Manager, Administration and Community Relations

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

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Malcolm Knapp Research Forest (MKRF) generates significant annual revenue through its business partnerships including Loon Lake Lodge & Retreat Centre Gallant Enterprises Ltd. and Wild & Immersive alongside ongoing logging and forest management operations. A small team manages these activities while advancing the forests educational research and commercial priorities.

The Manager Administration and Community Relations provides leadership in finance HR and facilities operations while also serving as a key liaison with Indigenous communities partners and stakeholders. The role ensures compliance with university policies and financial regulations oversees contracts valued at $12M and builds long-term trust-based relationships that support reconciliation partnership-building and alignment with UBCs Indigenous Strategic Plan and UNDRIP.

In addition the position develops administrative systems supports organizational growth and leads community-facing programs and events. It also supports emergency response efforts participates in the 24/7 call-out list and provides coverage for the Business Improvement Coordinator as needed.

Organizational Status
Reports to the Director of the UBC Malcolm Knapp Research Forest.

Work Performed
Management

• Manage unit $11m budget overseeing revenues expenses year-end procedures financial transactions and account reconciliation

• Develop the MKRF budget(s) in collaboration with management team and prepares forecasts for future expenses

• Provides financial analysis and reporting for senior leadership and Forestry finance

• Establishes systems to support the management and oversight of revenue and expenses for major projects special purpose accounts and sponsored research accounts

• Manages licenses caretaker agreements and vendor contracts including development selection and termination. Ensures agreements and service provides meet operational safety and legislative standards

Resources:

• Manage all human resources activities including job design recruiting hiring attendance tracking performance management leaves and terminating personnel

• Leads the development and delivery of orientation onboarding and professional development initiatives to support employees

• Provide guidance and advice to managers in the interpretation of collective agreements conflict and performance management practices and ensuring compliance with Collective Agreements provisions

• Provides operational leadership and collaborates with the Director on development and implementation of strategic plans.

• Lead the development and implementation of policies and procedures and administrative systems; interpret UBC policies and procedures and communicate to staff

• Collaborate with the Manager Infrastructure and Facilities Operations to develop and coordinate emergency preparedness and response plans including fire seismic and medical emergencies in line with provincial and municipal requirements.

• Responds to call outs in the event of emergencies and utility outages at the Research Forest on a 24 hour per day 7 day per week basis.

Liaison & Coordination:

• Act as the primary liaison and advisor between Indigenous communities external stakeholders Malcolm Knapp Research Forest and UBC Faculty of Forestry fostering culturally respectful communication and collaborative decision-making

• Lead the resolution of complex and sensitive issues related to Indigenous and external partnerships exercising sound judgment and cultural competence

• Provide consultation and oversight on mutually developed protocols ensuring that Indigenous perspectives are respected and intergraded into MKRF and UBC research activities

• Oversee and chair MKRF and Forestry related committees councils and working/planning groups for ensuring that they fulfill their mandates in the most efficient and timely manner.

• Advise UBC leadership on a regular basis on the progress of community engagement initiatives and make strategic recommendations to improve policies frameworks and relationship-building practices.

on Advisory Boards and Committees:

• Represent UBC MKRF on various advisory boards committees and working groups providing input on the development of programs policies and research activities.

• Advise Leadership on community engagement progress emerging trends and legislative or policy developments affecting Indigenous relations and land management

• Build and sustain long-term trusting relationships with Indigenous communities and external stakeholders including government bodies non-governmental organizations (NGOs) and industry partners.

• Develop policies frameworks and relationship-building practices

Management Events & Operations:

• Manage the planning organization and execution of events initiatives and operational programs related to MKRF and other UBC units.

• Supervise staff ensuring they have the necessary training resources and support to effectively organize and run community-facing events meetings and cultural activities.

Consequence of Error/Judgement
This position is a financially important and complex one which is relied upon for accuracy; the Director relies upon decisions and judgment generated by position. The impact of error in transaction documentation could result in additional work and/or substantial monetary loss to the department. Frequent interaction with other departments and outside organizations requires excellent communication skills and tact to avoid negative impact on the Department and University image. Also future funding can be dependent on the administration of the contract/grant accounts.

This position manages all financial statements; failure to execute financial statements and payments in a timely way threatens the financial viability of the unit. Application of inappropriate statements and financial reports presents the University with legal and financial liabilities. Safety and security of all financial and personnel records is a primary responsibility of this position.

The position also supervises the health/safety/environment portfolio which has substantial impact on the overall performance and operating cost of the unit.

Supervision Received
Reports to the Director of the Malcolm Knapp Research Forest also participates in planning meetings with other management positions. Matters involving policy or liability are referred to the Director with suggested courses of action.

Supervision Given
Supervises 1 full time staff position responsible for clerical support and health/safety/environment coordination and up to 8 temporary staff and part-time employees as well as contract employees. Supervises all aspects of the financial work of this position including training work direction prioritization and performance discipline and termination.

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

• Experience in accounting and administrative management.

• Experience in or knowledge of Indigenous education and Indigenous knowledge traditions is an asset.

• Knowledge of University policies and procedures with particular emphasis on financial policies and procedures.

• Working knowledge of the forest industry preferred.

• A detailed knowledge of the operation of the Malcolm Knapp Research Forest is required.

• Effective oral and written communication interpersonal customer service problem resolution and organizational skills.

• Ability to work under pressure to meet deadlines.

• Ability to effectively multi-task

• Ability to exercise patience tact and discretion.

• Strong organizational planning time-management and problem-solving skills.

• Ability to oversee and coordinate work processes (goals deliverable timelines and milestones)

• Strong interpersonal and leadership skills for a team environment

• Class IV Drivers License.

• Level I First Aid Certificate.

• S100 Fire Suppression Certificate.