Administrative Manager

The University of British Columbia; North Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

The University of British Columbia is seeking an experienced Administrative Manager to oversee financial management and human resources for the Department of Language and Literacy Education. This full-time position involves strategic administration, budget oversight, and supporting faculty hiring processes. The role requires strong leadership, organizational skills, and a commitment to equity and diversity.

Qualifications

• Minimum of three years of experience or equivalent combination of education and experience.
• Supervisory and accounting experience are assets.
• Ability to work independently and in a team environment.

Responsibilities

• Manages all financial resources and activities of the department.
• Responsible for human resource management of the department.
• Coordinates administrative processes and departmental operations.

Skills

Organizational Skills

Financial Management

Interpersonal Communication

Leadership

Education

Undergraduate degree in a relevant discipline

Job description

1 week ago Be among the first 25 applicants

Get AI-powered advice on this job and more exclusive features.

Department

Academic & Administrative Leadership | Department of Language and Literacy Education | Faculty of Education

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Title

Administrative Manager

Department

Academic & Administrative Leadership | Department of Language and Literacy Education | Faculty of Education

Compensation Range

$6,747.50 - $9,701.42 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 position. In 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

June 9, 2025

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

Job End Date

Mar 6, 2026

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 Description Summary

The Administrative Manager is responsible for managing all financial, human resource (for faculty and staff), administrative, organizational infrastructure, and communication activities of the LLED department of the Faculty of Education. This position requires an extensive knowledge of university policies, procedures and practices, good judgment and the ability to work independently. This is a full time key management and essential operational position. Responsible for all administration for the department, including facilities oversight as required, in the Education Centre at Ponderosa Commons, which includes the Digital Literacy Centre (DLC) and Centre for Research in Chinese Language and Literacy Education (CRCCLE). This position is also responsible for providing administrative, HR and budget oversight for the department s involvement with the Ritsumeikan Academic Exchange Programme (RITS).

The Department:

The LLED Department includes about 40 tenure stream faculty and lecturers, and at any one time 20 or more sessional lecturers, and approximately 5-10 adjunct and seconded professors. The graduate program comprises over 200 students pursuing Masters (MA, MEd) and doctoral (PhD) programs. LLED Faculty teach over 200 course sections in the winter and over 70 in the summer. The department also oversees the Sessional and Graduate Teaching Assistants (GTA) hiring for the Ritusmeikan program yearly. Faculty maintain active and ongoing research programs, obtaining approximately $1 million annually from national and international government and private sector research granting agencies. At any one time, faculty research grants can support the employment of over 20 student and staff researchers. There are 2 management and 3 clerical staff positions supporting the operations and administration of the Department. Student positions are also hired on a yearly basis to oversee student driven academic work and projects. Administrative offices are located in the Education Centre at Ponderosa Commons, with classrooms located in both Ponderosa and Scarfe.

Organizational Status

Reports to the Department Head. Works with other units within the Faculty of Education and interacts with: Human Resources, Financial Services, Faculty Relations, Land and Building Services, Supply Management, Health, Safety and Environment and other administrative units as necessary across campus.

Work Performed

Financial:

• Manages and is responsible for all aspects of the Departments financial resources and activities
• Develops a comprehensive financial plan for the department including preparing annual budgets and financial statements
• Participates in shaping financial policy to implement short and long term fiscal strategies
• Manages and is responsible for all aspects of the Departments finances as necessary to ensure the smooth operations of the Ritsumeikan program
• Identifies, analyzes and addresses problems for financial analysis and report preparation using complex FMS tools such Hyperion, PS Query and nVision
• Forecasts annual expenditures; initiates revenue and expenditure proposals; oversees financial expenditures and authorizes expenditures on behalf of the Head;
• Accountable for and administers annual general purpose operating budget of approximately 6 million
• Accountable for and administers faculty contract and research grants of up to 1 million per year
• Advises for overall financial planning and assesses impact of surplus/deficit and review variances
• Ensures ongoing compliance with University and/or agency policies and procedures for all operating and or contract and research grants
• Manages internal financial system for various projects including: academic equipment grants, departmental expenses, innovative and/or outreach projects, faculty travel expenses, research stipends and other various grants
  
  

Human Resources:

• Manages the Human Resources of the Department
• Implements, and maintains standard processes and practices for recruiting and hiring to ensure selection of best candidates. Recruits and hires all support staff
• Analyzes staff workloads and workflow and initiates changes to organizations structure ensuring people and systems are in place to support the operations of the Department
• Provides creative leadership and guidance by implementing sound performance management practices, ensuring training needs are identified and opportunities are offered
• Manages faculty, sessional, adjunct, emeriti and visiting scholar hiring appointments ensuring compliance with university and faculty hiring procedures
• Manages graduate student hiring processes for all Graduate Teaching Assistants, Graduate Research Assistants, and Graduate Academic Assistants within the Department
• Provides guidance and direction to faculty members regarding human resource management and employee relations
• Promotes effective and cooperative labour/management relations
• Analyses, interprets and implements various collective agreements (CUPE 116, CUPE 2950, CUPE 2278, Faculty Association) in conjunction with HR Advisor
• Ensures departmental practices are consistent with these agreements and department personnel are aware of and follow relevant articles
• Carries out performance appraisals, performs probationary increase assessment
• Resolves personnel conflicts, grievance matters and oversees disciplinary procedures and termination processes as required
• Recommends promotions and reclassifications
• Responsible for staff vacation scheduling and maintenance of records on vacation entitlements, medical leaves and appointments and leaves of absence
• Designs, implements and maintains efficient policy for office administration and departmental technological support systems
• Leads change initiatives with respect to human resources and employee relations, staff recognition and development, succession planning, compensation and other areas as applicable
  
  

Administration:

• Responsible for the overall strategic administration, coordination and record keeping for the Department
• Develops and manages processes for the efficient administration, organization and operation of the Department
• Coordinates yearly academic timetabling and course scheduling including administration of curriculum changes
• Allocates faculty, sessional and graduate teaching assistant workloads and processing of related appointments
• Advises Faculty of relevant policies and practices of the University and collective agreements
• Responsible for the administrative process of the Appointment, Reappointment, promotion and Tenure of tenure-track and tenured faculty members
• Manages sessional, adjunct, emeriti and visiting scholar appointments ensuring compliance with university and faculty procedures
• Administers yearly allocation of Departmental graduate student awards and adjudication procedures
• Plans Departmental sponsored events (such as conferences, institutes, celebrations, and faculty, sessional and teaching assistant orientations)
• Researches and overseas new strategic initiatives for departmental business development, recruitment, communications and outreach;
• Leads change management processes, including development of training materials, new policies and procedures, and other support for stakeholders in the Department.
• Liaises with academic stakeholders both on and off campus as necessary for the Department
  
  

Facilities:

• Manages labs/research spaces, and Centers within the Department
• Manages office space utilization including initiating purchases and negotiating leases for equipment and other related items required for the administrative and research operations of the department; computer equipment, safety equipment, furniture, telecommunication needs and other large items
• Conducts ongoing analysis and audits, implementing modification and renovations to facilities as necessary
• Liaises with Campus Planning, IT Services, architects, site staff, contractors, trades personnel and suppliers. Reviews and approves special projects/construction plans
• Acts as the Department s point of contact for health and safety matters. Ensures safety requirements and modifications are carried out as required by the University Health, Safety and Environment Department, Worker s Compensation Board and other outside regulatory bodies; ensures staff and students receive adequate WHMIS and other safety training; and implements adequate security measures to prevent theft and unauthorized entry
• Assumes responsibility for emergency call-out for building or other emergencies
  
  

Consequence of Error/Judgement

High degree of judgment and initiative required in determining appropriate decisions, involving the implementation of Department, Faculty and University policies and in the design and implementation of those policies; designs and implements strategies for the efficient management of Departmental resources. Resolves issues not clearly covered by established guidelines.

Supervision Received

Works under general direction of the Head of the Department.

Supervision Given

Manages departmental staff by organizing workloads and assigning tasks, evaluating performance and development and maintaining discipline. Supervises research staff indirectly through supervisors (faculty, M&P staff) on issues relating to training and performance, and directly when dealing with disciplinary matters.

Minimum Qualifications

• 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

Undergraduate degree in a relevant discipline.Minimum of three years experience or the equivalent combination of education and experience.Supervisory and Accounting experience an asset. - Ability to work independently and within a team environment.

• Effective interpersonal, oral and written communication, organizational, supervisory, and decision-making skills.
• Ability to exercise initiative, sound judgment, sensitivity, tact, discretion and leadership skills.
• Ability to work effectively under pressure, and foster harmonious and productive working relationships.
• Must have thorough knowledge of University policies and procedures, financial, analytical and budgetary skills, human resources, record management, space planning and operational management experience.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Higher Education

Referrals increase your chances of interviewing at The University of British Columbia by 2x

Sign in to set job alerts for “Administrative Manager” roles.

City of Langley, British Columbia, Canada 1 month ago

Burnaby, British Columbia, Canada 3 weeks ago

Surrey, British Columbia, Canada 7 months ago

Burnaby, British Columbia, Canada 1 month ago

Surrey, British Columbia, Canada 1 week ago

Assistant Manager Service Operations - Afternoon Shift

Surrey, British Columbia, Canada 6 days ago

operations manager - administrative services

Delta, British Columbia, Canada 3 months ago

Burnaby, British Columbia, Canada 2 months ago

Surrey, British Columbia, Canada 3 days ago

Surrey, British Columbia, Canada 1 month ago

Burnaby, British Columbia, Canada 6 months ago

Surrey, British Columbia, Canada 3 months ago

Coquitlam, British Columbia, Canada CA$60,000.00-CA$65,000.00 3 months ago

Burnaby, British Columbia, Canada 2 weeks ago

Surrey, British Columbia, Canada 2 weeks ago

Surrey, British Columbia, Canada 1 week ago

Business Operations Manager - Ambulatory Administration - BC Women's Health Centre

Burnaby, British Columbia, Canada CA$156,124.00-CA$183,276.00 1 week ago

Assistant Construction Project Manager / Senior Construction Coordinator

Manager, Portfolio and Building Services

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.