Administrative Manager, Finance and Operations

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Posting Information: This posting is for an existing vacancy.

The internal posting deadline for this position is November 12, 2026, at 11:59PM.

Job Description:

Primary Purpose

The Administrative Manager, Finance and Operations, is responsible for managing and coordinating the operational administrative functions of the School and finance-related support with particular focus in the areas of operating, trust and endowment. Working closely with the Administrative Officer and the Director, the incumbent provides leadership and administrative oversight for space planning, safety coordination and finance-related support. The role ensures operational excellence and compliance with University policies, contributing to the efficient and effective functioning of the School.

Key Accountabilities

Operational Administrative Support:

• Acts as the primary support for the Director and Administrative Officer (AO) on day-to-day operational activities.

• Oversee general office administration and ensures departmental procedures align with university standards.

• Develops, implements, and maintains administrative systems and procedures for efficient service delivery.

• Supports the submission of work orders and monitors completion and financial tracking of services

Financial Planning and Management:

• Assists the AO and other key stakeholders to develop budget priorities, strategies and process improvements.

• Ensures funds are available to support the School’s operations and oversee monthly, casual payroll, expense and travel claims.

• Monitors appropriate use of School accounts for accuracy and consistency with UW policies.

• Completes purchase requisitions or uses the P-card as required for faculty, staff and School purchases.

• Provides advice and reviews all School expenses; operation, faculty professional expense; endowment, research expenses and casual payroll prior to Director’s authorization.

• Reconciles department expenditure, including all School’s P-cards, monthly.

• Monitors and tracks academic-related spending, including conference funding, and professional development.

• Supports budget planning for academic initiatives and provides input to the Administrative Officer.

• Participates with AO, Executive Officer and Faculty Financial Officer in developing best practices in budget management.

Space and Facilities Management:

• Coordinates space planning, renovations, and allocation in consultation with the AO and Dean’s Operations Manager.

• Maintains departmental space inventory and liaises with Plant Operations and Space Planning.

• Manages School resources and facilities (space, equipment and furnishing purchases and maintenance).

• Serves as Health and Safety Coordinator and Fire Warden: liaise and provide reporting to the Faculty Health and Safety Coordinator and Safety Office as required; participate in annual Joint Health and Safety Inspections process; ensure completion of Health and Safety training by department employees; recruit Fire Wardens within the School; conduct reporting on risks and incidents to the Faculty Health and Safety Coordinator and Safety Office; ensure lab supervisors conduct monthly inspections (if applicable); ensure all necessary safety documentation for travel abroad, field schools, etc., and completed and communicated.

Human Resources Management:

• In consultation with the Administrative Officer, implements recruitment, evaluation, promotion, training, professional development, and retention of direct report(s).

• Conducts Annual Staff Performance Review(s).

• Maintains personnel files, work schedules, and vacation records for direct reporting staff in accordance with UW policies.

• Monitors workflow and volume

• Ensures continuity of operations by coordinating coverage of staff responsibilities during absences.

• Establishes and maintains effective processes for recruitment, evaluation and compensation of temporary employees, co-op, casual employees, visitors, and graduate students.

• Supports staffing requirements, including casual hires and co-op placements.

General Support and Other Duties:

• Provides back-up support to the AO.

• Participates in internal committees and contributes to the continuous improvement of School operations.

• Attends relevant finance and administrative training, workshops, and campus user group meetings.

• Participates in School planning, self study reviews, and special projects as assigned.

• Provides additional support for Events and Engagement if needed

*All employees of the University are expected to follow University and departmental health and safety policy,

procedures and work practices at all times. Employees are also responsible for the completion of all health and

safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that

assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.

Required Qualifications

Education

• Undergraduate degree or equivalent combination of education and experience.

Experience

• 3 years’ experience in an administrative position required, administrative experience in an academic environment preferred.

• Must demonstrate significant management, leadership, supervisory experience.

• Demonstrated experience working with budgets including analysis, budgeting, and forecasting.

• Demonstrated experience in managing facilities, space, and health and safety protocols.

Knowledge/Skills/Abilities

• Strong leadership and staff management skills

• Demonstrated ability to interpret policies and procedures

• Well-developed organizational, analytical, customer services and communication skills (oral and written).

• Demonstrated discretion and respect for confidential information and processes.

• Adept at managing change, motivating others, and inspiring a culture of engagement.

• Strong interpersonal skills with the ability to interact in a positive and supportive manner.

• Aptitude for attention to detail and accuracy are essential.

• Proven attention to detail, and accuracy while handling a high volume of work is required.

• Self-motivated, takes initiative with a proactive approach to problem-solving

• Intermediate skill level using financial management systems such as Unit4, Concur, and Power BI reports.

• Intermediate skill level using Microsoft Teams, Workday, PowerBI, WCMS, and database management. Advanced skill level using Microsoft Office and Excel.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at View email address on jobs.swagapp.com or View phone number on jobs.swagapp.com.