Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Department Manager

Department

UBCO | Administrative Support | Dean's Office | Irving K. Barber Faculty of Science

Compensation Range

$5,791.00 - $8,323.42 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

October 27, 2025

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

Job End Date

June 30, 2028

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
This position is responsible for managing the daily operations of the Department of Computer Science, Mathematics, Physics and Statistics (CMPS) Administrative Office, coordination of significant department service committees, management of the Department's operating budgets, and oversight of strategic projects and initiatives on behalf of the Department Head and Manager, Administration & Operations. Significant responsibilities include performing analysis, providing recommendations and executions on action and information required concerning hiring, supervising, training, evaluating performance, disciplining and terminating staff; establishing workloads and work priorities; developing and implementing administrative policies and procedures; ensuring compliance with collective agreements; drafting, coordinating and communicating external and internal information; advising on policies and procedures to all members of the Department. Provides diversified and complex decision-making support to the Head and managers on ongoing and special projects. Manages the physical resources for the Department. Participates in departmental activities related to enhancing safety in the workplace.

Oversees projects, activities, services, goals and objectives on behalf of the Department Head(s) and Manager, Administration & Operations. Coordinates various ongoing, annual and one-time projects and activities within the Department. The Department Manager is knowledgeable about all operational and procedural aspects of the Department.

Organizational Status
This position reports to the Manager, Administration & Operations, with a dotted-line report to the Department Head(s). This position interacts primarily with faculty and staff and occasionally with students. The role may also disseminate information to various levels of administration, including Enrolment Services, Health and Wellness, Disability Resource Centre, International Programs and Services, Aboriginal Programs and Services, Academic Advising, Distance Education (UBC Vancouver) and other Faculties on the Okanagan Campus.

Work Performed
Administration:

• Oversees and leads the administrative and HR processes for the Department (Appointment, Promotion and Tenure, Faculty recruitment and onboarding, Annual Education Plan), including managing the BCGEU staff responsible for these processes, developing and maintaining an organizational timeline of what needs to happen and by whom.

• Develops and distributes notices to the Head, department faculty and staff of upcoming tasks and deadlines.

• Manages all aspects of relocating new faculty members, ensuring compliance with UBC policies.

• Manages the process for peer-review of lectures and laboratories taught by instructors employed on term appointments.

• Directs and manages the organization of receptions, retreats, departmental reviews and Open House festivities (in-house and University-wide), and occasional conferences and workshops initiated by the Head.

• Chairs and convenes the Department Safety Committees and prepares and updates the Health and Safety forms for research, labs and fieldwork.

• Provides oversight of departmental committee nomination and elections. Ensures each department committee has established Terms of Reference and regularly maintains and distributes the committee TOR.

• Tracks and verifies service activities of department faculty members and prepares letters for the Department Head's reviews.

Personnel Management:

• Hires, manages, supervises and coordinates the work of the administrative, academic support staff. Develop performance standards and job content; evaluates employee performance and development; disciplinary steps and terminate staff. Hire temporary support staff as needed. Approves and monitor vacation and medical requests and mediates conflict; monitors sick leave requests; compiles statistics and schedules for annual vacation requests.
• Establishes workloads; improves workflow procedures and staff utilization to ensure a smooth operation of the Department; appraises and improves efficiencies of work processes; responsible for reallocating staff to other projects as needed by the Department; develops and implements administrative policies and procedures, ensuring compliance with the collective agreement. Resolves human resource matters related to employee development, and performance management to promote a positive working environment.

Financial Responsibilities:

• Develop short and long-range strategic resource plans. Manages and monitors expenditures on the departmental operating budget. Prepare budget forecasts. Approves financial expenses on operating budget; ensures all costs are allowable expenditures

• Works with the Manager, Administration & Operations to set strategic goals and policies regarding the role of administrative support staff. Provides orientation and training to administrative staff.

• Manages to bill for vehicle and field equipment pools.

• Acquires quotes for renovation projects and manages budgets for purchasing during the implementation of projects.

• May be required to work on special projects or other duties as needed, particularly those which reduce the administrative burden of the Department Head(s) and Manager, Administration and Operations.

• Performs other related duties as required.

  Consequence of Error/Judgement
  The work requires the highest level of tact, discretion and accuracy. Errors in judgment will reflect negatively on the Department and UBC and could lead to lost opportunities in hiring, litigation, or the loss of existing personnel. A breach of confidentiality could negatively affect professional and academic careers. Providing incorrect data would have adverse budgetary consequences and could result in expenditure overages. Mistakes in staff management could cause distress and diminish the workflow and cooperation of the team.

  Supervision Received
  This position reports directly to the Manager, Administration & Operations, with a dotted-line report to Department Head(s). Sets own priorities based on workload and receives no day-to-day supervision.

  Supervision Given
  Supervises more than five (5) BCGEU employees. Supervision includes hiring, training, and performance evaluation; participates in the discipline and termination processes; establishes workloads.

  Minimum Qualifications
  Undergraduate degree in a relevant discipline. Minimum of two 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

• Master’s degree in Business Administration or accounting designation preferred.
• Extensive relevant senior administration experience at a post-secondary institution, including training in strategic planning, human resources management, financial and business administration, budgeting and financial control.
• Demonstrated managerial experience in building and leading a team, projecting a positive image and negotiating successfully.
• Experience in financial planning and budgetary control in the University sector.
• Demonstrated experience in change management.
• Proven ability to make decisions independently, using tact, discretion and good judgement.
• Ability to analyze and interpret data, determine implications, and provide recommendations.
• Ability to develop and implement policies and procedures.
• Ability to develop and monitor budgets.
• Ability to think strategically and analytically.
• Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines.
• Demonstrated supervisory and problem-solving skills.
• Ability to identify and effectively resolve conflict.
• Ability to effectively recruit, train, supervise, and motivate employees.
• Commitment to equality and organization.
• Demonstrated oral and written communication skills.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently and within a team environment.