Administrative Manager

University of British Columbia

Staff – Non Union

Job Category

Job Profile
AAPS Salaried – Research and Facilitation, Level B

Job Title
Administrative Manager

Administration Centre for Gender and Sexual Health Equity Faculty of Medicine

Compensation Range
$6,068.92 – $8,724.25 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
November 28, 2023

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

Job End Date

Dec 14, 2024

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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

The Administrative Manager is responsible for the overall management and administration of research activities under the Centre for Gender & Sexual Health Equity (CGSHE).

Working in close collaboration with CGSHE’s Leadership Team, the Administrative Manager is accountable for the effective operation and administration of the Centre’s research and operational activities. This position has Centre-wide impact and operationalizes the Centre’s strategic direction while making a positive contribution to overall research priorities. The Administrative Manager works closely with partner organizations and is expected to develop, sustain and enhance research relationships with external partners and collaborators, such as the local, provincial and federal government, Health Authorities, Universities, University and Hospital Foundations, major funders and vendor partners as well as key contacts within other Centres, Faculties, and UBC Central Administration.

To perform effectively, the incumbent must have an understanding of the priorities of CGSHE, UBC, the Faculty of Medicine, and its partners in order to ensure that the resource allocation supports research priorities and initiatives of the Centre.

Organizational Status

The Centre for Gender and Sexual Equity (CGSHE) is a University of British Columbia (UBC) based, internationally recognized academic research centre with affiliation to Simon Fraser University (SFU) and Providence Health Care (PHC). The CGSHE has a strategic mandate of leadership in promoting gender equity and sexual health equity throughout British Columbia (B.C.), Canada and globally.

The Administrative Manager reports to the Centre’s Executive Director. This position liaises with a broad range of stakeholders, including leadership and staff from other UBC administrative and academic units and external entities such as partner organizations, health authorities, local, provincial and federal governments, major funders and granting agencies.

The CGSHE currently consists of approximately fifty (50) staff and interdisciplinary faculty, including academic and clinical researchers, graduate students, and frontline research staff working from a Community Research Hub in Vancouver’s Downtown Eastside and the CGSHE administrative office. The CGSHE work in a highly collaborative team and strive to hire members from diverse backgrounds and lived experiences.

The Administrative Manager will work in a designated, appropriate workspace at the CGSHE’s administrative office and spend time at CGSHE’s Community Research Hub in the Downtown Eastside on a regular basis. Travel to meetings and across sites will be required.

Work Performed

  • Provide leadership and strategic management of CGSHE resources to ensure long-term viability of the Centre.
  • In addition to internal management activities, works closely with the CGSHE Executive Director in developing and stewarding a range of external relations including with government and partner universities to support the research Centre’s vision and mission.
  • Furthers the development and writing of grants related to Knowledge Translation, Communications and Health Promotion.
  • Liaises with the Finance Team to support CGSHE faculty with budget development and setting up grants.
  • Explore funding opportunities for CGSHE and develops funding applications with CGSHE faculty.
  • Advises researchers on regulatory requirements for the conduct of research
  • Cultivates and supports a positive work and equity-oriented environment that stimulates excellence, creativity, professionalism, collegiality, well-being, and open dialogue; cultivates responsive working relationships with members of the research community.
  • Oversees human resources and finances activities and administrative team, including compliance with policies of partner institutions. Chairs the local safety committee for the Community Hub.
  • Oversees the budget and management of renovation projects and prepares purchase orders for tender in line with University and Faculty of Medicine policies and guidelines.
  • Develops and executes operational plans, goals and objectives in accordance with the Centre’s strategy, including budget development and planning in collaboration with the Executive Director and FOM Finance.
  • Develops and maintains effective working relationships with other centres, groups and team members through continual liaison; fosters and builds successful collaborations to ensure integration of research, policy, and clinical practice activities; facilitates interdisciplinary cooperation, participates on committees, and provides relevant communication on pertinent matters to other leaders within the Centre.
  • Works with the CGSHE Executive Director on developing marketing opportunities and stewarding philanthropy activities in partnership with UBC development, St. Paul’s Hospital Foundation and SFU Foundation.
  • Performs other related duties as required.

Consequence of Error/Judgement
This position works with a high degree of independence and responsibility and exercises a considerable amount of judgement. Inappropriate decisions could result in serious financial or reputational consequences for the CGSHE and UBC, undermining the Centre’s ability to meet commitments and achieve its strategic objectives. Inaccurate projections and forecasts could cause the Centre to make costly decisions regarding levels of investigator and staff resources and other support. Poor public/private sector relationships could result in a negative image of CGSHE and UBC, potentially impacting levels of research funding made available through partnerships. Errors could result in significant concerns regarding the liability, credibility and integrity of the CGSHE and UBC.
Supervision Received
Works independently with wide latitude under general directives from the Executive Director. Work is reviewed in terms of fulfillment of mandates and achievement of broad goals. Performance will be evaluated for conformity to established objectives and standards.
Supervision Given
Manages staff directly as well as indirectly through subordinates

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

  • Proven financial, budget development, and administrative experience in a large multi- disciplinary academic organization.
  • Experience in research administration and management of Tri-Council-funded, scientific or health research projects; research project coordination an asset.
  • Strong interpersonal skills to facilitate team work, inter-department and inter-agency co-ordination and inter-disciplinary communication.
  • Strategic leadership and project management, planning and execution skills. Ability to use excellent judgment in the evaluation of new initiatives and programs.
  • Demonstrated creativity and originality in problem identification and resolution and ability to communicate with and facilitate dialogue between diverse groups locally, provincially, nationally and internationally.
  • Thorough knowledge of university regulations and policies. Previous experience working with health care researchers and with UBC Finance and HR preferred.
  • Ability to deal with a diversity of people in a calm, courteous and effective manner. Excellent communication skills, both verbal and written.
  • Ability to exercise tact, discretion and diplomacy. Ability to multi-task and work under pressure.
  • Demonstrated experience in effective leadership skills and ability to provide motivational leadership to direct and indirect reports at all levels.
  • Relationship management to work collegially with diverse and interdisciplinary teams, staff, executives, collaborators, partners and funders, and proven experience in identifying opportunities to build new or expand existing relationships.
  • Proven supervisory experience, strong leadership and management skills.
  • Experience in dealing with crises, short deadlines and sensitive public health, clinical or research issues.

We encourage applications from members of groups that have been marginalized on any grounds including sex, sexual orientation, gender identity or expression, racialization, experience as a sex worker, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

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