Administrator

Job Summary

The Department of Anthropology prides itself as a site of research and teaching on issues of inequality and social justice globally. A core value of the Department is its commitment to community engaged research, including with Indigenous partners. The Department is home to the Lab of Archaeology (LOA), which both stewards First Nations’ ancestors’ belongings in its provincially mandated repository and serves as a research hub for faculty and students across campus.

The Department Administrator plays a key role in maintaining the smooth operation of our diverse community. The Administrator is responsible for managing the Department’s strategic planning, financial processes and reporting, academic planning, human resources, and building maintenance and space allocation. The Department has 28 tenure stream faculty members, in addition to 2 Continuing Sessionals, 5 sessional instructors, 7 active emeriti, 1 CUPE 116, 2 CUPE 2950 and 3 M&P staff, 33 Teaching Assistants, 13 Research Assistants, and 13 Work-learn students. In addition, each year the Department hosts at least 10 Honorary Research Associates, as well as a number of Visiting Professors and Post-Doctoral Fellows. The program has over 70 graduate students (MA and PhD), and approximately 3,500 undergraduate students enrolled annually, with about 200 students in the major, minor and honours program.

The total annual budget for the Department is approximately $7.5 million, (including GPOF, Grants, Endowments, and other monies). Administration is temporarily located in Ponderosa Annex G, while the Anthropology and Sociology building is undergoing renovations (expected completion in 2028).

Organizational Status
The Administrator reports to the Department Head. All support staff and Work Learn students report directly to the Administrator with the exception of LOA support staff and Work Learn students who report to the Manager of LOA. The Administrator interacts with faculty, students, staff, the general public, the Dean’s Office, and various layers of the University, including departmental offices and other academic and administrative units on campus. The Administrator is part of the Faculty of Arts Administrative Group and works closely with other Arts Administrators and with the Assistant Deans, Facilities, Human Resources and Finance to develop stronger administrative practices in the Faculty.

Work Performed

Strategic

• Oversees all aspects of the administration of the Department of Anthropology including administrative, financial, human resource, information technology, communication, and spatial matters and contributes to the development of the organizational structure of the Department.

• Provides operational leadership, develops and implements strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes; develops, manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.

• Responsible for administrative functions, including administering faculty, staff and student salaries, approving purchases of supplies and equipment and managing special projects and assignments as required; oversees relevant approvals on Workday.

• Develops, formulates and administers department operating procedures; participates in formulation of operating policies and procedures to ensure efficiency and effectiveness.

• Manages the smooth flow of information between all layers of the Department, including between staff, graduate and undergraduate programs, and faculty within the various subfields, as well as between the University and community partners.

Budget and Financial Management

• Administers, manages and controls the Department’s General-Purpose Operating (GPO) budget, including maintaining control of departmental expenditures and budget forecasting; prepares departmental budgets and statistics for the Head’s and Dean’s offices.

• Develops and oversees policies and procedures related to financial management ensuring financial controls are in place and aligned with Faculty/University policy and best practices; monitors operating costs.

• Authorizes expenditures, transfers funds as necessary, creates and analyzes associated budget reports on operating expenses and recommends reallocations, prepares financial forecasts analyzing resource requirements, evaluates financial priorities, prepares final financial submissions, supervises the maintenance of internal records, the reconciliation of Financial Services ledger sheets, resolves discrepancies, acts as Purchase Card Co-ordinator; manages relevant approvals on Workday.

• Manages and administers research grants by monitoring financial accounts and expenditures, including salary awards and foreign grants.

• Manages semi-annual work-learn funding application process and other funding bids, as required (i.e. academic equipment funds, external grants, TA training grants).

Academic

• Prepares statistical material, i.e. enrolments, reports, personnel information.

• Manage and oversee the unit's course scheduling and ensure curriculum is in line with Department priorities; coordinates with the Department Head to set course schedules each fall.

Human Resources Management

• Hires and manages staff, periodic short-term hires, and student employees; coordinates, as needed, with LoA Manager on Work Learn appointments and hiring priorities for that subunit. Oversees all HR issues for LoA as well as the Department, and undertakes a supervisory role for the LoA Manager, in coordination with the Director of LoA.

• Anticipates staffing needs for all staff, including at LoA. Provides leadership and guidance by developing and implementing sound performance management practices; interpreting and implementing various collective agreements; ensuring departmental practices are consistent with Agreements.

• Oversees handling and resolution of complaints, including at LoA; hiring, training, evaluating and terminating staff; developing and updating job descriptions. Establishes and implements human resource practices, policies and programs. Reviews organization, develops and implements organizational change. Promotes teamwork through staff meetings.

• Assists faculty with the hiring of graduate and undergraduate assistants; advises on terms and rates of employment, clarifying UBC policies.

• Responsible for all administrative arrangements for all departmental and research grant funded appointments. Oversees tenure and promotion processes. Coordinates immigration requirements for visiting researchers, students and faculty. Advises faculty and staff on departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies. Assists with faculty relocation issues.

• Oversees the administrative process for tenure/tenure track faculty searches.

• Organizes the Department’s administrative records (paper and electronic) and maintains records so that they are accessible and held according to the University’s record retention schedules.

Facilities and Infrastructure

• Administers departmental space including the allocation and reassignment of offices, equipment, labs and storage spaces, coordinates office and lab renovations and alterations; ensures that the building is maintained and that systems are functioning; ensures that the Department is following the Faculty of Arts space allocation guidelines; oversees issuing keys or fobs to faculty, staff, and students.

• Authorizes the acquisition of all necessary supplies, equipment and services for the administrative functions of the Department.

• Ensures the latest technology is available for use in the Department.

• Administers fire and safety regulations, disaster plans, emergency preparedness, and health and safety regulations.

Consequence of Error/Judgement
Poor decisions about policy, budgeting, resource allocations, staffing as a consequence of inadequate or inaccurate information or poor analysis of available information or a failure to represent the Department or Department Head well or failure to work in a timely and effective manner may lead to damage to the credibility of the Department Head or faculty or to the Department Head’s ability to perform their job well. The Administrator is held responsible and accountable for actions and errors made by union and non-union (non-academic) staff. Incorrect budget planning could cause over expenditures and lack of funds available for necessary operations of the Department of Anthropology. Incorrect interpretation of policies, procedures, union agreements and manuals could cause personnel, financial and operational difficulties. Incorrect advice to faculty and students applying for grants and scholarships could impact funding.

Supervision Received
The Administrator works with considerable latitude. Work is carried out independently under the general supervision of the Department Head of Anthropology. The Administrator also works closely with the Director of Finance, Assistant Dean/Administration, and other Dean’s office staff in the Faculty of Arts.

Supervision Given
The Administrator selects, hires, trains, supervises, and allocates work to and reviews the performance of staff and students, and terminates staff when necessary; resolves personnel problems; ensures conformity to established standards.

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 one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Demonstrated ability to be culturally sensitive and work with an array of people is essential as the position requires interaction with students (undergraduate and graduate) alumni, faculty, staff, Teaching Assistants, and community partners. Experience working with diverse populations, including members of Indigenous and immigrant communities, is an asset.

The position requires an ability to: establish effective relationships with a variety of stakeholders within the unit and beyond; maintain accuracy and attention to detail; anticipate problems and issues and plan ahead; compose correspondence, reports, presentations, and other written materials using clear concise business English; gather, record, and organize information; effectively manage multiple tasks and priorities; analyze and interpret data and problems, determine implications and provide recommendations; communicate effectively both verbally and in writing; develop and deliver effective presentations and workshops; make decisions and recommendations involving highly complex issues; exercise sound judgment; plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources; deal effectively in a courteous and calm manner with a diversity of people; work independently with minimal supervision; and effectively facilitate groups to achieve appropriate outcomes. Computer experience is required, including knowledge of SISC, Hyperion, ISIS; extensive familiarity with Workday is a plus, as is thorough knowledge of University policies and procedures, as well as other administrative units’ processes.