University of British Columbia - Kelowna, BC

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Job Summary

The Faculty Administrator will provide support to the Dean and Directors, providing broad advice and strategic guidance on Faculty-wide, administrative matters, and will be responsible for supporting on-going administrative operations of the Faculty of Health and Social Development (FHSD) and its academic units, including: financial management, human resource management, records management, space and equipment planning, security issues and special projects.

Organizational Status

The incumbent reports to the Dean of FHSD, and works closely with the Dean and Directors, providing advice and guidance on financial and administrative matters. Liaises with other university administrative units and departments (e.g., Human Resources, Financial Services, Faculty Relations, Legal etc.).

Work Performed

Financial Management:
-Oversees all financial activity in the Faculty (Dean's Office, academic units within the FHSD & Research accounts).
-Approves expense claims for all schools and Dean's office in FHSD.
-Reviews all FHSD expenditures above $3,500.
-Reviews all Research grants faculty-wide for deficits with clerk responsible.
-Participates in the Faculty's strategic budget and financial planning process; works with the Dean, Directors and Finance Manager to develop budget policy and priorities; leads and supervises implementation.
-Reviews budgets and business plans, and provides financial analyses/summaries, evaluates priorities, and makes recommendations to the Dean, Directors and Finance Manager on the allocation of funds.
-Collaborates with the Dean, Directors and Finance Manager to develop yearly budget projections; meets regularly to report on and review status.
-Oversees the implementation of systems and processes to resolve problems and improve management of financial resources.
-Oversees financial practices in the Faculty including maintenance of spreadsheets of budgets/revenues, encumbrances and expenditures of FHSD accounts; processing of journal vouchers, requisitions, travel claims/advances, purchase orders, invoices; verification of expenditures, including payroll expenditures on FHSD accounts; review and resolution of discrepancies of accounts in Financial Management Information System (FMIS); maintenance of financial records and back up files of financial transactions; processing of cost recoveries to appropriate faculty accounts; creation and modification of various internal financial forms (e.g. expense claim forms, cost reimbursement statements).
-Compiles information and data required for production of detailed financial reports to prepare budget reports and summaries of various accounts.
-Supports and participates in the development of short and long range strategic financial plans for the Faculty and its academic units.
-Assist directors with calculation of "course release" buyouts if required.
-Responsible for collection of Relocation & Moving allowance recoveries from Faculty when necessary.
-Responsible for ensuring recovery of Relocation & Moving expenses from Central by working with AA's supporting FHSD schools.
-Acts as one of the signing authorities on Faculty P/G's.

Human Resources Management
-Assesses support staff needs as the Faculty grows and develops, and makes recommendations to the Dean. Hires, supervises, evaluates, disciplines and terminates support staff.
-Directs and guides personnel matters by: conducting job classification and organizational reviews, overseeing performance, attendance, discipline, and illness proceedings, providing guidance on and conducting yearly performance appraisals, advising and/or investigating required training and/or retraining and succession planning; prepares, checks.
-Reviews documentation for job classification, reclassification, postings faculty-wide.
-Verifies and approves all staff, sessional and faculty appointments and offer letters for both regular staff and research appointments.
-Processes hourly payroll sheets for support staff; maintains a bring-forward file for processing extension of appointments, severance notices, etc.
-Reviews all Research & M&P appointments for Nursing instructors and monitors all HR and payroll related documentation (scheduling of probation reviews, annual increases, merit increases, vacation payout, calculation of FTE/Salaries.
-Develops and implements organizational changes to meet the new initiatives and evolving needs within the Faculty.
-Provides leadership, guidance and encouragement for professional development for support staff; provides staff with ongoing support with respect to training in planning, organizing, creativity, informed decision making and problem solving; Coordinates training sessions, and offers advice about training.
-Administers and acts as a resources for ARPT process for faculty.
-Annual administration of Merit/PSA process ensuring faculty payroll information is submitted accurately.
-Input personal information to add sessional instructors to ISIS.

Space and Equipment Planning
-Monitors space utilization within the Faculty and undertakes, as necessary, space planning and work/traffic pattern analyses; directs appropriate changes to workstations, office allocations, equipment location or groupings, traffic patterns and related infrastructure requirements.
-Member of the FHSD Space Planning committee providing recommendations and managing applications sent to UBC committee.
-Secures appropriate space and negotiates terms and conditions of occupancy for satellite facilities.
-Maintains furniture and equipment inventory records and approves new purchases.
-Oversees security issues, authorization of keys and controlled access. Faculty contact for emergency call-out for building or other emergencies.

General Administration
-Exercises extensive judgment and decision making with respect to daily operational matters;
-Develops and implements policies and procedures for improving and streamlining administrative functions.
-Provides informed representation of the Faculty's policies and problems in a variety of administrative university committees.
-Develops and maintains continual liaison with the university community by attending meetings, participating in university programs and serving on university committees to ensure the human and physical resource needs of the Faculty are communicated to the broader community.
-Provides support and strategic guidance to the Dean and Directors relating to employee relations, budgetary management, external partnership agreements or other administrative matters.
-Provides information and interpretation of university administrative policies and procedures to the Faculty as a whole.
-Attends faculty department meetings.
-Participate in Dean's executive committee meetings.
-Performs other related duties as required.


-Review all research-related appointments for accuracy.
-Develop and maintain research administration manual to support Faculty.
-Assist and advise with management of grants, providing guidance in HR, Finance, support/space matters.

Supervision Received
Works autonomously under broad directives from the Dean. Keeps the Dean and Directors informed and up-to-date on financial and human resource issues. Liaises with Directors, faculty, staff and students of the Faculty and with other officials both on and off campus.

Supervision Given
Provides direct supervision to the Faculty's support staff and provides overall guidance on financial and administrative issues within the Faculty. Hires, trains, evaluates, disciplines and terminates support staff.

Consequence of Error/Judgement
Provides data and recommendations that will be relied on by the Dean and Directors. Accuracy and completeness of information will form the basis for good decisions. Poor communication, insufficient research, or inappropriate recommendations leading to inappropriate decisions on procedures, products or strategic initiatives would negatively impact the reputation of the Dean, the Directors, the Faculty and the University.

Undergraduate degree in a relevant discipline. Minimum of three years of related experience or the equivalent combination of education and experience. Training and experience in business administration in an educational or public-sector setting is preferred. Minimum of three years experience or the equivalent combination of education and experience. Thorough knowledge of financial and administrative management systems, facilities management, and budget experience is preferred. Knowledge of UBC's financial system (FMIS), human resources system and budgets an asset. Analytical and organizational management. Demonstrated leadership and analytical skills. Experience with strategic and tactical planning, financial and human resources management space and infrastructure planning is required. Advanced level computer skills using word processing, spreadsheets, email, databases and financial management systems. Excellent oral and written communication, interpersonal, conflict resolution, and organizational skills. Ability to deal tactfully and in confidence with people at all levels.. Ability to work with or direct a team, and ability to work to deadlines. Proven judgement and decision-making skills, particularly in areas where there are no established policies or guidelines. Ability to manage effectively in a dynamic environment which requires multi-tasking and prioritization. Ability to foresee, prevent and resolve conflicts and other problems.