Vancouver - Point Grey Campus
Administration, Level A
Faculty of Applied Science
Applied Science, Deans Office
$59,573.00 (minimum) - $71,515.00 (midpoint) - $85,818.00 (maximum)
Desired Start Date:
Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
The UBC BioProducts Institute's (BPI) vision is to develop research capacity and educational programs related to the formation of plant-derived materials and pathways for their sustainable transformation into new low-carbon products - predicted to be a $1 trillion market globally by 2030.
The UBC BPI is an internationally recognized, multi- disciplinary research cluster of researchers, scientists, engineers, and policy experts from across multiple UBC faculties. The vision of the Institute is to develop world-leading research and educational programs that create a deeper understanding of plant biogenesis, plant cell wall structures and the organisms that operate on them, and to generate novel technologies and products via sustainable transformations.
The Administrator is responsible for implementing key operational initiatives and projects that will advance the mission of the BioProducts Institute's portfolio. This position will also be responsible for facilities management, event planning, and business & partnership development. This position requires a strong team player with excellent interpersonal skills and attention to detail to ensure operational excellence.
The Administrator reports directly to the BPI Operations Manager and takes direction from the BPI Scientific Director. This position works closely with the Director of Business Development, Research Grants Facilitator, and the Senior Research Project Manager. This role will also interact frequently with the Safety & Operations Officer regarding facilities management and will liaise with staff in other areas of the University as required.
The position manages the daily administration within the BioProducts Institute and the Pulp and Paper Centre (PPC) facility, including but not limited to the following:
Operations and Facilities:
1. Under the direction of the BPI Operations Manager, executes short and long-term strategic human resources, budget, and administration plans and projects; identifying any necessary shared administrative office resources, tools or systems and providing oversight to ensure they are maintained, updated, and replaced as needed
2. Leads the implementation of Institute wide policies, procedures, and standards for operations, procurement, and facilities and inventory management; maintaining, advising, and ensuring compliance; maintains ongoing awareness of University policies and practices.
3. Manages safety related information including the record of users, incidents and maintenance requirements in order to provide analysis and operational supports to the Safety & Operations Officer, laboratory coordinators and BPI Operations Manager to effectively manage service requests and oversee completion of repairs and upgrades.
4. Actively contribute to the Local Safety Team and various coordinating committees within the PPC by providing guidance and administrative oversight.
5.Takes the lead on proposed and approved projects related to the space requirements and oversees and coordinates implementation to ensure project delivery.
6. Responsible for human resources management, including:
a) Implements and oversees a process to review organizational structure, implementing organizational change and maintaining human resource strategies.
b) Evaluates and makes recommendations to the BPI Operations Manager related to succession planning and administrative staffing
c) Supports the development of and implements performance management practices, in line with UBC policies and practices. Administers staff evaluation program, including probationary, annual reviews , consulting with APSC HR as required.
d) Interprets, applies, and provides advice on various employment agreements (M & P and Non-Union Technicians), working with APSC HR and Faculty Relations to ensures that BPI practices are consistent with agreements and University practices/policies;.
e) Develops and updates job descriptions for staff.
7. Champions and implements initiatives or projects at the request of the Scientific Director and/or his/her designate, for example the BPI technical seminar / webinar series as an initiative to foster interdisciplinary research collaborations and enhance BPI visibility in the global network.
8. Analyzes financial information flow and work processes to identify efficiencies and design, provides recommendations and implements financial policies to resolve issues and improve management of financial resources.
10. Responsible for the management and delivery of administrative of projects by establishing timelines, milestones, and deliverables. Oversees project process and ensures timelines are met; following up and taking action as required.
11. Manages, plans and executes various events, seminars and meetings for the BioProducts Portfolio, liaising with stakeholders, both internally and externally, as required.
12. Provides comprehensive and high-level research and document management services for the BioProducts portfolio; prepares materials and work in consultation with the BPI senior leadership team to promote BPI and its activities through various channels, internally and externally
13. Performs other duties as required
The incumbent reports to the BPI Operations Manager. The incumbent works independently with minimal supervision. Work is reviewed in terms of effectiveness within established policies and guidelines.
This position may manage the work of temp staff or students as assigned by the Operations Manager. As the Institute continues to grow this position may manage/supervise staff.
Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Pulp and Paper Centre and the University resulting in poor public relations, financial costs, loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications. Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate
Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Experience, with management of projects, or teams preferred. Excellent written and oral communication skills, with demonstrated ability to gather, accurate and integrate complex information from multiple sources. Knowledgeable with Microsoft office products including power point, excel, outlook and project. Knowledge of University's and Faculty's academic and research activities. Excellent time management skills and demonstrated ability to manage work and meet deadlines. Proven project management skills and ability to coordinate small-mid size projects. Strong team player with demonstrated ability to work collaboratively and build solid working relationships with internal and external clients.
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.