Manager, Administration and Operations

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Job Profile

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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 Associate Vice President Students (AVPS) portfolio at UBC Okanagan partners in advancing the universitys academic mission by supporting the whole student experience both inside and outside the classroom. We foster a sense of belonging by promoting an accessible equitable environment and creating opportunities for students to learn engage and thrive.

This position is a key member of the AVP Students Office providing administrative leadership and support to the AVP Students portfolio. The portfolio encompasses multiple interconnected student service units that serve both undergraduate and graduate students. This position plays a pivotal role in coordinating communication and collaboration with stakeholders across the AVPS portfolio and the broader university community.

This position will lead the development and implementation of initiatives to strengthen human resources financial management operational infrastructure and learning and development within the portfolio.

Organizational Status
This position reports to the Director AVP Student Office.

Work Performed
Strategic Administrative Management

• Leads the development implementation and communication of portfolio wide policies procedures and practices to support effective administration and workflow processes to ensure efficiency and alignment with portfolio goals.

• Develops annual goals priorities and operational plans in order to effectively manage the AVPS Office and provides leadership to unit directors. Enacts change management processes as appropriate.

• Evaluates trends and survey data to recommend develop andinitiateresponsive and proactive changes that will improve programs and services.

• Represents the portfolio in administrator groups and collaborate with other units to share best practices.

Financial Management

• Works with the Finance Manager and others as identified to plan and oversee AVPS finances including staff salary information to inform workforce planning.

• Responsible for the effective financial management of allocated resources including preparing the annual AVPS Office budget approving and monitoring expenditures setting fees for some services and ensuring that appropriate procedures are implemented to track financial transactions.

Human Resource Management

• Leads and standardizes HR processes including equitable hiring committees job description development onboarding career progression termination and performance management.

• Collaborates with HR to manage annual progression and merit policies and communicate information across the portfolio.

• Provides guidance on performance management practices interpret collective agreements and ensures compliance.

• In collaboration with the hiring manager oversees hiring and onboarding activities including job postings equitable hiring practices hiring committees and effective onboarding of new staff into the AVP Students portfolio.

• Develops and maintains comprehensive onboarding materials in collaboration with HR and unit Directors/Managers.

• Reports on vacation and sick leave records organizational charts and learning and development compliance.

• Advises staff on university policies and procedures related to recruitment hiring orientation training and development.

• Supervises and provides leadership and oversight to the AVPS Events Coordinator.

Professional Learning & Development

• Develops organizes and communicates learning and development opportunities including strategic retreats in-house training and All Hands events.

• Advises staff on university and portfolio policies related to professional development and collaborate with HR to share opportunities widely.

• Based on Workplace Experience Survey data establishes improvements targeted at key data measures across each unit in the portfolio.

• Participates in strategic planning to align professional development initiatives with organizational goals.

• Leads the development of professional development and learning events such as on campus conferences and special meetings including key note speakers scheduling and communications.

• Designs and delivers presentations and workshops as needed.

Infrastructure Management

• In partnership with the AVPS Office Manager leads portfolio-level space planning and optimization including office allocation reconfiguration and future-focused renovation and growth planning.

• Develops and oversees service standards and frameworks for facilities-related functions (e.g. cleaning maintenance and repairs) to ensure consistency efficiency and alignment with institutional expectations.

• Liaises with Facilities for office upgrades moves and issue resolution.

Consequence of Error/Judgement
Must be able to work independently and exercise sound judgment and decision making in managing the administrative processes and strategies for the portfolio. Must exercise good judgement in identifying and bringing forward key issues providing advice and developing partnerships.

The position has access to sensitive and confidential information the untimely or inappropriate release of which could cause acute embarrassment to the University as well as litigation. Incorrect decisions/ judgement will directly affect the UBCs reputation with the employer health authorities community and faculty staff alumni and students. Incorrect decisions would have impact on the health services offered to students the operations of the programs and the reputation of the unit and the University.

Supervision Received
Works autonomously under the supervision of the Director AVPS Office and work is reviewed in terms of sound management practices.

Supervision Given
May manage staff and be responsible for hiring discipline evaluation and termination.

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

• Bachelors degree in business administration Human Resources or a related field.

• Demonstrated experience in administrative leadership human resources coordination or operations management.

• Experience working in a complex multi-unit organization preferably in a post-secondary environment.

• Familiarity with HR systems and financial management tools (e.g. Workday) is an asset.

• Strong knowledge of HR practices including recruitment onboarding performance management and policy interpretation.

• Excellent organizational and project management skills with the ability to redesign and improve processes.

• Strong interpersonal and communication skills to collaborate effectively with diverse stakeholders.

• Ability to interpret and apply collective agreements and university policies.

• Proficiency in Microsoft Office Suite and comfort with enterprise systems (e.g. Workday).

• High attention to detail and ability to manage confidential information with discretion.

• Problem-solving and critical thinking skills to support strategic decision-making.