Vancouver - Point Grey Campus
Administration, Level C
Faculty of Medicine
$37,754.00 (minimum) - $47,193.00 (midpoint) - $58,990.00 (maximum)
Desired Start Date:
Job End Date:
"Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
This TERM position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
The position is responsible for strategic planning in conjunction with the Head for all Departmental operations including budgets (academic and research) and all administrative operations across the research, academic and clinical sectors of the Department. The position is also responsible to oversee all support staff including other M&P staff and for the comprehensive management of the Department of Physical Therapy, including human resource management across the academic, clinical and research sectors, finances across all three sectors, IT, facilities and student services for the professional and research graduate programs, and research grant oversight. The Administration Manager undertakes special administrative initiatives as required. Works closely with the Head of Department as well as with staff, tenure track and clinical faculty, students, the broader physiotherapy professional community and external suppliers/vendors.
Position is the Administrator for the Department reporting directly to the Department Head to facilitate the administrative leadership in the Department of Physical Therapy and the Executive Director, Faculty Affairs in the Dean's Office on overall operational and significant administrative and financial matters. Provides guidance to faculty, staff and students on administrative, human resource and financial matters. Recruits, hires, supervises, evaluates and disciplines all support staff.
Overall Organization and Planning:
- Develop processes for the efficient administration, organization and operation of the department.
- Provide operational leadership, by participating in the implementation of strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes.
- Manage and oversee implementation of administrative policies and procedures to ensure efficiency and effectiveness.
- Participate in the formulation, interpretation and evaluation of the department's philosophy and objectives, oversee implementation of the objectives and ensure they are in accordance with the department strategic plan.
- Works in partnership with the Department Head to ensure resources are available to meet the initiatives, objectives and strategic plan of the department.
- Develops the staff organizational model and provides ongoing review/revision of the operational plan for the Department support staff to ensure all sectors are adequately served.
- Develops and revises all support staff job descriptions in accordance with the operational plan.
- Recruits, hires, trains, supervises, evaluates, disciplines, and terminates all support staff in the Department of Physical Therapy.
- Ensures compliance with collective agreements.
- Represents the Department in grievances and related human resource issues.
- Researches and determines staffing and classification needs within the Department of Physical Therapy and establishes action plans to meet these needs. Develops and implements organizational changes to meet the new initiatives and evolving needs within the Department.
- Appraises and initiates improvements in work flow and staff positions.
- Provides direction to faculty regarding human resource management and employee relations across the academic, research and clinical sectors.
- Oversees the recruitment and management of research assistants, research staff and post-doctoral fellows.
- Provides advice and direction regarding conditions of appointment for tenure-track, non tenure-track faculty as well as part-time faculty and sessional instructors. Provides direction regarding the Faculty of Medicine ARPT process (Appointments, Re-appointments, Promotion and Tenure).
- Oversees the extensive letters of offer, secondment agreements and contracts for physiotherapy clinicians providing instruction within the entry to practice master's degree program in physical therapy.
- Administers and oversees the processing of all confidential documentation relating to faculty appointments, re-appointments, promotion and tenure; leaves; and faculty salary increases.
- Drafts the advertisements and assumes responsibility for the faculty recruitment process and acts as a resource on policies and procedures.
- Ensures adherence to various collective agreements and employee handbooks.
- Coordinates and processes faculty, sessional, and extra-sessional hiring.
- Advises on procedures and policies.
- Tracks and approves staff leave, and maintains attendance records.
- Participates in the strategic planning of both annual and multi-year Departmental resource allocations for the Department as a whole and for all departmental subunits including the MPT academic program, the MPT clinical education program and the research graduate program.
- Prepares the Department's short and long-term financial plans in conjunction with the Department Head, and Associate Director, Finance.
- Provides advice to both the Head and sub-unit coordinators on budget management.
- Oversees the financial management of the Department's budget and all subunit budgets outlined above through control of the GPOF, endowment, special purpose and all research accounts. Monitors operating accounts, on an individual and rollup basis; produces variance analyses of revenues and expenditures or other key financial indicators; develops and produces regular and customized financial reports as a basis for decisions on management resource allocations. Analyzes relationships between budget and actual financial data and determines reasons for variances; develops techniques to improve forecasts.
- Directs and oversees the processing of financial paperwork (cheque requisitions, journal vouchers, purchase requisitions, blanket PO's, travel claims, budget transfers); and the monthly reconciliation of FMS reports.
- Acts as signing authority on all Department P/G's.
- Initiates and coordinates the annual process for obtaining funding for academic equipment and minor capital projects within the academic and clinical facilities
- Oversees the day to day operations of the Department of Physical Therapy UBC space including custodial cleaning, building security, operational maintenance, and the allocation of office space and equipment.
- Participates in space planning and development, including space inventory and allocation request documents for both UBC academic space and clinical research spaces spread across multiple sites including ARC, VCHRI, CHH, GF Strong, and Fraser Health facilities.
- Collaborate with the department's Associate Director Finance Portfolio to ensure that financial resources for capital and resource plans are optimized.
- MPT Program: Participates in strategic planning for the development of operational procedures and budget management for the entry-to-practice MPT Program which is a complex academic and clinical education program governed by strict national accreditation standards and which includes over 700 clinical placements each year across BC as well as a full academic program delivered at UBC and the Northern and Rural Cohort.
- Responsible for ensuring support staff are conversant with national accreditation standards and that they maintain operations and records to ensure compliance with these standards.
- Responsible for ensuring that annual reports are submitted to the Accreditation Council.
- Responsible for organizing and developing all the materials required for the major self-study reports and the 3 day accreditation site visits which occur minimally every 6 years.
- Research Graduate Programs: Participates in strategic planning for resource allocation and management for the research graduate programs.
- Oversees general student services for both the entry-to-practice professional degree program and the research graduate programs including recruitment, admissions, awards, orientation, and student concerns.
- Ensures that the Department's student services are effective and efficient, and meet or exceed national accreditation and University standards.
- Oversees the Vancouver Summer Program, Continuing Professional Development, Graduate Certificate in Orthopaedic and Manipulative Therapy, and other stand-alone courses and certificates.
- Works with the Associate Director Finance Portfolio in budget forecasts and management.
- Acts as a resource for the Department Head, faculty and staff on a variety of issues, including the interpretation of University and Departmental policies and in the application to situations not covered by existing policies.
- Handles a variety of requests for information that fall beyond the mandate of the secretarial staff, and involve follow-up to obtain background information.
- Ensures the Department maintains course information and graduate files post graduation to ensure access as required for licensure in various international jurisdictions.
- Liaises with the large clinical faculty, clinical educators and health authorities on issues related to clinical education and clinical practice.
- Responsible for records management for the Department across all subunits, academic, clinical and research.
- Continuously reviews processes and procedures, and streamlines for efficiencies and effectiveness to ensure smooth functioning of the Department office.
- Performs other related duties of the position as required.
- Attends and participates in the department Executive Committee.
Reports to the Head, Department of Physical Therapy and functionally reports to the Associate Director Finance Portfolio and Executive Director, Faculty Affairs in the Dean's Office on overall operational and significant administrative and financial matters. The position is expected to function with a great deal of independence but with close communication with the Department Head.
This position directly supervises all Department staff including other M&P staff. Supervision includes recruitment, training, performance evaluation, career advancement, staff professional development, discipline and termination as required. Sets office priorities; organizes and adjusts workflow, including scheduling leave. Responsible for staff performance and ensuring that assigned responsibilities are performed efficiently and effectively.
Consequence of Error/Judgement
The position is primarily responsible for the Department's administration in conjunction with the Department Head. The position has a significant influence on the success of the Department in achieving its teaching, research and service mandates, the quality and effectiveness of the services provided to the faculty and students, the morale of the staff and human resources policies. The position has a significant impact on the Head's success as an academic administrator. Uses discretion in a wide variety of situations, must be able to multi-task, prioritize and affect appropriate action to unexpected occurrence across the academic, clinical and research sectors as well as general office functions . Errors in judgment could seriously affect the financial position of the Department and adversely affect the ability of any of the subunits to fill their mandate. Decisions regarding staff recruitment and management could have an impact on the delivery of the academic, clinical or research programs and the smooth running of the Department's offices. Makes independent decisions in organizing own work and in organizing the work of other support staff.
Undergraduate degree in a relevant discipline. University degree in business administration or equivalent combination of education, training and experience. Education in human resource management and project management an asset. A minimum of 5 years of experience or the equivalent combination of education and experience. A minimum of five years of related experience, including senior administrative and supervisory experience. Extensive UBC experience and experience with strategic and project management preferred. Knowledge of UBC's financial systems (FMS) and budgets required. Knowledge of policies and procedures regarding the recruitment and compensation of faculty and staff. Understanding of the mission and structure of post-secondary education. Thorough knowledge of University regulations and policies. Effective oral and written communication Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to explain, assign, and monitor work. Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support. Ability to foster the long-term learning and development of staff through coaching, managing performance, and mentoring. Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action. Ability to effectively recruit, train, supervise, and motivate employees. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work independently and within a team environment. Ability to excercise tact, discretion, judgement and diplomacy.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.