Senior Manager, Dean’s Office Administration

University of British Columbia

Employees – Non Union

Job Class

Job Profile
AAPS Salaried – Administration, Degree B

Job Title
Senior Supervisor, Dean’s Workplace Administration

Particular Initiatives and Administration Dean’s Workplace College of Utilized Science

Compensation Vary
$6,551.00 – $9,418.83 CAD Month-to-month

The Compensation Vary is the span between the minimal and most base wage for a place. The midpoint of the vary is roughly midway between the minimal and the utmost and represents an worker that possesses full job information, {qualifications} and expertise for the place. Within the regular course, staff shall be employed, transferred or promoted between the minimal and midpoint of the wage vary for a job.

Posting Finish Date
November 30, 2023

Word: Functions shall be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

At UBC, we imagine that attracting and sustaining a various workforce is essential to the profitable pursuit of excellence in analysis, innovation, and studying for all school, employees and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy variety to UBC as a office, and creates the required circumstances for a rewarding profession. 

Job Abstract

The Senior Supervisor, Dean’s Workplace Administration is chargeable for the operational and administrative group in the direction of the achievement of strategic plans and management goals of the Dean and wider College. This place will plan, develop and oversee work that allows the each day operations of the College throughout a spread of portfolios. The function will present a wide range of features together with planning and coordination of senior management conferences, administration of exterior advisory board, growth/refinement of insurance policies and procedures, cultivating and fostering complicated inner and exterior relationships and administration of the cross-functional administrative groups.  The incumbent shall be a part of a collaborative management group and can assist present steering to the tutorial and administrative models throughout the College to make sure integration, communication and execution of administrative priorities.

In main the executive operation of the Workplace, the place manages a group of employees who help the final administration and execution of the College’s mission and imaginative and prescient throughout a broad vary of actions associated to analysis, instructing, educational excellence and fairness variety and inclusion. Efficient oversight of those operational actions requires a radical information of the vary of actions performed in and for the College of Utilized Science.

Organizational Standing

The College of Utilized Science is residence to 6 engineering departments in addition to the Faculties of Nursing, Neighborhood and Regional Planning, Structure and Panorama Structure, and the College of Biomedical Engineering (in partnership with the College of Drugs) in addition to the College of Engineering on the UBC Okanagan campus. The College has over 360 school, and 500 employees throughout the 2 campus, and is chargeable for supply of 17 undergraduate and 32 completely different (skilled and analysis) graduate packages.

This place studies to the Government Director, Built-in Strategic Initiatives & Planning and works intently with the Dean to make sure the priorities of the College are realized.

Work Carried out

This place performs a wide range of roles and is the liaison between distinct portfolios throughout the Deans’ Workplace together with Finance, Analysis, HR, College Affairs, Capital Initiatives, EDI.I and Improvement and Alumni Engagement. The place is predicted to construct sturdy relationships with related people with Faculties and Departments in an effort to facilitate bi-directional communication, sharing of knowledge and administrative finest practices throughout all models. Obligations embrace: 

1.    Manages the implementation and ongoing refinement of crucial administrative and operational processes with the Dean’s Workplace which might be obligatory for efficient supply of the College mandate and strategic imaginative and prescient. 
2.    Works with different senior management to develop and implement new administrative processes and practices to allow adoption of latest instruments or new methods that help efficient and environment friendly administration, accountability and reporting of key metrics 
3.    Identifies and addresses a broad vary of points and/or challenges (administrative, monetary, procedural), and offers suggestions on course of, coverage and observe modifications to streamline workplace and enterprise practices; oversees the implementation of latest practices and assesses the success of latest initiatives;  
4.    Manages the executive actions of the Dean’s Advisory Council, and helps to coordinate and facilitate the DAC standing committees, and dealing teams; prepares assembly supplies, accountable/accountable for updates and deliverables
5.    Offers management and steering to administrative group based mostly on information of College, authorities and well being authority insurance policies and procedures. Cultivates optimistic, productive relationships with inner and exterior events (e.g. representatives of different establishments and organizations). 
6.    Foster relationships with key people and stakeholders to boost alignment and integration of the College actions with different Colleges and models of the College. (i.e being a part of communities of observe, sitting on central committees, establishing rapport with Okanagan counterpart)
7.    Addresses basic challenges and points recognized by the management (Dean, Affiliate Deans, and Administrators) by independently figuring out the foundation trigger, and proposing options to deal with the challenges 
8.    Works along side Finance and HR groups to supply recommendation and help on useful resource allocation associated to core administrative features throughout the Dean’s Workplace and participates in annual in monetary/useful resource planning
9.    Work intently with the Affiliate Deans, Heads, Administrators and different members of the College’s management group, to make sure portfolio particular targets are met by environment friendly coordination of assets and actions, as required 
10.    Writes proposals, studies and communications for inner and exterior audiences 
11.    Handle the interior workflow of approvals for contracts/agreements for the Dean and Affiliate Deans
12.    Coordinate and interface with related UBC models to make sure well timed and efficient supply of yearly requested studies and summaries  
13.    Present protection and help for the Senior Supervisor of College Affairs throughout trip and high-volume durations. 
14.    Oversees the appointment and reappointment technique of Sessional Lecturers and all non-bargaining unit school throughout the Dean’s Workplace Organizes and serves on related employees and college committees
15.    Performs different duties as required.

Consequence of Error/Judgement

This place requires a person to train glorious judgment, tact, discretion and initiative to an impressive diploma. Errors in judgment with inner or exterior constituents may have adverse influence on the College and the College leading to poor public relations, monetary prices, and/or lack of credibility.

The person should be capable to perceive the total scope of College actions and carry out work that has strict or tight deadlines, and performs properly beneath stress. The incumbent shall be anticipated to reply to sudden circumstances and train unbiased judgment whereas sustaining a excessive degree of diplomacy, confidentiality and professionalism. The incumbent should display sturdy mentorships and interpersonal abilities in supporting the expansion of employees throughout the broader group.

The person should additionally be capable to train judgment and initiative in dealing with issues of a non-routine nature requiring the interpretation of College and College pointers, procedures and insurance policies. Anticipated to train judgment in establishing priorities and carrying duties by to completion in a well timed method. Evaluations working procedures and implements modifications when deemed acceptable.

Supervision Acquired
This place studies to the Government Director, Built-in Strategic Initiatives & Planning. Works autonomously beneath the general path of the College management group in step with the College processes and procedures and the College’s operational and strategic plans. Beneath broad path, works independently, making use of established strategic priorities and ideas and exercising appreciable unbiased judgment and initiative within the utility of ideas and implementation of methods and initiatives, and in addressing complicated issues. Retains the Dean properly knowledgeable of actions by studies and discussions. Some methods, initiatives and tasks could also be extra independently managed and could also be topic to remaining overview solely.
Supervision Given
This place manages 3 CUPE 2950 administrative help positions and an M&P administrative help function. Supervision contains accountability for recruitment, coaching, efficiency analysis and profession growth, and self-discipline. The place is required to set administrative priorities and manage and alter workflows as required to make sure priorities might be managed.
Minimal {Qualifications}
Undergraduate diploma in a related self-discipline. Minimal of three years of associated expertise, or the equal mixture of schooling and expertise.
– Willingness to respect numerous views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, information, and abilities associated to fairness, variety, and inclusion

Most popular {Qualifications}

The Senior Supervisor, Dean’s Workplace Administration is predicted to have in depth expertise managing groups, and expertise working in a multi-union atmosphere. Information of the College’s and the College’s educational environments and tradition, together with the tutorial packages within the Faculties and Departments is an asset. As well as, in depth information of course of optimization and coverage growth and implementation processes in universities, and the power to handle tasks, are required.

Information Abilities and Skills:

  • Demonstrated means to train appreciable judgement in choice making
  • Demonstrated professionalism manner and diplomacy with glorious oral and written communication  
  • Demonstrated expertise with change administration with the power to led change by making a imaginative and prescient and taking acceptable motion to make sure acceptance and help.
  • Demonstrated management in supervisory and problem-solving abilities
  • Confirmed means to teach, counsel, mentor, lead and determine employees strengths with the capability to group construct. 
  • Skill to successfully clarify, assign and monitor work
  • Skill to successfully handle employees and workflow to make sure effectivity and to satisfy altering priorities and deadlines
  • Skill to successfully recruit, prepare, supervise and inspire staff
  • Skill to handle employees efficiency by establishing requirements and targets, evaluating efficiency, offering suggestions and taking corrective motion
  • Demonstrated expertise in workflow planning with the power to investigate and redesign work flows and enterprise processes to make them extra environment friendly and efficient and skill to execute work movement to satisfy departmental necessities.
  • Skill to work with, and direct completely different groups, together with those that don’t straight report back to the place
  • Skill to suppose strategically and analytically in fixing issues, determine root trigger points and search efficient decision and/or present suggestions
  • Skill to develop and implement strategic enterprise plans
  • Skill to develop and implement insurance policies and procedures
  • Skill to determine efficient relationships with a wide range of stakeholders

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