Manager, Dean's Office

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

This position is responsible for managing the daily operations of the UBC Faculty of Managements administrative office including leadership of major Faculty service committees strategic management of Faculty budgets and financial operations and executive oversight of high-impact projects and initiatives on behalf of the Dean Associate Deans and Director. Significant responsibilities include performing analysis providing recommendations and executions on action and information required concerning hiring supervising training evaluating performance of staff; establishing workloads and work priorities of support staff; developing and/or implementing administrative policies and procedures; ensuring compliance with collective agreements; drafting coordinating and communicating external and internal information; advising on policies and procedures to all members of the Faculty. Provides diverse and complex decision-making support to the Dean Associate Deans and Director on ongoing and special projects. Manages the physical resources for the Faculty. Participates in Faculty activities related to enhancing safety in the workplace.

Oversees projects activities services goals and objectives on behalf of the Dean Associate Dean and the Director. Coordinates the broad range of ongoing annual and one-time projects and activities within the Faculty. The Manager is knowledgeable about all operational and procedural aspects and systems of the Faculty.

Work Performed

Administration:

• Oversees and leads the administrative and HR processes for the Faculty (Appointment Promotion and Tenure Faculty recruitment and onboarding) including managing the BCGEU staff responsible for these processes developing and maintaining an organizational timeline of what needs to happen and by whom.
• Provides strategic oversight and operational leadership for faculty onboarding and relocation ensuring alignment with UBC policies and optimizing the experience for incoming academic staff.
• Acts as the primary liaison between the Faculty and UBC central units to resolve complex relocation matters.
• Leads the administration of the peer review of teaching process for tenure-stream and term instructional faculty ensuring rigorous standards procedural integrity and timely completion in accordance with UBC policy.
• Plans directs and evaluates high-profile Faculty eventsincluding academic retreats institutional Open House initiatives formal receptions and Faculty-hosted conferences and workshops.
• Oversees event strategy and execution to ensure alignment with Faculty priorities and reputation-building goals.
• Oversees governance operations within the Faculty including the nomination and election process for committees.
• Ensures that all standing and ad hoc committees operate under current clearly defined Terms of Reference and maintains an updated repository of governance documents to support transparency and institutional memory.
• Develops and maintains a robust tracking system for faculty service contributions. Analyzes and verifies data to support performance reviews workload distribution and equity in service commitments across the Faculty.

Personnel Management:

• Hires manages supervises and coordinates the work of the administrative support staff. Develop performance standards and job content; evaluates employee performance and development; disciplinary steps and terminate staff. Hire temporary support staff as needed. Approves and monitor vacation and medical requests and mediates conflict; monitors sick leave requests; compiles statistics and schedules for annual vacation requests.
• Establishes workloads; improves workflow procedures and staff utilization to ensure a smooth operation of the administrative office; appraises and improves efficiencies of work processes; responsible for reallocating staff to other projects as needed by the Faculty; develops and implements administrative policies and procedures ensuring compliance with the collective agreement. Resolves human resource matters related to employee development and performance management to promote a positive working environment.
  

Financial Responsibilities:

• Provides strategic oversight of the Facultys operating budget managing and monitoring expenditures to ensure alignment with institutional priorities and fiscal accountability.
• Exercises delegated financial authority reviewing and approving expenditures to ensure compliance with UBC policies funding restrictions and internal controls.
• Conducts variance analysis identifies financial risks or trends and advises the Deans Office on budgetary implications to support sound financial decision-making.
• Works with the Director to develop short and long-range strategic resource plans
• Works with the Director to set strategic goals and policies regarding the role of administrative support staff. Provides orientation and training to administrative staff.
• Leads the procurement and budget management for space renovation and infrastructure projects within the Faculty.
• Oversees the acquisition of vendor quotations in accordance with UBC procurement policies and ensures cost-effective solutions and manages project budgets through all phases of implementation monitors expenditures against approved allocations and provides regular financial reporting to ensure projects are delivered on time and within budget.
• Performs other related duties as required.

Consequence of Error/Judgement
The work requires the highest level of tact discretion and accuracy. Errors in judgment will reflect negatively on the Faculty and UBC and could lead to lost opportunities in hiring litigation or the loss of existing personnel. A breach of confidentiality could negatively affect professional and academic careers. Providing incorrect data would have adverse budgetary consequences and could result in expenditure overages. Mistakes in staff management could cause distress and diminish the workflow and cooperation of the team.

Supervision Received

This position reports directly to the Director. Sets own priorities based on workload and receive no day-to-day supervision.

Supervision Given

Supervises two (2) BCGEU employees. Supervision includes hiring training and performance evaluation; participates in the discipline and termination processes; establishes workloads.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of two 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

• Demonstrated ability to maintain a positive and supportive working environment in conditions involving tight timelines for deliverables.
• Demonstrated managerial experience in building and leading a team projecting a positive image and negotiating successfully.
• Experience in financial planning and budgetary control in the University sector.
• Proven ability to make decisions independently using tact discretion and good judgement.
• Ability to analyze and interpret data determine implications and provide recommendations.
• Ability to develop and implement policies and procedures.
• Ability to develop and monitor budgets.
• Ability to think strategically and analytically.
• Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines.
• Demonstrated supervisory and problem-solving skills.
• Ability to identify and effectively resolve conflict.
• Ability to effectively recruit train supervise and motivate employees.
• Commitment to equality and organization.
• Demonstrated oral and written communication skills.
• Ability to be thorough accurate and have a high level of attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently and within a team environment.