Administrative Manager, Health Engagement and Partnerships

Job Category

Job Profile

Job Title

Department

Compensation Range

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 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

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 Summary

The Administrative Manager is responsible for the strategic operational and administrative organization of the Office of Health Engagement and Partnerships (OHEP) in the Faculty of Medicine (FoM). This role oversees strategic planning and committees councils and working groups ensuring initiatives and mandates are delivered effectively and on time. The Administrative manager provides oversight of portfolio commitments and leads the response to requests for information and meetings and makes appropriate linkages with members of the FoM Deans Executive team and other relevant internal and external partners. The Administrative Manager plays a key role in the execution of initiatives that advance the Offices mandate.

A central focus of the role is collaborating in the planning development and continuous improvement initiatives for addition this position is expected to manage and oversee a variety of on-going annual and one-time projects and activities working with UBC Health and health deans provincial health authorities other relevant health sector organizations and groups academic institutions communities and government. This work supports the integration academic activities and advance shared priorities for the health system in BC is a key activity of the UBC Faculty of Medicine and its health engagement and partnership portfolio.

Organizational Status

The University of British Columbia is a global centre for research and teaching consistently ranked among the top 20 public universities in the world. Since 1915 UBCs entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students staff and faculty to challenge convention lead discovery and explore new ways of learning. At UBC bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the worlds top medical schools with the fifth-largest MD enrollment in North America the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia more than 12000 faculty and staff are training the next generation of doctors and health care professionals making remarkable discoveries and helping to create the pathways to better health for our communities at home and around the world.

The Facultycomprised of approximately 2200 administrative support technical/research and management and professional staff as well approximately 650 full-time academic and over 10000 clinical faculty membersis composed of 19 academic basic science and/or clinical departments 3 schools and 25 research centres and institutes. Together with its University and Health Authority partners the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty staff and trainees are located at university campuses clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional ancestral and unceded territory of the xmkym (Musqueam) people. The City of Vancouver is located on Musqueam Squamish and Tsleil-Waututh First Nations territory.

The portfolio is also responsible for strategically leading the Faculty of Medicines efforts with respect to Indigenous relationships and reconciliation and advancing coordination and collaboration with local national and international partners to improve health and wellness health equity and health systems for people and populations locally and globally including those in rural remote and Indigenous addition efforts of the portfolio are focused on fostering provincial capacity access utility and rigor in health data science and other digital or technical capabilities.

This position reports to the Vice Dean Health Engagement and works closely with the Partnership Pillar Co-Lead and the Director Indigenous Engagement.

Work Performed

• Leads the development administration and implementation of projects and initiatives addressing complex province-wide issues. Initiates planning and execution advising the Vice Dean Health Engagement and ensures projects action items and targets are met.
• Leads research analysis and consultations define project purposes and intended outcomes shaping the design to align with strategic objectives.
• Engages internal and external stakeholders in collaborative project work incorporating their input applying change management practices and providing advice to support decision-making.
• Develops internal communication tools business processes meeting structures to keep team members informed manage project status document decisions scope changes and milestone achievements.
• Plans and facilitates meeting conferences and events that involve key stakeholders service providers and partners to advance the project and portfolio objectives.
• Collaborates with portfolio members and the Facultys evaluation team to design develop and manage an overall portfolio evaluation framework including the FoMs Response to the Calls to Action of the Truth and Reconciliation Commission of Canada ensuring it successful operation and completion.
• Fosters positive and productive relationships with stakeholders throughout the organization managing day-to-day communications and addressing concerns related to projects.
• Works closely with the Director Indigenous Engagement and relevant others on efforts dedicated to Indigenous relationships and reconciliation.
• Manages senior leadership meetings within the OHEP portfolio; and provides expert committee management.
• Deals with highly confidential and sensitive material and matters relating to FoM partnerships and relationships. A high level of integrity is required in maintaining confidentiality. Manages information in an extremely demanding environment requiring the highest level of tact discretion and sensitivity.

Office Management:

• Responsible for the overall operational management of OHEP. This includes managing all activities pertaining to HR finance and facilities.
• Manages administrative staff; responsible for full employee lifecycle. This includes recruitment hiring onboarding/offboarding supervising communicating job expectations regular feedback performance reviews coaching professional development ongoing training and continuous learning of staff.
• Oversees the OHEPs annual budget and reporting including project funds.
• Perform other duties as required.

Consequence of Error/Judgement
This position works independently with guidance and will need to exercise a high degree of judgment and initiative. This position is responsible for making professional project decisions and recommendations that impact the success of projects that are vital to achieving the Facultys strategic objectives. The portfolio routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is essential. Through its close interaction with partner organizations this position has a direct impact on the credibility and integrity of the FoM within the health authorities government business academic communities and various other external stakeholders. If confidentiality is mishandled or breached professional and academic careers may be affected. Disseminating incorrect information would greatly impact the reputation of the Faculty and the University as a whole. Failure to meet project targets or deadlines or lack of planning could adversely impact the reputation of the Faculty and the University. Errors in judgment with internal and external constituents could have a negative impact on the Faculty and the University resulting in legal action negative public relations financial costs and loss of credibility.

Supervision Received
This position works independently under the direction of the Vice Dean Health Engagement and Managing Director.

Supervision Given
Directs and manages administrative and other support positions and supervises the workflow of support staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

A project management-related certificate or designation is preferred. Project coordination and/or management experience is strongly preferred.

An in-depth knowledge of the history of Indigenous peoples in Canada and the impact of the colonialism on Indigenous health wellness and other social issues is expected.

Experiential knowledge of Indigenous peoples cultures and histories is an asset.

Knowledge of University and Faculty of Medicine policies procedures governance and administrative systems preferred.

Excellent communication and public relations skills (spoken and written formal and informal) and computer skills (e.g. with the MS Office Suite) are required.

Must be intuitive and analytical. The ability to proactively identify next steps and options in particular when encountering a challenge is required.

Must have strategic and system thinking skills with strong attention to detail and ability to see the big picture.

Proven ability to build and maintain business relationships at senior levels and in complex environments such as health care organizations or universities.

Ability to exercise a high level of diplomacy tact and discretion when working with information of a confidential and/or sensitive nature and in dealing with various levels of senior administration and external agencies.

Ability to manage projects that involve a variety of partners or stakeholders.

Ability to develop implement and evaluate project and communication plans.

Flexible comfortable working in ambiguity high action orientation and invigorated by change.

Ability to adapt to changing priorities set work priorities work under pressure and meet deadlines within allocated time and resources.

Ability to diagnose problems identify underlying issues and effectively resolve the issues.

Ability to mentor and coach staff establish standards and goals evaluate performance provide feedback and take corrective action.

Ability to consistently foster collaboration and respect among team members by addressing elements of the group process that impede or could impede the group from reaching its goals.