Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level D

Job Title

Executive Director, Administration, Finance, & Resources

Department

Executive | Dentistry Dean's Office | Faculty of Dentistry

Compensation Range

$8,305.08 - $12,952.33 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

July 25, 2025

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

Job End Date

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

A senior leadership position in the Faculty of Dentistry and the Comptroller's Office, the Executive Director, Administration, Finance and Resources provides dynamic leadership, strategic direction and oversight for the operations, finance and administrative leadership of the Faculty of Dentistry.

This position has University-wide impact, contributing to strategic direction, plans and objectives by identifying issues and opportunities, evaluating organizational impact and introducing innovative initiatives to move the strategic plans forward. The Executive Director is a conduit for influence and information sharing between the Comptroller's Office and the Faculty of Dentistry.

The Executive Director, Administration, Finance, & Resources, has direct responsibility with the Dean of Dentistry for: strategic planning; policy development; finance; administration; human resource management; academic affairs; student services; space, facilities planning; communications; information technology systems; operations management; and a significant role in financial management and forecasting for the Faculty.

This position will provide direction, management, and guidance to the Dentistry’s Dean’s Office management team.

Additionally, the incumbent actively builds and maintains relationships internally with UBC departments and centres, and externally as required. They take executive direction from the Dean, but are also expected to act as an advisor.

Organizational Status

The Executive Director Administration, Finance and Resources reports directly to the Dean, with dotted line reporting to the Comptroller.

Works autonomously, under the direction of the Dean of Dentistry. Determines and plans workforce structures and establishes goals and objectives for the financial, human resources and administrative areas in accordance with the Faculty’s strategic plan.

Collaborates and communicates regularly with Associate and Assistant Deans, Department Heads, directors, managers, faculty, staff, consultants, Clinic Director, and other senior representatives both on and off campus.

Work Performed

Administration and Operations

• Drives the development and implementation of specific initiatives related to growth, support for new collaborations, project oversight and reporting.

• Connects regularly with the Dean and Department Head to set objectives, establish priorities and develop strategies to improve Department operations.

• Leads the development and implementation of policies and procedures to achieve HR, administrative and financial competencies to enhance organizational effectiveness.

• Responsible for five- or ten-year planning reports.

• Serves as a member of the Executive Committee and other relevant task forces or working groups within the Faculty.

• Develops and implements organizational changes to meet the new initiatives and evolving needs.

• Identifies, establishes and reports on financial and operational key performance indicators that will demonstrate process improvements in each area.

• Performs root cause analysis and develops effective improvement solutions for all areas related to finance, administration, human resources, and operations.

• Develops and implements essential service contingency plans.

• Responsible for the development and implementation of strategies and staff training initiatives to ensure effective staff orientation, team building and ongoing staff development.

• Ensures the timely consideration, review, and implementation of faculty salary increases, such as merit, PSA, and other increases.

• Oversees the work of the team who process faculty appointment, reappointment and promotion processes.

• Provides advice to the Dean and Department Heads on the hiring of new faculty, including salary, space allocation, and other commitments.

• Oversees all processes in the recruitment of new tenure track faculty, liaising with the Dean’s Office staff and Faculty Relations.

• Partnering with HR and departmental managers to support day to day staff management, operational transitions and workforce planning.

• Collaborates with the Assistant Dean, DAEC to ensure that the Faculty has an up-to-date communication plan and that this is reviewed and evaluated on a regular basis.

• Ensures that recommendations of operational reviews and accreditation, as well as the strategic plan are successfully operationalized.

• Chairs leadership meetings and training sessions to ensure effective communications coordinating action across units.

• Manages career development and the performance and merit review process for all M&P employees.

• Develops and leads implementation of change initiatives, short- and long-term human resources strategies, compliance with procedures and policies, performance management, team building, staff recognition, and professional development.

• Develops Faculty wide succession plans and analyzes key trends.

• Collaborates with the Department Heads regarding administration matters.

Information Technology

• Collaborates with Central IT partners on the operations and management of Dentistry’s IT needs.
• Provides leadership on strategy and budget.
• Administers all consultant contracts as needed for special IT projects.

Facilities, Space, and Infrastructure

• Partners with the Sr. Facilities Manager regarding master space planning, infrastructure requirements, project planning and renovations to existing spaces occupied by the Faculty.
• Oversees office, research, clinic and teaching space in the Faculty and negotiates space allocations.
• Oversees the administration of all consultant contracts.
• Oversees annual five- and ten-year projection for minor and major capital projects and determines and recommends priorities for minor capital projects.
• Liaises and problem-solves with Campus Planning and Development, Building Operations, Campus Security and other units as necessary.
• Monitors project status, timelines, schedule and activities. Identifies problems, initiates corrective action in conjunction with others. Ensures schedules are aligned with critical direction.
• Monitors construction and renovation activity to ensure compliance with approved designs and related documents.
• Participating in the development of a financial and strategic plan for upcoming renovations, implementing targeted renovation projects and managing logistics associated with renovations

Finance

• Responsible for the financial integrity of the portfolio's financial operations; Advises senior leadership on the internal control environment; financial risk, business risk and control risk, and the implementation of and communication of budget policy and priorities throughout the Faculty.
• Meets regularly and collaborates with the University Comptroller on the development of institutional financial policies and direction of accounting activities;
• Oversees all financial activity in conjunction with the Dean;
• Provides comprehensive strategic financial management and creates, implements and leads in the development of innovative financial practices;
• Responsible for directing all financial planning and works with the Faculty of Dentistry Dean, the Appointments, Budget & Planning Committee (ABP) to develop budget policy and priorities;
• Oversees the effectiveness all units’ various budgets and financial plans, reviews for compliance with objectives, and recommends appropriate remedial action or new policy/procedures to initiate change;
• Reviews budgets (including Central Budget Office reports), business plans and financial analyses/summaries, evaluates priorities and makes recommendations to the Dean on the allocation of funds;
• Leads the yearly budget projections in collaboration with the Dean/ and regularly meets to review status;
• Works with the respective leadership teams and committees to develop budget policy and priorities;
• Partners with the Comptroller team to ensure policies, systems and procedures support the best decision-making on critical and long-term financial viability plans and the sustainability of business operations.
• Accountable for accurate financial reports, financial models, estimates, summaries of results, variance analysis and other operational strategic performance measures.
• Ensures that the senior leadership receives appropriate financial reports and/or access to these systems on a timely basis to assist in achieving their goals and making decisions. Directs the investigation of issues identified.
• Directs business process reviews, re-engineering and develops new processes and procedures to increase efficiency and effectiveness. Makes recommendations to senior leadership for changes to procedures relating to improved financial control or accountability.
• Leads the development of the audit plan and reviews the findings of internal audits conducted to ensure adequate financial controls are implemented and in place to safeguard the integrity of each academic unit.
• Collaborates with senior members of UBC central services to prioritize initiatives, advise on and resolve issues and processes regarding financial systems related matters,
• This position must make decisions regarding unusual or new accounting transactions or processes as well as be able to analyze the most complex accounting transactions and explain the results to senior leadership.

Consequence of Error/Judgement

The incumbent is responsible for a high degree of self-direction and is required to exercise superior judgment and performance in all areas.

Provides information and recommendations that will be relied upon by the Dean of the Faculty of Dentistry.

The incumbent has significant influence on the quality and effectiveness of the strategies, policies and administration within the Faculty of Dentistry. This position has influence on employee and faculty relations and a negative impact could have serious repercussions on operations. Inefficient use of Faculty resources could incur unnecessary costs and affect the credibility of the Faculty.

Accuracy and completeness of information will form the basis for good decisions. Poor communication, insufficient research, or inappropriate recommendations could lead to inappropriate decisions which will impact the effectiveness of the Faculty, the University, and their reputation.

Supervision Received

Works independently under broad directives from the Dean and also takes direction from the Comptroller.

Supervision Given

This position will provide direction and guidance to the Dentistry’s Dean’s Office Management Team.

Reviews performance, coaches and collaborates with management team, setting goals to ensure strategic objectives are met.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of seven years of related experience, or the equivalent combination of education and experience.

CPA or MBA strongly preferred. Strategic planning experience required. Experience in working in either a dental or health care environment preferred. Knowledge of university environment is strongly preferred. Proven financial, leadership, interpersonal, organizational and communication skills required.
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

• Senior management experience with an emphasis on financial, and business administration.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Must possess a consultative and collaborative management style and be able to develop trust and respect within a complex professional environment.

• Ability to analyze and redesign work flows and business processes to make them more efficient and effective and ability to execute work flow to meet departmental requirements.

• Ability to effectively facilitate groups to achieve appropriate outcomes.

• Exercises extensive judgment and decision making with respect to daily operational matters, develops and implements policies and procedures for improving and streamlining administrative functions.

• Provides leadership of people to foster an environment that is supportive of engagement, innovation, individual and team achievements.

• Analytical, strategic, and financial planning experience required.

• Ability to analyze and resolve complex management issues.

• Skills in concept development and implementation

• Experience in effective change management processes.

• Ability to foresee, prevent and resolve conflicts and other issues.

• Demonstrated project management experience

• Space and infrastructure planning experience.

• Ability to deal tactfully and confidentially with both internal and external partners

• Ability to exercise discretion and judgment

• Excellent verbal and written communication skills

• Proven ability to effectively lead and direct a team of diverse management employees

• Demonstrated ability to problem solve creatively and resolve conflict

• Ability to work both independently and within a team environment

• Ability to work under pressure and to meet deadlines

• Ability to conceptualize and implement complex projects.

• Ability to maintain a current knowledge of finance and human resources policies and procedures

• Experience working in a multi-union environment, and proven ability to successfully hire, oversee, manage, discipline, and terminate both union and non-unionized positions.