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Administrative Officer

Date: April, 2016
Reports to (Job Title): Department chair
Jobs Reporting (Job Titles):

Administrative Assistant to the Chair

Administrative Coordinator, Graduate Studies

Administrative Coordinator, Undergraduate Studies (Civil)

Administrative Coordinator, Undergraduate Studies (EnvE & GeoE)

Financial Assistant, Research & Contracts

Department: Civil & Environmental Engineering

Location:

Main Campus - E2

Grade:

USG 9
35 hr/wk


Primary Purpose

This position is responsible for the effective management of all non-academic aspects of the department within the framework of University, Faculty and Department policies; the position reports directly to the Department Chair.  The Administrative Officer is responsible for strategic planning support, human resources administration, financial management, administrative leadership, management of facilities and equipment, and other administrative functions required to support the teaching and research missions of the department.  The Administrative Officer is the senior administrative staff position in the department and provides continuity as academic leadership changes.

Key Accountabilities:

1.

Strategic planning support, including but not limited to:

  • Providing the Chair with confidential and strategic advice, information, and data to support decision making
  • Supporting the strategic planning process within the department
  • Serving as an ex-officio member on the department’s Executive Committee
  • Providing leadership, project management and oversight of long-term projects assigned by the Chair
  • Monitoring and reporting on strategic initiatives
  • Coordinating the resources required to support the department’s strategic plan, including space and equipment, financial and human resources, and information technology
  • Overseeing strategic communications, including overall responsibility for internal communication, overseeing web content, and approval of external communications

 

2. 

Human resources administration, including but not limited to:

  • Overseeing the recruitment, hiring, evaluation, promotion, professional development, and retention of staff
  • Assisting the Chair with the recruitment, appointment, and retention of faculty
  • Coaching and mentoring staff within the department, including counselling staff with respect  to career development and advancement
  • Supporting the Chair and senior leadership team with respect to human resources best practices including performance management and termination and legal processes
  • Overseeing the day-to-day work of the administrative staff, including fostering constructive working relationships, monitoring workload and providing direction, guidance and problem solving support
  • Responsibility for establishing and regularly reviewing the administrative structure to ensure that human resources are efficiently and effectively managed
  • Maintaining and oversight of official files for faculty and staff in accordance with University policies
  • With the Chair administers the staff salary increase process annually
  • Ensuring processes are in place for recruitment, evaluation and pay of temporary employees, co-op students and teaching assistants.

3. 

Financial management, including but not limited to:

  • Overseeing the development and administration of the department’s annual operating budget
  • Preparing multi-year projections to support strategic priorities
  • Ensuring that funds are available to support the department’s operations; ensuring that expenses are tracked against budgeted amounts
  • Reporting and reviewing the department’s financial position with the Chair on a regular basis
  • Ensuring that all operating, trust, research and endowment accounts are soundly managed and reconciled monthly
  • Oversight of research grants and contracts; assists with deficit resolution strategies
  • Establishing and implementing best practice for financial processes within the department
  • Preparing reports for other units as may be required from time-to-time

 

4. 

Administrative leadership, including but not limited to:

  • Maintaining an open, supportive and collegial environment
  • Serving as the primary resource within the department for the interpretation and application of policies, procedures, guidelines and best practices as they relate to administration, ethics and grievance issues and legal protocols
  • Developing non-academic policies and procedures and facilitating effective communication with the departmental, internal and external stakeholders
  • Advising the Chair on matters that are confidential and sensitive
  • Ensuring the effective and efficient operation of the department’s various committees (e.g., DACA, DTPC, space) and serving as a resource as required
  • Facilitating the planning and execution of various special events, such as departmental retreats
  • Supports all administrative aspects of the academic programs offered by CEE
  • Managing the processes of professional accreditation and other academic reviews
  • Overseeing the effective and efficient operation of IT and technical staff resources
  • Championing a culture that supports continuous improvement and innovation in a client-centred environment
  • Ensuring the integrity, efficiency and effectiveness of the core operational processes

 

5. 

Management of facilities and equipment, including but not limited to:

  • Working with the Chair to ensure the efficient and equitable use of departmental facilities and equipment including allocation of space
  • Overseeing the issuing of keys and ensuring that accurate records of space allocation and keys are maintained
  • Supports the senior leadership team to promote health and safety best practices
  • Overseeing maintenance, repairs, renovations and new construction in departmental space
  • Planning and coordinating moves
  • In consultation with the Chair, authorizing the purchase and allocation of equipment and furnishings

 

Position Requirements

Education:

Bachelor’s degree or equivalent education and experience required; education or training in business and human resources management preferred

Experience:

Senior financial and human resources management experience required; ability to design and implement new and changing administrative and financial systems; excellent human relation skills, in particular, ability to guide and develop staff and foster constructive team relationships; independent judgment in areas of time management, task prioritization and decision-making; proven ability to manage a large volume of work, conflicting priorities and deadlines; knowledge of University policies and procedures; exceptional verbal and written communication ability

Technical:             
Intermediate-level experience in the MS Office Suite of products (e.g., Word, Outlook, Excel and PowerPoint); basic experience with Sharepoint

Technical:

MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Internally, makes contact with senior administrative staff and faculty to present and discuss information and problems. This includes, senior staff in the Dean of Engineering Office, including the Executive Officer, Faculty Administrative Officer and the Faculty Financial Officer; Operations Manager as well as counterparts in other departments in the Faculty of Engineering; Human Resources; Plant Operations; Finance; Office of Research; Key Control; Engineering Undergraduate Office; Graduate Studies Office, Student Awards and Financial Aid, and UW Police.

 

Externally, makes contact and works with contractors and suppliers. This includes furniture and equipment suppliers, building and moving contractors, and temporary employment agency). Maintains and cultivates strong relationships with alumni, industry and other CEE stakeholders

Level of Responsibility:

Manages department-wide functions and processes that are highly specialized; works with minimal supervision and with direct reports

Decision-Making Authority:

Has signing authority for all operating, trust and endowment funds within the department and ensures that the Chair’s decisions with respect to the use of these funds are implemented. In consultation with the Chair, makes decisions on the deployment of administrative resources in the department, including financial and human resources, and space and equipment. Provides Chair with decision support on the allocation of financial and human resources, and departmental space and equipment to support the teaching and research missions of the department and meet the objectives of the department’s strategic plan.

Physical and Sensory Demands:

Minimal demands; typical of an administrative position within an office environment

Working Environment:

Travel: None

Working Hours: Regular working hours; some evening/weekend work required

Risks: Psychological risks; exposure to disagreeable conditions typical of a supervisory position; exposed to stress and pressure associated with senior-level responsibilities; significant financial oversight and confidential human resource leadership