Administrative Manager

Overview:
Accountable to the academic Chair or Director for human resources administration, financial oversight, the management of facilities and equipment and health and safety responsibilities required to support the teaching and research missions of the department.

The Administrative Manager provides leadership by educating all department members of relevant policies, guidelines and practices related to financial, recruitment, space, and health and safety matters. As the senior administrative staff member in the Department, the Administrative Manager provides continuity as academic leadership changes and oversees all administrative functions of the department in partnership with the Chair. The position is responsible for providing effective administrative support to the Associate Chair(s).

This is a common job description used across multiple departments within the Faculty of Mathematics.

**Responsibilities**:
Manages academic program delivery support and administration:

- Faculty appointments, annual review, tenure and promotion, leaves:

- Oversees procedures, timelines, and committee supports according to Policies;
- Oversees all logistics associated with the activities including interview schedules, package
- distribution, secretarial support, and travel arrangements
- Generates management reports to assist decision-making processes as required
- In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
- Graduate and undergraduate programs:

- Oversees financial and resource support of the programs;
- Oversees the administrative activities of the graduate and undergraduate programs, including
- advising students of policies and processes;
- Supports development of the department teaching schedule and timetable; manages teaching
- load records including reductions and leaves and produces reports as required
- Establishes procedures for maintenance of departmental academic records such as course
- evaluations and student advising, according to Policy
- Manages processes associated with program reviews and certifications
- Provides support for visitor travel arrangements
- Provides support and assistance to new faculty and sessional instructors as required;
- Advises Department members of schedules, deadlines, and documents to be submitted to the Chair
- Manages confidential voting processes for selection of members to the Department’s elected committees
- Provides support and assistance to new faculty and sessional instructors as required

Human Resources Management:

- Providing leadership and direction to the team, and developing teamwork skills
- Implementing recruitment, evaluation, compensation, and professional development processes for
- all staff in the department
- Establishing work schedules, assigning duties, and establishing backup procedures
- Maintaining personnel files, work schedules and vacation records for faculty and staff in accordance
- with University policies
- Ensuring processes are in place for recruitment, evaluation and pay of sessionals, temporary staff,
- co-op students, and teaching assistants
- In consultation with the Chair, develops, distributes and collects all documents related to the annual
- faculty activity report process;

Financial Planning and Management:

- Works in partnership with the Chair and other key stakeholders to develop budget priorities
- Prepares department budget for operating accounts, ensuring that funds are requested, allocated
- and reported upon in a way that supports the department’s operations and priority activities
- Ensures that all operating, trust, endowment and research accounts are managed according to
- Policy, including monthly reconciliation of accounts and P-Cards
- Assists researchers with the management of research accounts, providing support on eligibility and
- compliance and preparations for cost recoveries and account closures
- Provides advice and reviews all department expenses: travel, reimbursements, faculty professional
- expenses, endowment, research expenses and casual payroll;
- Oversees graduate awards and scholarships, and research matching funds
- Ensures relevant reports are available to management and account holders on a regular basis
- Participates with Executive Officer and Faculty Financial Officer in developing best practices in budget management

Faculty appointments, sabbaticals, and tenure and promotion:

- Manages faculty recruiting procedures in partnership with the Chair and the DACA
- In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
- Prepares tenure and promotion packages consistent with university requirements; works with the Chair in preparing briefs as required for DPTC review; submits formal documents the Dean’s office

Communication, records and outreach/special events:

- Oversees department wide communications including