Manager, Administrative Support

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level C

Job Title

Manager, Administrative Support

Department

OCIO | Office of the CIO

Compensation Range

$7, $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

November 7, 2025

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

Job End Date

Ongoing

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 Summary

The Manager, Administrative Support provides strategic and operational leadership for the administrative functions of the Office of the Chief Information Officer (CIO) and UBC IT. Reporting directly to the Associate Vice-President and CIO, this position ensures the effective coordination of executive priorities, communications, governance activities, and administrative operations across the portfolio.

The Manager oversees a team of administrative professionals, manages financial and human resources for the Office, and leads special projects and initiatives that advance the strategic goals of UBC IT. This role requires exceptional judgment, discretion, and organizational acumen in managing sensitive matters while representing the Office of the CIO in interactions with senior university leaders, governance bodies, and external partners.

Organizational Status

Reports directly to and supports the Associate Vice-President, Information Technology and Chief Information Officer. Acts as a liaison between the Office of the CIO and key stakeholders, including the Offices of the President, the Provost, and Vice-Presidents; Deans; Managing Directors; the UBC Board of Governors; and other senior university and external partners such as BCNET, CUCCIO, and CanSSOC. The position also works closely with the Offices of the Vice-President, Academic, the Principal and Deputy Vice Chancellor Okanagan and other Vice Presidents as required.

Work Performed

1. Strategic and Operational Leadership

2. Provides overall stewardship for the operations of the Office of the CIO and UBC IT administrative functions, ensuring goals and objectives are achieved.

3. Contributes to the development and implementation of strategies, objectives, and policies that promote efficiency, consistency, and service excellence across the portfolio.
4. Oversees the management of the CIO's schedule, priorities, and external engagements, exercising discretion and sound judgment to optimize the CIO's time and attention.
5. Acts on behalf of the CIO in delegated matters, ensuring timely communication, decision-making, and follow-up.
6. Leads or supports special projects, committees and cross-portfolio initiatives assigned by the CIO.

7. Reviews unsolicited vendor proposals to assess strategic alignment and assigns them to appropriate members of the senior leadership team.

8. Governance, Communications, and Stakeholder Engagement

9. Oversees the planning, coordination, and execution of all governance and executive meetings led by the CIO, including the Information Technology Advisory Committee (ITAC), IT Capital Planning Committee, Architecture Review Board, Senior Leadership Team meetings, retreats, town halls, and other portfolio-wide events.

10. Prepares and manages committee and meeting workflows, including developing agendas, reviewing and organizing materials, documenting action items, and ensuring timely follow-up on decisions and commitments.
11. Oversees the end-to-end management of strategic initiatives and special projects delegated by the CIO from the Office of the VP Academic, ensuring alignment with institutional priorities. Specifically, manages the AI Steering Committee by preparing briefing materials, tracking decisions and action items, monitoring progress against strategic objectives, and ensuring timely follow-up. Serves as a key point of coordination for committee materials, communications, and reporting, ensuring senior leadership is informed and aligned on project and committee outcomes.
12. Manages the CIO's communications and correspondence, interpreting high-level messages, identifying risks or opportunities, and preparing summaries or responses as appropriate.
13. Exercises discretion in responding to sensitive matters on behalf of the CIO, including issues related to governance, human resources, and institutional priorities.
14. Drafts and reviews correspondence, memos, reports, presentations, speaking notes and briefing materials for the CIO for various engagements with senior university leaders, governance committees, external partners as well as internally in UBC IT to managers and all staff.

15. Serves as the primary contact for the Office of the CIO, liaising with internal offices, governance bodies, and external organizations to support clear and consistent communication.

16. People, Resource and Events Management

17. Leads and manages the administrative team, including recruitment, training, supervision, performance management, and professional development.

18. Establishes performance standards, provides coaching and feedback, and fosters a collaborative, inclusive, and high-performing work environment.
19. Ensures compliance with collective agreements, University policies, and HR best practices.
20. Participates in the recruitment of senior leaders, managers, and consultants across UBC IT.
21. Leads and delivers staff engagement events such as the summer BBQ, holiday party, and team-building activities, managing logistics, communications, and feedback to ensure successful outcomes.
22. Oversees the operating budget for the Office of the CIO, including salaries, supplies, and equipment, ensuring accuracy and fiscal accountability.
23. Works closely with Finance team to forecast, plan, and monitor budgets; reconciles variances and maintains financial oversight.

24. Manages resources for the administrative team, including staffing, resources and professional development budgets.

25. Process Improvement and Operational Effectiveness

26. Evaluates and refines administrative processes across UBC IT to improve efficiency, consistency, and service quality.

27. Leads portfolio-wide initiatives that strengthen operational excellence and institutional resilience, such as the IT Risk Management program, ensuring alignment with UBC's enterprise risk framework.
28. Chairs or participates in committees and working groups, representing the CIO and UBC IT in institutional and external forums.
29. Develops and implements innovative administrative strategies that align with UBC's strategic priorities and enhance collaboration across the University.
30. Performs other related duties as required by the Associate Vice-President and Chief Information Officer.

Consequence of Error/Judgement

This position requires a high degree of judgment, tact, discretion, and initiative. Errors in judgment or mishandling of sensitive matters could result in reputational damage, legal or financial implications, or loss of institutional credibility. The incumbent must manage multiple competing priorities, often under tight deadlines, and respond effectively to unexpected circumstances. Exceptional interpersonal and communication skills are required when interacting with senior administrators, faculty, staff, government officials, and external partners.

Supervision Received

Works independently under the general direction of the Associate Vice-President and Chief Information Officer. May also receive direction from the Offices of the Vice-President, Finance and Operations, and the Vice-President, Academic, as well as members of the UBC IT Senior Leadership Team.

Supervision Given

Provides leadership and supervision to administrative staff within the UBC IT Executive Support Team. May supervise student or temporary staff assigned to special projects.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of five years of related experience, or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Extensive administrative and management experience supporting senior executives in a large, complex organization.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Knowledge of University governance, policies, procedures, and administrative systems preferred.
• Strong financial acumen, including budgeting, forecasting, and variance management.
• Demonstrated leadership, coaching, and performance management skills.
• Excellent organizational and problem-solving abilities; able to manage multiple priorities and meet deadlines.
• Exceptional written and verbal communication skills with the ability to prepare and edit professional correspondence, reports, and presentations.
• Strong interpersonal and relationship-building skills, with the ability to collaborate effectively across diverse teams and stakeholder groups.
• Commitment to equity, diversity, and inclusion, with demonstrated cultural awareness and respect for diverse perspectives.