with a minimum of 5+ years in an academic environment
- Experience developing, monitoring and managing budgets
- An understanding of the unique requirements of a professional program within a research-intensive university is an asset
- Working knowledge of Human Resources legislation
- In-depth knowledge of University of Waterloo policies, procedures and practices
- Strategic and creative thinking, people management, interpersonal and organizational skills
- Effective communication skills (both written and oral)
- Tact, judgement and diplomacy
- Dem