Senior Manager, Administration and Operations, Fraser

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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 Senior Manager Administration and Operations Fraser provides high-level and strategic support to the Associate Dean Fraser (Education); the Senior Director Education Programs and Services; and education administrative leaders within the Faculty that support Fraser-based medical and health educational activities / programs. Acting as a trusted advisor and key partner the Senior Manager ensures the smooth coordination implementation and continuous improvement of educational programs initiatives and partnerships in alignment with institutional priorities.

The Senior Manager is a key leadership position responsible for overseeing the administrative operational and strategic functions of the office and portfolio of the Associate Dean Fraser (Education).

This position is located at the Surrey Memorial Hospital with required travel within the Fraser region. Occasional travel to Vancouver and other affiliated locations as required.

Organizational Status
Through its vision and mission the Faculty of Medicine University of British Columbias has a fundamental responsibility to educate develop and mentor future and current health practitioners educators and researchers who can work together effectively to serve evolving health needs.

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 11000 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 Faculty is comprised of: approximately 2200 administrative support technical/research and management and professional staff as well approximately 650 full-time academic and 8500 clinical faculty members 19 academic basic science and/or clinical departments three schools and 23 research centers 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 centers across the province.

Work Performed
Strategic and Operational Support

Serve as the primary operational liaison to UBC Faculty of Medicine senior faculty and administrative leaders anticipating needs and ensuring priorities are advanced efficiently. This includes briefing the Associate Dean Fraser (Education); the Senior Director Education Programs and Services; the Administrative Director Office of the Vice Dean Education; and other senior faculty and administrative leaders on the advancement of educational activities projects and initiatives specifically operational imperatives and implementation of new initiatives. This includes ensuring the UBC Faculty of Medicine avoids exposure to liabilities and brings any concerns to the attention of senior leaders.

Centre justice equity diversity and inclusion across all aspects of Fraser-based education activities. Leading from an intersectional framework ensures an accessible inclusive and welcoming environment for faculty staff and learners.

Participates in the development and implementation of strategic goals and objectives; participating in the strategic planning process for regional educational initiatives including goal setting performance tracking and outcome reporting. This may include setting a roadmap priorities and actionable objectives to enable teams to achieve established goals.

Monitor and manages emerging issues opportunities and risks providing recommendations to leadership for timely decision-making; and provides strategic support to leadership in managing issues as they arise.

In alignment with Faculty priorities and in close consultation with senior leadership develop and oversee Fraser-based communications to support engagement with faculty staff learners and partners.

Program and Partnership Coordination

Facilitate collaboration between regional faculty program leads and education teams within the Faculty of Medicine to ensure alignment with institutional and education-specific policies priorities and accreditation requirements;

Build and maintain effective relationships with key regional partners including partner organizations and community groups. This includes leading and developing partnership strategies for collaboration engagement and relationship building with education teams Fraser Health and community partners.

Manages and oversees the planning and execution of academic events meetings and site visits in the region.

Identify and manage dependencies benefits and risks associated with internal and external partnerships.

Engage with leadership in Fraser-based education programs and ensure a strategic communication plan is in place with key interested parties.

Develops and manages operational financial budget. Provides input into budgets in coordination with Faculty of Medicine education teams ensuring financial sustainability as and when required. This includes monitoring financial performance as required identifying risks and implementing corrective measures as needed.

Oversee procurement negotiate contracts and vendor relationships to ensure cost-effective and compliant operations as and when required.

Administrative Leadership and Governance

Work closely with the Senior Director Education Programs and Services; the Administrative Director Office of the Vice Dean Education; and other education administrative leaders and teams to coordinate cross-functional initiatives and share best practices;

Manages the development implementation and refinement of policies procedures and operational guidelines to improve program delivery and accountability;

Lead and manage projects; forecast operational needs; determine milestones; timelines; partner analysis; risk management planning; change management plans; and communication strategies.

Represent Faculty of Medicine education in institutional meetings working groups and external engagement as needed. This may include providing advice guidance and direction to members in these meetings and working groups as it relates to Fraser-based activities.

People and Culture

Lead and foster a collaborative and inclusive environment that supports diverse perspectives and encourages innovative problem-solving. This includes identifying opportunities for growth partnerships and process improvements.

Provide oversight mentorship and guidance to staff supporting regional educational activities and build capacity for cross-functional teams. This includes supervision of administrative and operational staff in the Fraser region fostering a culture of excellence collaboration and professional growth and development.

Develop strategies objectives work plans and evaluate progress and effectiveness through reporting lines and in close working relationships with education team leaders in the Fraser region. This may include building high-performing teams by recruiting onboarding and retaining top talent.

Ensure compliance with HR policies including recruitment performance management and employee relations.

Support faculty needs by coordinating with Faculty of Medicine teams and leadership.

Facilities Management

Collaborate with partners and internal education teams to ensure spaces are properly equipped and well-maintained to support activities across the Fraser region.

Partner with Faculty of Medicine teams (education and facilities) to plan for future facility needs including expansions upgrades and technology enhancements / integration.

Perform other related duties as necessary to support the Associate Dean Fraser; the Senior Director Education Programs and Services; and education teams with strategic priorities and in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement
The Senior Manager Administration and Operations Fraser will exercise judgement and initiative in establishing priorities and carrying tasks through to completion and must demonstrate tact and discretion. Errors in judgement or ineffective communication may impact relationships with education faculty and staff and leadership. Errors in performing duties or inappropriate disclosure of confidential information will compromise the effectiveness of the Office of the Vice Dean Education and could reflect negatively on the Faculty of Medicine and the University.

Supervision Received
Reports directly to the Senior Director Education Programs and Services.

Works closely with and takes direction from the Associate Dean Fraser (Education); and the Administrative Director Office of the Vice Dean Education. Liaises with administrative directors managers and faculty leaders as appropriate across Faculty of Medicine education teams. Works independently under broad directions and minimum guidelines. Work is reviewed in terms of sound management practice and effective achievement of specific objectives.

Supervision Given
Directly supervises on-site staff based in Fraser as required.

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 ones own

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

Preferred Qualifications

Ability to identify obtain and effectively manage organizational resources (e.g. people materials assets budgets).

Ability to effectively manage and lead change in a collaborative manner.

Experience leading staff and working with senior leadership. Ability to work effectively with varied and diverse groups and dynamic environments. Possesses effective interpersonal and strong leadership skills.

Ability to navigate complex environments such as UBC Central Health Authorities and partner organizations.

Excellent oral and written communication and public relations skills.

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 maintain accuracy and attention to detail.

Ability to manage projects that involve a variety of parties. Ability to develop implement and evaluation project and communication plans.

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 impedes or could impede the group from reaching its goals.

Intermediate to advanced level computer experience required (Microsoft Office programs including Outlook Word Excel SharePoint and PowerPoint).

Ability to effectively design and modify web sites.

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

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