School of Music Administrator

Job Responsibility: Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level B Job Title School of Music Administrator Department Administrative Leadership | School of Music Compensation Range $6,747.50 - $9,701.42 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 July 19, 2024 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Jan 31, 2025 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 Administrator of the School of Music is responsible for managing the Department's strategic planning, financial processes and reporting, academic planning, human resources, and building maintenance and space allocation. This role's key responsibilities includes providing operational leadership, developing, supervising and streamlining business and financial processes; directing operational policy development and financial management, recruiting, developing, supervising, disciplining and terminating all levels of support staff, overseeing the implementation of changes to the department's existing curriculum and coordinating with the Director to set course schedules and secure appropriate classroom space; monitoring faculty workloads; managing maintenance of and renovations to existing facilities; overseeing communications; participating in various meetings and committees. The School of Music has 37 full-time faculty members, approximately 45 sessional faculty, 13 Emeriti, 4 M&P, 3 CUPE 2950 staff, 50+ teaching assistants, and a small number of Visiting, Post-Doctoral Faculty and Research Associates. The School offers graduate and undergraduate degree programs with about 90 Graduate Students and 250 undergraduate students enrolled in 100+ courses yearly. The School operates independently by administering its admissions (about 450 applications annually), scholarships, and student advising services. The School manages an annual operating budget of approximately $10 million, including GPOF and grants. The Department is housed in the School of Music building, which includes office, practice spaces, classroom, performance , and common space. The Administrator in the School of Music plays a key role in maintaining the smooth operation of the School's diverse community, and this position provides leadership and promotes an atmosphere of team work, staff development and participation, by fostering trust and building supportive professional relationships with staff, the Director and faculty members. Organizational Status The Administrator reports to the Director. All support staff and Work Learn students report directly to the Administrator. The Administrator interacts with faculty, students, staff, the general public, the Dean's Office, and various layers of the University, including departmental offices and other academic and administrative units on campus. The Administrator is part of the Faculty of Arts Administrative Group and works closely with other Arts Administrators. This role partners with the ASC HR and Finance teams, and this role works in close consultation with the School of Music Finance Manager on all Financial responsibilities for the School. Work Performed Strategic

• Oversees all aspects of the administration of the School of Music including administrative, financial, human resource, communication, and spatial matters and contributes to the development of the organizational structure of the Department.
• Provides operational leadership, develops and implements strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes; develops, manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness.
• Responsible for administrative functions, including administering faculty, staff and student salaries, approving purchases of supplies and equipment and managing special projects and assignments as required; oversees relevant approvals on Workday.
• Develops, formulates and administers department operating procedures; participates in formulation of operating policies and procedures to ensure efficiency and effectiveness.
• Manages the smooth flow of information between all layers of the Department, including between staff, graduate and undergraduate programs, and faculty within the various subfields, as well as between the University and community partners.

Human Resources Management and Administration

• The School administers several degree and diploma programs including undergraduate and graduate degrees. The administrator plays a key role in the effective administration of programs as well as the School's operations.
• Anticipates staffing needs, develops and maintains human resource strategies. Hires and manages all staff, either directly or indirectly through subordinates.
• Provides leadership and guidance by developing and implementing sound performance management practices, interpreting and implementing various collective agreements (CUPE 2950, CUPE 2278, M&P), and ensuring that departmental practices are consistent with agreements; overseeing handling and resolution of complaints; hiring, training, evaluating and terminating staff; developing and updating s; managing sick leave/vacation, promotes teamwork through staff meetings, departmental goals, prioritization;
• Provides leadership and promotes an atmosphere of team work, staff development and participation, through regular communication and scheduled staff meetings, outings and events.
• Provides guidance and consultation to faculty and staff regarding employee relations and human resource issues re: the appointment of staff, student workers, and faculty
• Oversees the administrative process for tenure/tenure track faculty searches and appointment process for faculty hires; hiring processes of sessional Instructors and previous instructors not returning, on sick leave etc.
• Responsible for administrative arrangements for all departmental research and grant funded appointments and administrative process for tenure and promotion. Maintains up to date schedules of reappointments and mandatory tenure and promotion dates.
• Coordinates immigration requirements for visiting researchers, students and faculty. Advises faculty and staff on Departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies.
• Assists faculty with the hiring of graduate research assistants by advising on terms and rates of employment, clarifying UBC policies.
• Manages and authorizes all sessional Graduate Research Assistant and Teaching Assistant appointments.
• Manage and oversee the unit's course scheduling and ensure curriculum is in line with School priorities; coordinates with the Director to set course schedules each fall.
• Oversees organization of and participates in various public/School functions.
• Prepares statistical material, i.e. enrolments, reports, personnel information.
• Responsible for the organization of the School's administrative records (paper and electronic) and maintenance of records so that they are accessible and held or culled according to the University s record retention schedules.

Facilities and Infrastructure

• Administers departmental space including the allocation and reassignment of offices, equipment, practice spaces, and storage spaces, coordinates office and performance and practice space renovations and alterations; ensures that the building is maintained and that systems are functioning; ensures that the Department is following the Faculty of Arts space allocation guidelines; oversees issuing keys or fobs to faculty, staff, and students.
• Manages maintenance of and renovations to existing facility.
• Administers fire and safety regulations, disaster plans, and health and safety regulations.
• Authorizes the acquisition of all necessary supplies, equipment and services for the administrative functions of the School. Negotiates leases for equipment such as photocopiers.

Financial and Budget Management

• Administers, manages and controls the Department's General Purpose Operating (GPO) budget, including maintaining control of departmental expenditures and budget forecasting; prepares departmental budgets and statistics for the Head's and Dean's offices.
• Develops and oversees policies and procedures related to financial management ensuring financial controls are in place and aligned with Faculty/University policy and best practices; monitors operating costs.
• Authorizes expenditures, transfers funds as necessary, creates and analyzes associated budget reports on operating expenses and recommends reallocations, prepares financial forecasts analyzing resource requirements, evaluates financial priorities, prepares final financial submissions, supervises the maintenance of internal records, the reconciliation of Financial Services ledger sheets, resolves discrepancies, acts as Purchase Card Co-ordinator; manages relevant approvals on Workday.
• Manages and administers research grants by monitoring financial accounts and expenditures, including salary awards and foreign grants.
• Manages semi-annual work-learn funding application process and other funding bids, as required (i.e. academic equipment funds, external grants, TA training grants).

Consequence of Error/Judgement Work is performed without review. However, the Administrator keeps the Director informed through ongoing communication. Poor decisions about policies and procedures, budgeting and financial responsibility to UBC, the Faculty and research granting agencies, resource allocations, and staffing labour relations as a consequence of inadequate of inaccurate information or poor analysis of available information or a failure to represent the School or Director well or failure to get the work done in a timely and effective manner would lead to damage to the credibility of the Director, the Faculty or faculty of the School or to the Director s ability to perform her/their/his job well and possibly to a misuse of resources. The incumbent is held responsible and accountable for actions and errors made by union and non-union (non-academic) staff. This position has a significant influence on the quality and effectiveness of the services provided by the School to its students and faculty. Supervision Received The Administrator reports to the School Director and is expected to work with independence and minimum supervision. The area of responsibility is defined only in terms of overall objectives and goals and works with Director to formulate policy on complex or controversial administrative issues. Supervision Given The incumbent selects, hires, trains, manages, allocates work to and reviews the performance of staff, and terminates staff when necessary; resolves personnel problems; ensures conformity to established standards. See organizational chart. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of three 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 Supervisory and Accounting experience. Thorough knowledge of University policies and procedures. Ability to work independently and within a team environment. Excellent interpersonal, oral and written communication, organizational, supervisory, and decision-making skills. Ability to exercise initiative, sound judgment, sensitivity, tact, discretion and leadership skills. Ability to work effectively under pressure and to make thoughtful, informed, and thorough decisions. Strong computer skills and familiarity with existing UBC systems. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to gather, record, and organize information. Ability to effectively manage multiple tasks and priorities. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to think conceptually. i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns in complex data, and identify key or underlying issues in complex situations. Ability to interpret and apply complex legislation, policies, regulations, and technical information. Ability to understand and apply policies, procedures, and instructions. Ability to communicate effectively verbally and in writing. Ability to develop and deliver effective presentations and workshops considered an asset. Ability to select the most effective communication media for a situation. Ability to make decisions and recommendations involving highly complex issues. Ability to exercise sound judgment. Ability to develop and monitor budgets. Ability to effectively design and modify web sites. Ability to effectively market, and promote educational programs. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources. Ability to deal with people in a courteous, calm manner. Ability to deal effectively with a diversity of people. Ability to work independently with minimal supervision. Ability to work toward consensus and resolve differences. Ability to effectively facilitate groups to achieve appropriate outcome. Ability to communicate in a clear, attentive, and polite manner. Ability to maintain accuracy and attention to detail. Strong media related skills.