Manager of Administration

Job Summary

UBC’s Alex Fraser Research Forest is part of the Faculty of Forestry & Environmental Stewardship, and is responsible for managing the University’s obligations and opportunities on a small, 10,000 hectares crown forest tenure generating an annual gross revenue of up to $2 million. Additionally, it operates a 55-acre research and educational facility that offers accommodations, venue rentals, and youth programming. Because of the size of operations, the Alex Fraser Research Forest is managed with a small, close-knit team of individuals who are responsible for a large diversity of tasks. The Manager of Administration provides complex financial, administrative and operational support for the team. Major responsibilities include financial record keeping and reporting, departmental purchasing, and support of the team and facilities to help ensure the objectives and goals of the department are met. The position also supports the Director of the Alex Fraser Research Forest in emergency response and overseeing special and ongoing events and will be on the emergency call-out list in the event of emergencies and utility outages, being available 24/7.

The position requires the incumbent possess customer service and communications skills, a positive attitude and ability to multitask. The position also requires a thorough knowledge of office routines, software, technology and University policies and procedures.

Organizational Status
Reports to the Director of the Alex Fraser Research Forest. Works in close coordination with UBC’s Faculty of Forestry and Environmental Stewardship (FES) and Malcolm Knapp Research Forest (MKRF) administrative staff. The position liaises with persons at various staff levels within the University community on a regular basis as well as external organizations, including log buyers, consulting firms, researchers, tenants, and contractors.

Work Performed
Financial Administration

• Manage unit budget, overseeing revenues, expenses, year-end procedures, financial transactions and account reconciliation.

• Develop the AFRF budget(s) in collaboration with management team and prepares forecasts for future expenses.

• Provides financial analysis and reporting for senior leadership and Forestry finance.

• Establishes systems to support the management and oversight of revenue and expenses for the AFRF, including, but not limited to consulting, harvesting operations, sponsored research, silviculture obligations, facility rental, program registrations and major projects. Reconciling data points in internal accounting system against Workday.

• Manages licenses, caretaker agreements, and vendor contracts, including development, selection, and termination. Ensures agreements and service provides meet operational, safety, and legislative standards.

• Provides advice regarding the unit’s use the financial/HR system (Workday) and develops policies and procedures to improve management of financial resources.

Human Resources

• Coordinates all human resources activities, including job design, recruiting, hiring, attendance tracking, performance management, leaves, and terminating personnel. Working closely with the UBCV FES HR team for workday related business processes and with the Director, AFRF for final decisions.

• Collaborates in the development and delivery of orientation, onboarding, and professional development initiatives to support employees.

• Oversee and ensure staff and student workers have the necessary Workday and administrative systems training.

• Provides guidance and advice to managers in the interpretation of collective agreements, conflict and performance management practices and ensuring compliance with Collective Agreements provisions.

Facilities and Administration

• Provides operational leadership and collaborates with the Director on development and implementation of strategic plans.

• Manages administrative systems and collaborates in the development implementation of policies and procedures.

• Collaborates in the development and coordination emergency preparedness, certification, planning and response according to University, Faculty and Forest Safety Council policies and requirements.

• Manages the development of staff and procedural manuals and records.

• Coordinates workshops and logistical needs for external training events and tours as required.

• Manages the assessment and procurement of office and facility equipment.

• Oversees the administration of facility rental bookings and rental collection.

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 department. Frequent interaction with other departments and outside organizations requires excellent communication skills and tact to avoid negative impact on the Department and University image. 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 unit. Application of inappropriate statements and financial reports presents the University 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 Alex Fraser Research Forest, also participates in planning meetings with other positions. Matters involving policy or liability are referred to the Director with suggested courses of action.

Supervision Given
Manages all aspects of the financial work of the department including training, work direction, prioritization and performance. Ensures timeliness and accuracy of financial processing completed by others. Manages contractors engaged in the maintenance of office facilities and equipment. Implements onboarding process for new hires as per University procedures.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Completion of at least 7 of the 14 CPA academic prerequisites. 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 one’s own

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

Preferred Qualifications

• Experience in accounting and administrative management.

• Class V Drivers License.

• Level I First Aid Certificate.

• 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 and set priorities.

• Ability to exercise patience, tact and discretion.

• Knowledge of University policies and procedures, with particular emphasis on financial policies and procedures.

• Knowledge of the BC Forest Safety Council and completion of auditor training.

• Willingness to acquire and maintain FoodSafe and Serving It Right certifications.

• Working knowledge of the forest industry preferred.