Administrative ManagerThe University of British Columbia • Vancouver, British Columbia, Canada
Administrative Manager
The University of British Columbia
- Vancouver, British Columbia, Canada
- Vancouver, British Columbia, Canada
À propos
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level C
Job Title
Administrative Manager
Department
Department of Emergency Medicine | Faculty of Medicine | Provost and VP Academic
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
March 3, 2026
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 Administrative Manager position will provide administrative leadership to the Department of Emergency Medicine to support the achievement of strategic plans, goals and objectives. This position provides support and advice to the Department Head for a range of functions including strategic and operations planning, budget management, identification of new initiatives, facilities and space oversight, information management, policies and procedures, human resources, and dissemination of information. This position works as a team player with colleagues and co-workers to achieve excellence within a complex and diverse environment. The Administrative Manager works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all.
Organizational Status
The vision of the UBC Department of Emergency Medicine is to be a provincially integrated Department committed to clinical, academic, and health care delivery leadership, founded in the creation and exchange of knowledge to improve emergency care. Our faculty members across the province have an impressive record of research and discovery related to prevention of emergencies, improving clinical care, and system improvements. Our Royal College residency training program, distributed across four program sites, is the largest in the country providing high-quality emergency training. The Department of Emergency Medicine has also played a leadership role in the development and implementation of the BC Emergency Medicine Network which integrates and translates knowledge and experiences to support emergency practitioners across the province.
The Administrative Manager is the key departmental liaison for a number of Faculty of Medicine and central UBC units, including Development, Communications, Faculty Affairs, Human Resources, Facilities, IT, and Finance. This position has important relationships and interacts with the MD Undergraduate Program Office, and the Postgraduate Medical Education Office.
Work Performed
Leads critical strategic, administrative, financial and operational issues; identifies strategic issues that require the intervention of the Department Head.
Works with Department Head in the development and implementation of short and long-term strategic plans. Monitors compliance with strategic and business plans in a regular and disciplined fashion, to ensure progress is made toward key objectives in a timely manner and that the momentum needed to drive these initiatives is sustained.
Leads the creation of an equitable, diverse and inclusive workplace by incorporating EDI principles into departmental operations and processes. Fosters an environment that promotes diversity, inclusivity and the values of respect, integrity, compassion, collaboration, and equity.
Leads the development and implementation of practices, policies, procedures and tools to ensure the effective, efficient management, accountability and reporting of the unit.
Provides operational leadership on changes required to meet initiatives, enhance productivity and to streamline business processes; manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.
Independently researches, prioritizes and determines appropriate courses of action, referrals or responses on matters identified by the Department Head, including those of a sensitive and/or confidential nature, as well as matters that arise through daily operations of units and matters emerging as strategic issues that will advance the mandate.
Implements HR management initiatives and ensures the consistent implementation of these practices for all units.
Prepares, implements and monitors, multi-year and annual budgets and financial plans, consistent with University and Faculty guidelines, to optimize and, wherever possible, leverage funds available in relation to strategic objectives. Analyzes relationships between budget and actual financial data, assesses impacts of surpluses/deficits, and reviews variances.
Develops and advances revenue‑generation strategies through Continuing Professional Development (CPD) programming, including identifying viable offerings, building partnerships, and ensuring financial sustainability and alignment with departmental priorities.
Works in conjunction with the Senior Finance Manager, to provide advice on resource allocation and use, and to ensure the strategic direction of the Department and Faculty and are consistent with UBC and FoM policies and procedures.
Monitors operating accounts, on an individual and rollup basis. Provides strategic direction and guidance to worktag managers and managers on budgetary and financial matters.
Initiates accounting journals and internal service delivery transactions.
Directs and oversees the processing of financial paperwork (expense reports, accounting journals, purchase requisitions, blanket PO's, travel claims, budget transfers) and the monthly reconciliation of Workday reports.
Initiates and coordinates the annual process for obtaining funding for academic equipment and minor capital projects. Ensures compliance, transparency, and due diligence with Departmental finances by working with the Senior Finance Manager on internal audits. Identifies cost recovery and cost sharing opportunities.
Oversees all aspects of the administrative structure and functions of the unit, ensuring that they are running efficiently and optimally. Ensures that proper business processes and systems are implemented and consistently followed.
Provides leadership and guidance to administrative team based on knowledge of University, government, and health authority policies and procedures. Cultivates positive, productive relationships with internal and external parties (e.g. representatives of other institutions and organizations).
Responsible for the design and implementation of long-term human resources process and planning to achieve the overall mission and success of the unit. Provides advice on human resource policies and procedures, collective agreements, and other relevant guidelines and processes. Oversees the administrative process for faculty recruitment, appointment, reappointment, promotion/tenure, immigration, and termination per UBC guidelines/policies.
Develops plans and work processes for department projects based on understanding of project requirements and timelines.
Oversees the Department's space inventory to ensure space and facility needs are met, plans for future requirements for the Department, and makes recommendations for use and changes to the Department Head; negotiates and liaises with appropriate Hospital or other Agency personnel regarding space and facility planning, changes, and renovations.
Develops the Department's communication strategy and ensures the Department has an up-to-date, comprehensive and strategic communication plan that is reviewed and evaluated on a regular basis.
Develops and implements policies and procedures for the acquisition, utilization, maintenance,and replacement of furniture, office equipment, research support equipment, and supplies.
Negotiates leases and purchases of products and services.
Writes reports and communications for internal and external individuals and agencies.
Performs other duties as required.
Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the department, the Faculty and the University resulting in poor public relations, financial costs, loss of credibility.
Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.
Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.
Supervision Received
This position reports to the Head, Department of Emergency Medicine and the Managing Director, Faculty of Medicine.
Work is performed with minimal direct oversight; the incumbent keeps the Department Head informed through ongoing communication. Effective management of the department is important to maintain the unit's operational effectiveness. The Administrative Manager alerts the Department Head to any unusual situations, and keeps them advised of problems that have arisen or that can be anticipated. Poor decisions about policy, resource allocations, staffing and a failure to get the work done in a timely and effective manner would damage the credibility of the unit.
Due to the scope of the role combined with the complex operational and financial relationships between the University, teaching hospitals, regions and funders, a high level of knowledge, organizational and communication skills are required to fulfill the responsibilities appropriately and effectively. The Administrative Manager exercises initiative and judgment to respond to issues and resolve administrative problems related to general administration, human resources, finance, education and research activities.
Supervision Given
This position directly supervises department staff including other M&P staff. Supervision includes recruitment, training, performance evaluation, career advancement, staff professional development, discipline, and termination as required. Sets office priorities; organizes and adjusts workflow, including scheduling leave.
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
Experience working in a multi-union environment, and proven ability to successfully hire, discipline and terminate both union and non-unionized positions. Experience managing budgets. Must possess a consultative and collaborative management style and be able to develop trust and respect within a complex and diverse professional environment. Must possess an understanding of equity, diversity, and inclusion principles (EDI) and have experience as a champion of EDI. Experience within a health care setting is an asset.
Knowledge, Skills, & Abilities:
Excellent oral and written communication.
Ability to compose professional written documentation for a variety of situations.
Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.
Ability to set priorities for the Department, adapt to changing priorities, and work effectively under pressure to meet deadlines.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Demonstrated ability to interact and liaise with a variety of constituents, within multifaceted environments.
Proven negotiation, conflict resolution, and interpersonal skills.
Ability to work with and direct a team.
Ability to analyze and redesign work flows and business processes to make them more efficient and effective and ability to execute work flow to meet departmental requirements.
Ability to plan and manage financial resources/budgets and prepare financial reports.
Knowledge of UBC financial and administrative policies and procedures.
Compétences linguistiques
- English
Avis aux utilisateurs
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