Associate Director, Administration

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level C

Job Title

Associate Director, Administration

Department

Administrative Leadership | Botanical Garden and Centre for Horticulture

Compensation Range

$7,622.83 - $11,886.67 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

July 28, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

UBC Botanical Garden is Canada’s oldest university botanical garden, first established in 1916. The Garden has a total collection of approximately 120,000 accessioned plants which represent some 6,000 taxa or species. The Garden also includes the renowned Japanese Nitobe Memorial Garden and a Nursery, all of which is situated on the University of British Columbia’s Point Grey campus near downtown Vancouver. It has an annual operating budget of $4.0M, a total annual attendance of 100,000 and more than 50 full
- and part-time staff members. It is a popular and busy public venue for events and education.

As a member of the Garden’s Senior Leadership team, the Associate Director, Administration, is responsible for managing the development, planning and implementation of effective and comprehensive operational policies and processes related to a broad range of functions including but not limited to, HR, finance and day-to-day administration of the Garden’s operation.

Organizational Status
Reports to the Director of the Botanical Garden; works with and provides advice and guidance to Garden faculty and staff on all administrative and financial matters. Works with the Finance/HR leadership in the Faculty of Science. Collaborates with fellow leaders in other Science and university departments; interacts regularly with Human Resources, Campus and Community Planning, Building Operations, plus governmental, commercial, private, and volunteer groups, including the Friends of the UBC Botanical Garden (FOG).

Work Performed

Financial Administration
Responsible for the complex fiscal environment of the Garden.

- Develops budget forecasts, regular financial reports and financial plans for effective fiscal management of this revenue-based facility. Advises Director on planning and feasibility of significant financial expenditures and projects.
- Assesses alternatives and consequences, assesses impact of surpluses/deficits, forecasts, reviews and explains reasons for variances.
- Manages endowments and specific purpose funds; expenditures and reconciliations; manages the GPO budget of approximately $1.8M with additional income of approximately $2.0M received from revenue sources such as admissions and rental revenues, shop sales, plant royalties, education and training, etc.
- Manages all financial aspects of the Shop in the Garden and Garden Centre (sales = $330,000).
- Manages all financial aspects of the Garden’s professional Horticulture Training Program

Develops and implements unit financial policies and procedures to meet UBC Finance requirements; keeps current with changing UBC financial policies and procedures; ensures appropriate internal unit controls; ensures compliance with Payment Card Industry Policy and Standards and reports to Central Finance on Compliance Status.
- Manages PCI and DCSS Compliance, monthly/quarterly reporting, and annual audit.
- Creates, tracks and adapts Privacy Impact Assessment (PIA) risk management and compliance review process used to identify and address potential information privacy and security issues.
- Works with the Sustainability Community Programs to perform cost/benefit analyses on course offerings
- Works closely with the Development Officer and fundraisers to ensure that donations are administered and tracked appropriately.

Human Resources
- Develops and executes strategic staffing plans to meet the operational needs of the Garden through different seasons.
- Provides leadership for employment and human resource related matters for over 50 Garden staff either directly or indirectly through other managers; develops and oversees processes for recruitment, onboarding, offboarding, professional development and performance management for Garden staff;
- Ensures