Director, Administration

University of Victoria; Victoria; Sur place; CAD 120 000 - 160 000; Plein temps

Résumé du poste

The University of Victoria seeks a Director, Administration to oversee finances, administration, and operations of the Faculty. The role coordinates planning, budgeting and reporting, aligning with strategic frameworks across the university.

Responsibilities include HR guidance, coordinating policy-compliant workforce planning, and enhancing information flow through effective internal communications to support research, teaching and student success.

Qualifications

• 5 to 7 years’ senior level administrative experience in a post-secondary environment.
• Bachelor’s Degree in appropriate discipline; a relevant graduate degree may be considered.
• Experience in managing financial, material, physical and technological resources.
• Experience supervising staff, preferably in a multi-union post-secondary environment.
• Leading and managing change initiatives, including process redesign and change leadership.
• Project management with the ability to manage multiple projects and deadlines.

Responsabilités

• Manage finances, administration and operations of the Faculty.
• Coordinate annual Academic and Resource Planning processes and budgeting.
• Advise and coordinate Faculty HR management and workforce planning.
• Lead internal communications to enhance information flow within the Faculty.
• Ensure systems, processes and policies support research, teaching and student success.

Connaissances

Resource management

Staff supervision

Change management

Project management

Formation

Bachelor’s degree

Graduate degree

Description du poste

Under the direction of the Dean, and in collaboration with Associate Deans and Chairs/Directors as applicable, the Director, Administration (DA) is responsible for the management of the finances, administration and operations of the Faculty.

The DA coordinates the annual Academic and Resource Planning processes for the Faculty including contributing to the development of Enhanced Planning data and submissions for the Faculty and its departments and schools, working with Deans, Associate Deans, Chairs/Directors to ensure plans align to Faculty strategic plans and the university’s Strategic Framework and its subsidiary plans.

The annual planning and allocation process includes the operational and strategic planning and management of all aspects of the Faculty budget including the development, control and administration of the annual budget. Undertakes regular analysis and forecasting of budget position and develops reports for the Dean. Works closely with the Dean to develop budget proposals for the Vice President Academic and to review budget proposals from reporting units.

The DA is also responsible for advising, guiding, supporting and coordinating Faculty-wide staff human resources management, including workforce planning, ensuring consistency with all related University policies and procedures, collective agreements, and resource planning/administration. In addition, this position directly manages the office of the Dean and other administrative units as assigned.

This position leads the development and administration of effective internal communication practices that enhance individual, unit and organizational effectiveness. Contributes to the improvement of the flow of information into and throughout the Faculty. Acts as a liaison for the Faculty, collaborating with key internal Offices including the Offices of the Vice-President Academic and Provost, VP Finance and Operations, Human Resources, Faculty Relations, General Council, Financial Services, Budget Office, Internal Audit, Facilities Management, External Relations, Student Affairs and University Secretary on related administrative issues or projects.

As the role is primarily responsible for the effectiveness of Faculty systems and processes, continuously seeks to enhance service and communication by updating systems, spaces, processes and internal policies so they responsively underpin research and teaching, maximize efficiency and support the success of students.

Qualifications And Experience

Bachelor’s Degree in appropriate discipline, and a minimum of 5 to 7 years’ senior level administrative experience working in a post-secondary environment.

An equivalent combination of education, such as a relevant graduate degree in business, leadership or public administration, and experience acceptable to the university may be considered.

Experience To Include

• Management and administration of financial, material, physical and technological resources in a large and complex organization.
• Management and supervision of staff, preferably in a multiple union/collective agreement post secondary environment.
• Leading and managing change initiatives including process redesign and change leadership.
• Project management, including the ability to manage and prioritize projects/work to meet deadlines.

Key Job-specific Competencies

University Competencies

• Self-awareness and personal insight into one’s own multiple social locations and the impact they may have on others
• Understanding of issues and concerns of equity-seeking groups; contextual understanding of the dynamics of prejudice, discrimination and harassment, including sexualized violence

Honour people and place through personal insight, indigenous acumen, and social and cultural responsivity

• Possesses a personable and genuine manner that is welcoming and conducive to cooperative interaction
• Works efficiently, effectively, and collaboratively to build a clear sense of direction and achieve results within realistic time-frames
• Establishes trust and manages difficult and often highly emotional circumstances while maintaining respect, dignity and integrity of all involved
• Demonstrates commitment to a collaborative and collegial management style, including the ability to coach, mentor and inspire others
• Is a highly effective communicator

Work Together through development of partnerships and inviting diverse perspectives

• Possesses a personable and genuine manner that is welcoming and conducive to cooperative interaction
• Works efficiently, effectively, and collaboratively to build a clear sense of direction and achieve results within realistic time-frames
• Establishes trust and manages difficult and often highly emotional circumstances while maintaining respect, dignity and integrity of all involved
• Demonstrates commitment to a collaborative and collegial management style, including the ability to coach, mentor and inspire others
• Is a highly effective communicator

Make a Difference through seeing the big picture, telling our story, and supporting the student experience

• Ability to align goals of the Faculty with the strategic objectives of the university
• Ability to think strategically
• Ability to seek out ways to support the student experience
• Demonstrated curiosity and interest in the accomplishments and contributions of colleagues and/or students

Make it Better through a focus on quality, service excellence, making informed decisions and remaining agile

• Ability to embrace and positively adapt to change
• Possesses high standards of ethical integrity
• Is organized and analytical; has the ability to set priorities and see them implemented in realistic time-frames
• Functions well in a fast-paced and dynamic environment
• Demonstrates excellent judgment and is steadfast and calm, especially in stressful situations
• Is resilient during emotionally charged situations faced by self and other team members

Unusual working conditions

Frequent periods of high volume of work related to responsibilities and deadlines. The work schedule, priorities and deadlines for the AD are self-determined according to the day-to-day priorities of the Faculty, Dean and individual department chairs, and may change rapidly and on short notice. The deadlines for many activities and tasks are non-negotiable and may be tight.