Administration Manager

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 is a 0.6 FTE part time position and is based in Haida Gwaii. Position is posted for 2 weeks or until a suitable candidate is hired.

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 Administration Manager oversees the administrative operations of the Haida Gwaii Institute (HGI) including finance and human resource functions and is responsible for the interpretation and implementation of university policies and procedures to ensure compliance. The role also leads the enhancement of administrative and operational systems to support organizational effectiveness and growth. This position is based in Haida Gwaii.

Organizational Status
Reports to the Director Haida Gwaii Institute.

Work Performed
Financial Administration (40%)

• Serves as advisor to HGI faculty and staff providing guidance on budget implications long-range planning and ensuring all business practices align with UBCs accounting policies.

• Oversees departmental financial operations including accounting systems revenue tracking year-end processes student fee administration accounts receivable procurement and expense management and financial liaison functions exercising professional judgment to ensure compliance with university policies

• Collaborates in budget planning and long-range financial strategy while ensuring effective processes accurate reporting and compliance with institutional requirement.

• Lead the recruitment negotiation and evaluation of service providers ensuring compliance University safety legislative and operational standards.

• Provide financial support to students and First Nation Bands by coordinating program fee payment processes providing adaptive solutions to address the unique needs of HGI students

Human Resource Management (30%)

• Oversees all HR operations for the unit including recruitment appointments payroll coordination and workforce administration for faculty staff and students. Liaises with Deans Office HR team on complex HR (hiring discipline and termination) requests.

• Provides recommendations on workforce planning performance management employee relations and organizational effectiveness. Ensures consistent application of collective agreements supports resolution of complex staffing issues and guides faculty and staff appointment planning including job design and compensation recommendations.

• Oversees HR processes systems and lifecycle practices including onboarding offboarding and employee support and ensuring a high standard of operational service delivery.

• Ensure and verifies that the unit is in compliance to UBC policies procedures and guidelines for all HR/Faculty Relations (FR) related matters

• Lead the development implementation and interpretation of unit policies and procedures in alignment with UBC Faculty of Forestry and Environmental Stewardship (FES) and applicable collective agreements.

• Oversee HR processes and systems (e.g. Workday) including appointments offer letters compensation changes leave management and payrollrelated activities.

• Provide guidance training and oversight to employees in HR tasks including completion and submission of TD1-IN; navigating HR processes in workday; managing flex time records; timesheet completion.

Administration (30%)

• Oversee day-to-day operations of administrative services facilities IT coordination logistics and asset and fleet management.

• Leads the development implementation and continuous improvement of operational policies procedures administrative systems and support processes to enhance efficiency and effectiveness across HGI.

• Develops and manages operational program and special project budgets in collaboration with the Director and Program & Operations Manager including revenue and expenditure forecasting.

• Supports the Director in grant development and the identification of sponsorship and revenuegeneration opportunities.

• Manages facilities equipment IT coordination procurement shipping and asset oversight ensuring operational readiness and compliance with institutional and regulatory requirements.

• Coordinate HGI instructors travel and transportation logistics including travel arrangements book car rentals airport shuttles etc.

• Manage and lead the units health and safety serving as JOHSC representative and a resource for incident prevention investigation reporting compliance and safety training

• In collaboration with the Director oversee emergency preparedness planning and response ensuring alignment with provincial and municipal legislation and operational requirements.

• Provides coordination and governance support to the Institutes advisory and operational activities including supporting committee functions preparing compliance reports and contributing to meetings and events as required.
  

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 this position. The impact of error in transaction documentation could result in additional work and/or substantial monetary loss to the Institute. Frequent interaction with other departments and outside organizations requires excellent communication skills and tact to avoid negative impact on the Institute UBC Forestry and UBC 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 Institute. Application of inappropriate statements and financial reports presents the Institute UBC Forestry and UBC 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 Haida Gwaii Institute 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
None.

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

Experience in accounting administrative management and human resource management - Related experience working and living in Haida Gwaii or other Indigenous or rural community is preferred.
- Working knowledge of the natural resource industry on Haida Gwaii preferred
- Graduate degree in a relevant discipline to the Haida Gwaii Institute.
- An awareness of University of British Columbia policies and procedures with particular emphasis on financial policies and procedures.
- 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.