University of Waterloo

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Administrative Manager

Administrative Manager

Requisition ID 
2018-2716
Job Category  
Administration
Department 
5700 - Campus Wellness-General
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$57,834 - $72,293

More information about this job

Overview

Term: 18 months

 

The primary purpose of this role is to promote optimization of resources within the campus wellness units (Counselling Services and Health Services) by ensuring smooth, efficient and student-friendly service delivery. Reporting to the Administrative Officer, this position provides daily administrative and management oversight during an interim period to support overall functioning of Administration team. As a member of the Administration Management Team, this role collaborates to ensure service standards are met.

Responsibilities

Service Delivery Processes and Procedures

  • Accountable to clients for oversight of established strategies and systems for getting students into and through the service delivery system in efficient, effective and client-friendly manner; makes recommendations to increase efficiency
  • Ensures appropriate scheduling and efficient deployment of staff resources in consultation with Admin Management Team
  • Functions as an “optimizer” with a focus on maximizing efficiencies without compromising best practice service delivery to students
  • Contributes to standing committee overseeing collaborative approach to delivery of mental health service
  • Provides leadership and direction regarding facilities management projects and activities (notably, administration corridor currently under construction), space allocation for clinicians and staff; researches options, makes recommendations to optimize efficient use of space and resources

Data Management, Co-ordination and Planning In consultation with the Administrative Officer:

  • Co-ordinates client/patient quality of service feedback from all wellness units
  • Co-ordinates gathering of service delivery data from the electronic medical record
  • Contributes to standing committee overseeing collaborative approach to quality assurance and program evaluation

Human Resources Management

  • Facilitates collaborative project in process reviewing Administrative Team structure and function within Campus Wellness, including assessing information gathered, developing draft job descriptions and structure, making relevant recommendations to Administrative Officer as appropriate
  • Provides daily leadership, support and collaborative problem-solving for supervisory administrative staff within the wellness units, elevating issues and concerns to Administrative Officer as needed
  • Ensures oversight of and supports training, supervision and performance management of administrative staff, consulting with Administrative Officer when required

Financial Functions

  • Provides oversight of the daily financial functions of Campus Wellness, including the oversight and monitoring through administrative staff, of billing processes associated with OHIP, UHIP and other insurance providers

Strategic Communication

  • Supports coordination of internal communication, including inter-departmental (within Campus Wellness) communication, especially as it relates to the Electronic Health Records project
  • In coordination with Associate Director, Health Promotion, supports implementation of the communication strategy and promotion plan for all wellness units with a special focus on enhancing accessibility and utilization of wellness units’ programs and services
  • Collaborating with Administrative Assistant and/or Communication Project Manager, supports coordination of external communication to relevant groups, institutions and individuals, including community agencies and other colleges and universities. (Note: excluding specific clinical communications.)

 

Qualifications

  • Completion of a university degree in a relevant field is required (e.g., health and/or business administration; an advanced degree in a health care discipline)
  • 3-5 years progressive management and administrative experience, ideally in a health care setting, with a background highlighted by service efficiency, front-line staff management, data-driven decision-making and problem solving
  • Experience in a student-focused post-secondary environment is preferred
  • Basic computing skills; experience with use of electronic records system in a healthcare environment is beneficial
  • Competencies will include strategic thinking, leadership, human resource management, organization, and communication as well as an appreciation of the benefits of collaborative intraand inter-departmental functioning in an ever-changing environment