Administrative Officer

4 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview

The Administrative Officer is a strategic leader and advisor, ensuring the department is well positioned to achieve the development and implementation of its strategic plan. As the most senior staff member in the department, the AO is responsible for overall business operations, human resource management, financial oversight, administrative infrastructure, and the management of facilities, including equipment and technology. The AO is responsible for initiating and developing strategic relationships with external organizations and other internal departments to support and further the teaching, research and community outreach activities, goals, and objectives. The AO provides continuity within the department during times

of transition, such as the Chair’s turnover. The AO exercises considerable judgment and discretion in their capacity.

Responsibilities

Strategic Planning and Development

Provide strategic, confidential advice and direction to Department Chair and Associate Chairs as they develop short- and long-term vision and strategy for the Kinesiology and Health Sciences (KHS) Department in academic, research and outreach programming. Provide academic administrators confidential advice and strategies (., human resources, budget, financial oversight, organizational change, personnel issues, infrastructure to translate vision into operational plans Active member of the Kinesiology and Health Sciences Executive committee, which assists the Chair with all aspects of strategic planning of the department Develop long-term strategies for the Department (., undergraduate and graduate program expansion, research opportunities, clinical research programs and outreach Develop plans and oversee space management, renovation and new construction projects Manage related research units and centers including oversight of facilities, utilization, financial management and performance (., Centre for Community, Clinical and Applied Research excellence (CCCARE), Centre for Musculoskeletal Disorders (CREMSD)) Oversee strategic marketing and communication activities, including digital presence (., website, social media) Oversee the planning and execution of all promotional and special events within the department (retreats, reviews, program reviews and site visits) Develop and foster community, corporate, not-for-profit and professional agency partnerships

Human Resources Management

Oversee the recruitment, on-boarding, evaluation, promotion, professional development, and retention of administrative, technical support and teaching staff ensuring roles match current needs of the department and strategic planning for future activities Provide direct supervision to Teaching group and Operations group leads and all administrative support staff and indirect support/supervision of all other academic and research staff in the department Provide support for all department faculty hiring and assist Chair with the recruitment, mentoring, evaluation, promotion, and retention of faculty Oversee the on-boarding of new faculty including office and laboratory set-up, training on HR and finance systems and process, department support roles and University wide systems. Review all new staff position descriptions & reclassifications approving grading and compensation recommendations Coordinate with other University departments and services to ensure that Kinesiology and Health Sciences is operational and compliant with university policies and procedures Oversee succession planning processes and discussions

Financial oversight

Develop & implement financial controls within the department to ensure compliance Oversee the development and monitoring of the department annual operating budget Ensure that funds are available to support the department operations Ensure that all operating, trust, endowment, capital and research accounts are properly managed Monitor and report on the financial status of major strategic and operational priorities Develop and maintain business plans for planned or anticipated program changes & enhancements to ensure financial viability - including matters that relate to infrastructure, human resources, marketing, teaching and common research facilities and outreach activities

Academic and Research Operations Oversight

Provide advice and consultation as needed for the Undergraduate and Graduate Committees Oversee the development and administration of course budgets for undergraduate teaching in conjunction with the Instructor and Experiential Lab Manager Oversee the undergraduate and graduate course and laboratory scheduling / planning process Coordinate annual plan for graduate teaching assistants and the yearly risk assessment for the associated funding model Supervise the Teaching staff group and (Operations or Tech) team leads to coordinate and support smooth operation of departmental equipment and technology for teaching and research activities Provide oversight for purchasing, upgrading, management and technical support of teaching and research lab infrastructure and operations (supplies) Provide oversight and direction for hiring, training and administrative support of research support staff including undergraduate students, coop placements and other temporary staff positions, assessing and managing financial risk associated with these hires Provide advice, oversight, and support for faculty research, including research ethics policies, tri- council and other government and contract research applications, and project financial management

Management of Physical Resources and Health and Safety

Develop and execute strategic initiatives to advance optimization of space and resource utilization within the department to facilitate and maintain state of the art experiential learning and research spaces

Manage space and space allocations for both teaching and research activities and programs (currently 3 buildings and approx. 50,000 square feet)

Work closely with the faculty office to ensure that departmental space planning is coordinated with Faculty space planning

Initiate and oversee all security measures in Kinesiology facilities as well as all maintenance, repairs, and renovations within existing departmental space

Support the Lab Coordinator as they manage safety programs and initiatives within the Department to ensure all Kinesiology research and teaching labs are compliant with UW safety regulations as outlined by the policies of the University Safety Office and that specific safety requirements of wet labs, including use of chemicals, radioactive, blood and body fluids, and biohazard Level II materials are met

Provide supervision and oversight to ensure staff and faculty are compliant for safety training, including any required specialized training for research personnel.

Supervise the coordination of external personnel for Delegations for Controlled Acts for Kinesiology research and teaching programs

Qualifications

A master’s degree and several years of increasing responsibilities and administrative experience in an academic department, preferably in a science-based program Leadership experience in the areas of human resources and administration required. Additional education or professional experience in management, operations, human resources administration and communications is an asset.

Demonstrated ability to design and implement new and changing administrative and financial systems

Knowledge and experience interpreting UW policies, procedure and guidelines is preferred

Good understanding of Kinesiology or Science based academic program is an asset

Excellent interpersonal skills are required, including outstanding verbal and written communication skills and a proven record of demonstrated tact, judgment, and diplomacy.

Must be confident, organized, a long-range planner and an accomplished problem-solver, able to quickly assess situations and individuals and lead solutions.

Demonstrated ability to make independent decisions and to build consensus is required.

Proven track record of successful relationship-building is essential as this role must work effectively and collaboratively across faculties and departments, with various internal and external stakeholders.

A strong understanding of the academic and research environment

Proficiency UW financial software systems

Intermediate skills in Microsoft Office suite

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