Manager, Operations and Administration

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration Level A

Job Title

Manager Operations and Administration

Department

Administrative Staff and Managers Vancouver School of Economics

Compensation Range

$5791.00 - $8323.42 CAD Monthly

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

September 12 2025

Note : Applications will be accepted until 11 : 59 PM on the Posting End Date.

Job End Date

March 31 2029

This position is expected to be filled by promotion / reassignment and is included here to inform you of its vacancy at the University.

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

Manages the day-to-day operations of front-facing administrative staff and payroll requirements for faculty research staff and student appointments. Major responsibilities include : managing grant processes; providing first-level advice and information to faculty and staff regarding human resources and labour relations issues; developing and implementing administrative policies and procedures; and providing advice to faculty staff and students on School and UBC policies and procedures. Manages operational functions related to facilities safety and special projects. Manages facility resources including overseeing maintenance requests major and minor renovation projects managing local safety program developing and implementing policies and procedures and supporting the Senior Manager Administration on operational elements of special projects. The position also manages financial activities including research operations contracts and special purpose grants. Directs and trains staff on accounts payable accounts receivable and appointment processes and develops financial reports of a specialized nature. The position also researches and prepares reports for senior management.

Organizational Status

Reports to the Senior Manager Administration and Operations and the VSE Director. Works closely with faculty researchers and other support staff and students. Interacts and liaises with numerous university departments including the office of the Dean of Arts Human Resources and Financial Officers Procurement Research Services ORS UILO UBC Project Services Building Operations vendors and granting agencies (e.g. Tri-Agency NIH commercial and private organizations). The position manages special projects activities and research events in a department with over 400 active positions.

Work Performed

Administrative and Operational Management

Oversees complex administrative and operational functions independently determining grant payroll actions for faculty staff and student appointments. Exercises sounds judgement to ensure compliance with institutional polices and takes responsibility for resolving payroll related discrepancies that may impact funding accuracy or administrative integrity.

Manages day-to-day human resource functions for CUPE 2950 staff including hiring training performance evaluation discipline and termination; liaises with Arts HR and Finance Service Centre on staff matters.

Oversees the implementation of unit wide policies and procedures using independent decision-making authority and critical judgement to interpret requirements and resolve complex issues. Provides informed guidance and leads improvements that strengthen operational effectiveness and service delivery.

Provides guidance to researchers on HR and Finance matters including budget estimates for grant proposals.

Manages CUPE 2950 staff including hiring training performance evaluation discipline and termination.

Develops and implements VSE and UBC grant procedures; ensures staff are trained accordingly.

Develops and manages external and internal communication for School administration.

Acts on behalf of the Senior Manager Administration in operational matters including decision making in their absence. Participates in planning discussions to ensure integration of administrative activities and continuity of operations across the School.

Writes confidential communications pertaining to the School faculty and university matters external relations and activities with tact and diplomacy.

Collaborates with VSE managers Directors and Executive Advisory members on strategic goals and initiatives. Provides back-up for the Senior Manager Administration.

Financial Management

Manages financial operations for research contract special purpose and operating accounts ensuring decisions reflect compliance with policies and sound fiscal management. Evaluates expenditures resolves discrepancies and contributes to unit wide budget planning in collaboration with the Senior Manager.

Oversees and exercises a higher level of judgement in evaluating the financial performance of research and contract accounts including interpreting complex funding agreements assessing spending patterns and identifying risks to ensure funds are optimally used within contractual terms; advises researchers on financial planning eligibility and compliance.

Ensures compliance with Tri-council UBC policies and tax regulations; recommends improvements to accounting and reporting systems; monitors financial efficiency of research and special operation accounts.

Manages individual and ongoing research grant accounts ensuring alignment between budgets and actuals through reconciliations and variance analysis.

Produces customized financial reports to support decision making and resource planning.

Supports academic and research forecasting by generating data and reports for faculty and the Senior Manager.

Space and Facilities Management

Leads space planning initiatives that support teaching research and administrative priorities; applies judgement in balancing operational needs long term space implication and stakeholder input when preparing and assessing space scenarios under the Senior Managers direction.

Oversees execution of complex logistical operations including faculty office moves by establishing timelines assigning resources and ensuring coordination to minimize disruption and meet operational deadlines.

Resolves space-related conflicts and competing resource needs within the constraints of budget physical space and operational priorities.

Advises on and ensures compliance with facility use and inventory policies and standards.

Health & Safety

Manages the departments safety program and serves as co-Chair of the Local Safety Team.

Acts as a resource on all accident incident and near-miss investigations.

Ensures investigations are completed in a timely manner and comply with WorkSafe and UBC / JOHSC protocol.

Implements and enforces onboarding protocols for new employees in collaboration with UBC Risk Management ensuring training compliance and alignment with the university safety and operations standards.

Directs communications team on updates to the LST AIR and SharePoint webpages; regularly reviews CAIRS access and reports.

Additional Responsibilities

Completes other duties as required to support the Senior Manager and School Director.

Consequence of Error / Judgement

Effective management of VSE resources is critical to the success of the School. Must exercise judgement based upon a thorough knowledge of procedures guidelines and regulations and on knowledge of human behaviour. Failure to anticipate change and to foster positive and sustainable responses to that change could have a significant impact on the long-range effectiveness of the VSE and its ability to achieve established goals. Failure to provide accurate and useful advice in hiring and financial practices could have serious financial implications for research and operational funds as well as for School morale.

Supervision Received

The incumbent works independently under the general supervision of the Senior Manager Administration and Operations. Work is reviewed in terms of the achievement of strategic goals. The position requires strong decision-making ability leadership and demonstrable judgement and discretion.

Supervision Given

Supervises two full-time CUPE staff temporary admin staff and student employees. The incumbent selects hires trains supervises allocates work to and reviews the performance of staff and students resolves personnel problems and ensures compliance with established standards.

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 administrative and operational support in an academic environment. Demonstrated ability to provide leadership and manage complex strategic plans. Ability to work independently and with others. Effective communication and organizational skills. Computer experience required and knowledge of Workday Human Resources and Finance ACMS Pinnacle an asset. Thorough knowledge of University policies and procedures as well as other administrative units and capable of providing interpretation and advice on these policies.

Required Experience :

Manager

Key Skills

Business Development,Anti Money Laundering,Internal Audit,Dynamics,E-Commerce,Administration And Secretarial

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 5791 - 8323