Research Centre Administrator

Job Responsibility: Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level C Job Title Research Centre Administrator Department Research Facilitation Support | Dean of Arts Office Compensation Range $7,622.83 - $11,886.67 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 August 5 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Oct 11 This is a full-time, term leave replacement position with an end date of October 11. 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 The Research Centre Administrator (RCA) is a single coordinating point for research centre administration across the Faculty of Arts. Working in partnership with Research Centre Directors, the Research Centre Administrator utilizes leadership, expertise, and knowledge of administrative, financial, and hr policies and procedures to develop strategies that meet the administrative requirements of multiple research centres across the Faculty of Arts. The Research Centre Administrator role is a dynamic, constantly adapting role that provides shifting levels of administrative guidance and leadership to centre directors and staff at all stages of research centre growth cycles including the development, implementation, and sustainment of the centres. As individual research centres move through each stage of these growth the cycles, the administrator shifts from providing in depth guidance and leadership around the development, implementation and management of research centre administrative functions to providing high level administrative guidance and recommendations to M&P staff located within the centres who manage the operations of the centre. As this role is continuously providing guidance and support to multiple research centres of varying complexity and at different stages of these growth cycles, the RCA role is required to manage multiple relationships with centre directors across the faculty (as well as in other faculties), and consistently adapt the kind of guidance and support they provide in order to meet the specific requirements of each individual centre in its current stage of growth. Organizational Status This position reports to the Director, Research Development in the Faculty of Arts and works closely with the Academic Directors of research centres across the faculty. This role works closely with the ASC Finance team and the ASC HR team. The incumbent collaborates with other Arts, Dean's Office staff, as well as acting as liaison with other units across UBCs including ORS and VPRI. Work Performed The Research Centre Administrative is a dynamic role that provides constantly adapting and shifting levels and kinds of guidance, leadership, and support to research centres as they move through different stages of centre growth cycles. As this role provides administrator guidance and leadership to multiple research centres across the faculty, they will often be providing these different kinds of support concurrently. During the development phase: In partnership with research centre directors, develops strategic administrative and operational goals and plans for research centre development and management Provides leadership and direction in the development of administrative policies and procedures for centres, ensuring consistency and alignment across all Arts Research Centres Develops centre staff organizational models and human resource strategies; Provides leadership and guidance to centre directors by developing and implementing sound performance management practices Provides guidance and recommendations on staff related budgets such as salaries, classifications, and other key HR related items for centre related grant applications Develops and recommends budgets for research centres Researches and drafts a range of high-level communication materials including policies, procedures, s, centre communications, and other documents Builds and manages relationships between research centre Directors, staff, and members of the Arts Dean's Office staff, finance, HR, and centralized units Launch Phase During the launch phase of a research centre, the RCA shifts from providing strategic administrative development and recommendations to managing the implementation of all administrative, financial, and hr functions of the centre. Oversees the implementation and management of research centres' administrative activities Develops strategic operational plans to support the sustainment and growth of the individual centres. Provides continuous evaluation of research centre administrative requirements; in collaboration with centre directors, continues to develop further administrative procedures in alignment with centre growth Provides direction and advice to centre Directors on budget management; develops methods and procedures to identify, analyze and address financial issues, for financial analysis, and for proposal and report preparation. Oversees centre expenditures and financial transactions, ensuring compliance with UBC, Faculty of Arts and departmental policies. Oversees reconciliations and investigates and reports on anomalies and errors, prepares and analyzes financial reports Manages the recruitment, onboarding, training, and performance management of research centres' M&P and CUPE 2950 staff including assigning work, setting work objectives and priorities Provides guidance to centre directors on HR strategies and complex issues Prepares, writes, and analyzes strategic reports Sustainment phase During the Sustainment Phase, the day to day management of centre administrative functions that the Research Centre Administrator performed during the launch phase is handed over to M&P staff within the centre staff and the RCA roles transitions to providing guidance and oversight. Develops a handover strategy and resources to transfer the day to day management of all administrative functions to M&P staff within the research centre Identifies opportunities for further skill development for centre staff around financial and hr management; , creates training materials and resources for new centre staff Provides ongoing guidance and training to research centre M&P staff around budget development, management, and forecasting; Advises centre staff and directors around complex financial procedures and issues, provides direction to staff around financial forecasting, reporting, and analysis Evaluates financial reports, makes recommendations to centre directors and staff around financial analysis and statement preparation Offers ongoing evaluation of organizational and staffing models; advises centre staff and academic directors around organizational change models and implementation Advises M&P staff on hiring and managing administrative support staff Meets regularly with Research Centre Directors and management teams to provide guidance around setting objectives, establishing priorities and developing strategies to improve centre operations and meet evolving centre needs Maintains awareness and understanding of Faculty of Arts and university wide administrative policies; acts as a resource for M&P staff and centre directors in proposing and implementing administrative changes In cases where research centres are sunset, provides guidance and leadership around all administrative aspects of the sunsetting process Consequence of Error/Judgement As a key position in the Arts, Dean's Office this position has a significant influence on the quality and effectiveness of the administrative and operational serviced provided to the research centres, Directors, staff and stakeholders. Errors in this portfolio affect the credibility and integrity of the Arts, Dean's Office, affiliated research centres and UBC. Consequences of error, poor judgement or inappropriate decisions could have negative results on the financial position, employee morale, and operational effectiveness, seriously compromising the research centres' ability to operate and carry out their academic missions. Supervision Received The incumbent works independently and with considerable latitude. Working under general guidelines from the Director, Research Development and in consultation with Research Centre Directors, the incumbent will make most decisions autonomously using their knowledge of Faculty of Arts and University policies, of the research administration environment in general, and using their own judgement. Work is reviewed in terms of achievement of specific goals, the overall efficiency of the research centres activities, and success of long term programming, operations, and planning. The incumbent ensures the research centre directors are regularly informed through ongoing communication and consultation. Supervision Given This position directly manages a number of CUPE 2950 and M&P staff across multiple research centres. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of five years of related experience, or the equivalent combination of education and experience.

• 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 administrative and supervisory experience is required. Experience with research related administration and operations. Extensive UBC experience and experience with strategic and administrative management is preferred. Experience leading and managing across multiple projects and areas in collaboration with a variety of stakeholders. Experience in developing and implementation of work plans, policies and procedures. Experience in a leadership role and with coaching and mentoring staff. Demonstrated experience developing and monitoring budgets and preparing financial management reports. Proven ability to make recommendations and decisions with only broad parameters provided. Knowledge of policies and procedures regarding the recruitment and compensation of staff. Understanding of the mission and structure of post-secondary education. Thorough knowledge of University regulations and policies. Effective oral and written communication. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to explain, assign, and monitor work. Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support. Ability to foster the long-term learning and development of staff through coaching, managing performance, and mentoring. Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action. Ability to effectively recruit, train, supervise, and motivate employees. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work independently and within a team environment. Ability to exercise tact, discretion, judgement and diplomacy.