11835 - Administrative Manager

Department
Pure Mathematics
Employment Type
Permanent
Time Type
Full-Time
Hiring Range
$59,127 - $73,909
Job Category
Administration
Job Location : Location
CA-ON-Waterloo

Accountable to the academic Chair or Director for human resources administration, financial oversight, the management of facilities and equipment and health and safety responsibilities required to support the teaching and research missions of the department.

The Administrative Manager provides leadership by educating all department members of relevant policies, guidelines and practices related to financial, recruitment, space, and health and safety matters. As the senior administrative staff member in the Department, the Administrative Manager provides continuity as academic leadership changes and oversees all administrative functions of the department in partnership with the Chair. The position is responsible for providing effective administrative support to the Associate Chair(s).

Manages academic program delivery support and administration:

• Faculty appointments, annual review, tenure and promotion, leaves:
  • Oversees procedures, timelines, and committee supports according to Policies;
  • Oversees all logistics associated with the activities including interview schedules, package distribution, secretarial support, and travel arrangements
  • Generates management reports to assist decision-making processes as required
  • Provides faculty members with information related to sabbatical application deadlines
  • In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
• Graduate and undergraduate programs:
  • Oversees financial and resource support of the programs;
  • Oversees the administrative activities of the graduate and undergraduate programs, including advising students of policies and processes;
  • Supports development of the department teaching schedule and timetable; manages teaching load records including reductions and leaves and produces reports as required.
  • Establishes procedures for maintenance of departmental academic records such as course evaluations and student advising, according to Policy
• Manages processes associated with program reviews and certifications
• Provides support for visitor travel arrangements
• Provides support and assistance to new faculty and sessional instructors as required;
• Advises Department members of schedules, deadlines, and documents to be submitted to the Chair
• Manages confidential voting processes for selection of members to the Department’s elected committees
• Provides support and assistance to new faculty and sessional instructors as required

Human Resources Management:

• Providing leadership and direction to the team, and developing teamwork skills
• Implementing recruitment, evaluation, compensation, and professional development processes for all staff in the department
• Establishing work schedules, assigning duties, and establishing backup procedures
• Maintaining personnel files, work schedules and vacation records for faculty and staff in accordance
• with University policies
• Ensuring processes are in place for recruitment, evaluation and pay of sessionals, temporary staff, co-op students, and teaching assistants.
• In consultation with the Chair, develops, distributes and collects all documents related to the annual faculty activity report process;

Financial Planning and Management:

• Works in partnership with the Chair and other key stakeholders to develop budget priorities
• Prepares department budget for operating accounts, ensuring that funds are requested, allocated and reported upon in a way that supports the department’s operations and priority activities
• Ensures that all operating, trust, endowment and research accounts are managed according to
• Policy, including monthly reconciliation of accounts and P-Cards
• Assists researchers with the management of research accounts, providing support on eligibility and compliance and preparations for cost recoveries and account closures
• Provides advice and reviews all department expenses: travel, reimbursements, faculty professional expenses, endowment, research expenses and casual payroll;
• Oversees graduate awards and scholarships, and research matching funds
• Ensures relevant reports are available to management and account holders on a regular basis
• Participates with Executive Officer and Faculty Financial Officer in developing best practices in budget management

Faculty appointments, sabbaticals, and tenure and promotion:

• Manages faculty recruiting procedures in partnership with the Chair and the DACA
• Receives and processes all applications; creates candidate files and monitors file progress and completeness; acknowledges applicants; contacts referees
• Organizes application interview schedules and agendas with Chair and Committee; arranges travel and accommodation plans
• Provides faculty members with information related to sabbatical application deadlines; reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Mathematics Office for approval
• In consultation with the Chair, develops, distributes, and collects all documents related to the annual faculty activity report process
• Prepares tenure and promotion packages consistent with university requirements; works with the Chair in preparing briefs as required for DPTC review; submits formal documents the Dean’s office

Communication, records and outreach/special events:

• Oversees department wide communications including mailing lists and social media platforms
• Establishes procedures for maintenance of departmental records, course evaluations and student advising according to Policy;
• Organizes and promotes key department events, including lecture series and colloquiums;
• Prepares and maintains minutes and agendas for department meetings; follows up on relevant business as required;
• Supports planning and execution of various special events as necessary

Facilities and equipment management, including but not limited to:

• Ensuring the efficient and equitable use of facilities and equipment including allocation, coding and auditing of space usage
• Overseeing maintenance and repairs
• Planning and coordinating moves
• Authorizing the purchase and allocation of equipment, furnishings and supplies
• Issuing and maintaining records of keys and key fobs
• Overseeing department IT requirements and associated requests
• Oversee Health and Safety compliance

• Undergraduate degree or equivalent combination of education and experience
• 3-5 years’ experience in an administrative position required, administrative experience in an academic environment preferred
• 3 years’ experience related to human resources management and supervision of staff preferred with demonstrated experience successfully coaching staff
• Demonstrated experience working with budgets including analysis, budgeting, and forecasting
• Experience with management of facilities, space and health and safety
• Experience leading through change processes
• Experience with conflict management including interactions with individuals who may be experiencing mental health concerns
• Experience using technological solutions to improve processes and communication
• Well-developed organizational, analytical, customer services and communication skills (oral and written)
• Demonstrated discretion and respect for confidential information and processes
• Strong interpersonal skills with the ability to interact in a positive and supportive manner
• Aptitude for attention to detail and accuracy are essential
• Proven capacity to muti-task and handle a high volume of work
• Ability to lead team-based efforts to enhance service delivery
• Demonstrated ability to provide motivational support to others
• Demonstrated awareness and sensitivity to issues related to equity and diversity
• Well-developed numeracy, analytic and research skills
• Excellent human relation skills including the ability to develop and maintain constructive
• relationships with individuals in academic posts
• Advanced skill level using Microsoft Office and Excel
• Intermediate skills level using PowerPoint
• Other technical skills: Quest, OnBase, Infosilem, SharePoint, Outlook, WCMS, Workday, PowerBI
• Familiarity with financial management systems such as Unit4, Concur, and Power BI reports
• Familiarity with web management and social media tools, is preferred
• Thorough knowledge of university policies and procedures

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.