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Executive Manager

Department: Faculty Association Effective Date: June, 2014
Grade:

USG 12

35 hr/wk

Reports to: the FAUW President

General Accountability

Reporting to the FAUW President, the Executive Manager works in a consultative partnership with elected leadership to further and enhance the services rendered by the Association to its members, and is responsible for the oversight and management of the administrative operations of the Faculty Association and for providing strategic advice and support to the President, the Board of Directors, Officers, and Committee chairs and members. Areas of responsibility include finance, human resources, facilities and space, service to faculty, communications, recruitment and other functions to support the mission of the Faculty Association.

 

Positions Reporting to the Incumbent

Academic Freedom and Tenure and Policy Officer (for Human Resources administrative purposes)

Administrative Assistant/Communications Coordinator

 

Faculty Members Represented by FAUW

Over 1150

 

Faculty Members Volunteering Service to FAUW

Approximately 50 annually

Nature and Scope

The Faculty Association, in operation since 1957, is recognized by the University of Waterloo as the sole representative of all regular faculty members with regard to terms and conditions of employment. As such, the Association is integral to the governance and functioning of the University. The affairs of the Association are managed by a Board of ten elected Directors, including the President. The Association also has standing and ad hoc committees. These are all volunteer positions, with the incumbents changing from year to year and located across campus, and normally facing a steep learning curve when assuming their Association roles. The Executive Manager provides institutional stability and continuity as the volunteer leadership changes.

 

The Executive Manager is in regular contact with faculty members and librarians, the President’s and Provost’s Offices, the Secretariat and Office of General Counsel, Human Resources, academic and administrative units, other employee groups, student organizations, the Affiliated and Federated Institutions of Waterloo, the Ontario Confederation of University Faculty Associations (OCUFA), the Canadian Association of University Teachers (CAUT), other faculty associations across Canada, and financial institutions.

 

The Faculty Association is funded through member dues, deducted monthly through Payroll, and FAUW in turn pays monthly membership fees to OCUFA and CAUT. This requires establishing and maintaining an accurate database of members to verify deductions and payments. FAUW has external bank accounts and investments and maintains its own financial records, while integrating with some university financial procedures, and has an annual external audit.

 

As a constant and consistent presence in the Faculty Association, the Executive Manager is called upon to provide timely information, advice, and counsel on a wide variety of issues and problems, and on practices, policies and procedures across the University. The Executive Manager embodies the institutional memory of the organization and is responsible for the onboarding of the newly elected directors and officers. The Executive Manager also conducts research on a wide range of issues for the Association, for other faculty associations, and for OCUFA and CAUT. The incumbent therefore must maintain a clear grasp on developing trends at Canadian universities, particularly those in Ontario, and especially those relevant to collective bargaining, employment legislation and arbitrations, academic freedom and other workplace issues.

 

As the chief administrative and financial officer of FAUW, the Executive Manager must be able to coordinate multiple projects simultaneously and meet competing deadlines, deal with highly sensitive situations, exercise sound judgment, remain neutral in political circumstances and maintain absolute confidentiality. The incumbent must also be a superior communicator and be able to anticipate, analyze, strategize, determine priorities, and take initiative. The position requires a high degree of integrity, tact, diplomacy and time-management skills; the flexibility to adapt to changing priorities and members; the ability to work as part of a team at various levels; an in-depth knowledge of the university environment, including university structure, the Memorandum of Agreement between the Faculty Association and the University, the Constitution of the Faculty Association, University policies, procedures and conditions of employment; an in-depth knowledge of financial management; and the ability to manage the FAUW office effectively and in a way that capitalizes on the strengths of the FAUW staff. Most importantly, the Executive Manager position is largely self-directed and autonomous. The incumbent must be able to work independently in terms of the daily management of the organization, and yet recognize the emergence of problems and issues which require the attention of the FAUW President, Board, officers, or committees.

Statistical Data

Specific Accountabilities

Advisory Responsibilities

Human Resource and Administrative Management

Financial Planning Management and Control

The Executive Manager manages the Association's finances, ensuring that information is provided to external organizations as required, and liaising with the Treasurer, the external auditor, financial institutions, and other University units.

Responsibilities include:

Communications Management

 

 

Position Requirements

Qualifications:

Undergraduate degree required. Advanced degree in a related area preferred, or extensive related experience. Several years’ experience in an academic setting in roles of progressive responsibility. Familiarity with university culture and practices, academic ranks and terms and conditions of employment related to faculty members. Advanced knowledge of and experience interpreting association agreements, university policies, procedures, and guidelines preferred.

 

 

Personal skills:

The ability to focus and set priorities, unquestioned integrity, a responsive management style, and a proven commitment to excellence. Outstanding verbal and written communication skills. Must be a strategic and pragmatic thinker, with a focus on attention to detail. Proven record in demonstrating tact, judgment, diplomacy, and maintaining confidentiality. An accomplished problem solver with the ability to quickly assimilate, analyze and interpret information.

Working Conditions

Some evening and weekend work and travel required.