University of Waterloo

  • Administrative Manager

    Requisition ID
    2019-4124
    Job Category
    Administration
    Department
    2300 - Eng Undergrad Office
    Job Status
    Regular Full-Time
    Hiring Range
    $56,181 - $70,226
  • Overview

    The Administrative Manager provides strategic planning support and advice to the Associate Dean, Undergraduate Studies and senior administration of the department. In addition, this position is responsible for financial management, human resources administration, administrative leadership, management of facilities and other administrative functions required to support the department. The Administrative Manager is the senior administrative staff position of the department and provides continuity as academic leadership changes.

    Responsibilities

    Human Resources/Administrative Leadership

    • Maintains an open, supportive and collegial environment.
    • Fosters constructive working relationships and provides direction and problem-solving support for administrative staff.
    • Manages recruitment, supervision, coaching, performance and retention of administrative staff to meet departmental goals and objectives.
    • Oversees the salary increase process for staff and lecturers in the department.
    • Oversees the personal development of administrative staff to ensure they reach their full potential.
    • Develops non-academic departmental policies and procedures and advises administrative staff of such through effective communication.
    • Maintains personnel files for staff in accordance with University policies.
    • Approves vacation requests and other absences for direct reports in Workday.
    • Conducts a regular review of administrative staff positions and makes recommendations to the Associate Dean for reclassification.
    • Provides direction to senior administration on matters such as performance evaluation and recruitment process for technical staff and Associate Director (staff position).

     Operational Planning and Support

    • Contributes to the development of long-range operational plans.
    • Provides the Associate Dean with confidential information, data and advice to support decision-making processes on the allocation of departmental space, financial needs and human resources to meet the departmental strategic objectives.
    • Consults with the Associate Dean on relevant concerns, issues and strategies for ongoing improvement, planning and development of departmental activities.
    • Supports the Associate Dean on internal committees and acts as a resource to such committees; organizes and attends meetings, creates agenda and minutes.
    • Prepares correspondence on behalf of the Associate Dean to internal committees and department advisors and letters for student award winners.
    • Provides operational support and advice to the senior administration on issues related to human resources, financial management and administrative matters.
    • Provides comprehensive support to the Associate Dean for day-to-day calendar management.
    • Provides both high-level and general administrative support to the Associate Dean including but not limited to mail, email, voicemail, including confidential matters, screening calls and walk-in inquiries.
    • Oversees all safety matters within the department including inspections, reports and mandatory staff training.

     Academic Calendar/Curricular Revision

    • Organizes and finalizes all academic calendar revision material to create agendas for approval committees.
    • Creates documentation packages for all committee levels for calendar approvals, including seeking additional approval from the Mathematics faculty for Software Engineering revisions.
    • Approves meeting dates and deadlines for department submissions in co-ordination with Engineering Faculty Council and Senate U/G Council meetings.
    • Prepares power point presentations for Engineering Faculty Council for the Associate Dean.
    • Clarifies items in question prior to Senate U/G Council and arranges for necessary editing of files or courses.
    • Attends university-wide committee meetings and working groups of the academic calendar representatives to co-ordinate procedures and share best practices.
    • Oversees the completion of all academic calendar documentation for submission to the calendar editor by established deadlines.

     Financial Management

    • Plans and co-ordinates the development of the annual departmental operating budget in consultation with the Faculty Financial Officer and the Associate Dean, including future financial needs.
    • Authorizes the purchase and allocation of equipment, furnishings, etc. with complete signing authority on all departmental operating accounts.
    • Administers and monitors payroll for all regular staff, casual employees and co-op student teaching assistants, as well as faculty stipends for administrative appointments.
    • Consults with the Faculty Financial Officer on yearly budget forecasts, year-end review and reconciliation.
    • Attends regular Faculty financial meetings chaired by the Financial Officer.
    • Undertakes all required training on new and changing financial systems.

     Facilities and Equipment

    • Ensures the efficient and equitable use of departmental facilities and equipment, including allocation of space.
    • Oversees maintenance, renovations and new construction in departmental space.
    • Consults with the Faculty Facilities Manager on decisions regarding future office expansion.
    • Plans and co-ordinates moves and implements space allocation decisions.
    • Manages security for administrative satellite (admissions) office.
    • Oversees the key distribution and ensures that accurate records of key control are maintained.

    Qualifications

    • Bachelor’s degree in Business Administration, Human Resources or related discipline. Equivalent combination of education and experience will be considered.
    • Five years of progressively responsible administrative experience required, preferably in an undergraduate academic environment.
    • 3-5 years of staff management, supervision and operational leadership experience required, with a particular ability to develop and foster team relationships.
    • Proven skills and experience in dealing with conflict resolution.
    • Demonstrated experience developing, monitoring and managing budgets including financial projections and participating in financial planning.
    • Independent judgement in areas of time management, task prioritization and decision-making.
    • Proven judgement, tact, discretion and diplomacy.
    • Proven ability to manage a large volume of work with competing priorities and deadlines.
    • Knowledge of University policies and procedures.
    • Excellent interpersonal and communication skills (oral and written, including email)
    • Intermediate experience in Microsoft Office suite and Outlook
    • Extensive experience with financial and payroll systems (such as Unit 4, CentreSuite, Concur, Workday)
    • Basic skills in PowerPoint, SharePoint, Adobe
    • Familiar with student information systems – Quest, Schedule of Classes

     

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