Job Category

Job Profile

Job Title

Department

Compensation Range

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

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

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 position is responsible for the effective operation of the Head Office and front-office administrative services, manages departmental facilities and space administration, coordinates the operational implementation of renovations and facilities projects, and manages key faculty recruitment, appointment, reappointment, promotion and tenure processes. Working closely with the Head of Department and Manager, Business Operations, manages the administrative functions of Faculty Hiring and ARPT. Co-Director of the Department HSE Committee.

The position develops and implements procedures within its areas of responsibility, manages assigned staff, provides first-level advice on administrative and faculty-affairs processes, and ensures that facilities, safety, front-office and faculty-administration activities are delivered consistently with university policy, collective agreements, departmental priorities and established service standards.

Organizational Status

Reports to the Manager, Business Operations. Receives direction and provides senior-level administrative support to the Head. Works as a member of the Department of Civil Engineering Administration team.

Works closely with the faculty members, Shared Service Centre partners, Building Operations, Safety & Risk Services, Faculty Relations, Human Resources and other University units.

Work Performed

Head Office and Administrative Management

• Manages the day-to-day administrative operations of the Head Office and front-office services and ensures appropriate service coverage, procedures and administrative continuity.

• Supervises assigned administrative staff, including recruiting, training, performance management, discipline, work assignment, and termination. Approves vacation requests and resolves conflicts related to scheduling and time-off requests.

• Develops, implements and maintains administrative procedures, service standards and reference materials for the front office and assigned operational functions.

• Provides senior administrative and executive support to the Department Head, including coordination of confidential and high-priority matters, meetings and departmental activities.

• Plans and coordinates departmental events, including scheduling activities, coordinating event logistics, and securing appropriate venues.

• Coordinates departmental web content and communications to support the effective dissemination of current, accurate, and relevant information to internal and external audiences, in consultation with appropriate stakeholders.

Faculty Affairs, Recruitment and ARPT

• Manages the departmental administrative processes for faculty recruitment, appointments, reappointments, promotion and tenure, ensuring that required documentation, approvals, timelines and procedures are completed in accordance with University policy and Faculty requirements.
• Provides advice and guidance to faculty, search committees and departmental staff on faculty recruitment and ARPT procedures and refers complex and unusual matters to the appropriate University resource.
• Manages the administrative and logistical requirements for faculty searches and works with the Administrative Assistant and other staff to coordinate candidate visits, schedules and supporting documentation.
• Monitors faculty recruitment expenditures and related administrative commitments within approved budgets and provides information to the Manager, Business Operations and Department Head as required.

Facilities, Space and Renovation Operations

• Manages day-to-day departmental facilities operations, including maintenance coordination, work orders, security and access administration, office and laboratory moves, building services and operational issues affecting departmental space.
• Manages departmental space records and implements space assignments and changes approved by the Department Head and Manager, Business Operations.
• Ensures that Civil Engineering facilities and infrastructure are properly protected and maintained, and communicates to faculty, staff, and students any events, projects, or activities that may affect the teaching, research, or administrative operations of the Civil Engineering department.
• Liaises with Building Operations, Project Services, contractors, vendors and other University service units to coordinate schedules, access, service delivery and operational requirements.
• Monitors facilities project activity and expenditures within approved parameters, identifies issues or risks, and escalates major scope, budget, technical or strategic decisions to the Manager, Business Operations.

Health, Safety and Emergency Administration

• Co-chairs or supports the Department's Local Health and Safety Committee and coordinates departmental health and safety administration within established University requirements.
• Supports implementation of departmental safety procedures, training and emergency-preparedness activities and ensures required records and follow-up are maintained.
• Coordinates administrative follow-up arising from safety inspections, incidents and committee recommendations and refers technical, regulatory, WCB, return-to-work or higher-risk matters to the appropriate specialist or manager.
• Works with the other staff to maintain routine safety records, training information, checklists and administrative documentation.

Policy, Records and Operational Coordination

• Develops and implements procedures within assigned areas of responsibility and contributes to department-wide administrative process improvement led by the Manager, Business Operations.
• Ensures appropriate records management, confidentiality and retention practices are followed for Head Office, faculty affairs, facilities and assigned administrative records.
• Coordinates or responds to routine Conflict of Interest, Freedom of Information and privacy-related administrative matters within the scope of the role, referring complex or sensitive matters to the Manager, Business Operations or appropriate University office.
• Prepares summaries, reports and recommendations for the Manager, Business Operations and Department Head on operational matters within the portfolio.

Other Duties

• Provides backup management support for priority departmental administrative matters when the Manager, Business Operations is unavailable, within delegated authority.
• Manages and coordinates the calendar and scheduling requirements of the Head of the Department, including appointments, meetings, and departmental and committee activities involving faculty and other stakeholders.
• Department cell phone administrator.
• Manages assigned special projects as required.
• Performs other related duties as required.

Consequence of Error/Judgement

The position requires sound judgement, discretion and a thorough understanding of University and departmental procedures. Errors in faculty-affairs administration may result in missed deadlines, incomplete or non-compliant processes or inappropriate handling of confidential information. Errors in facilities, access, space or renovation coordination may disrupt teaching, research or administrative operations, create unnecessary costs or delay projects

Supervision Received

Works independently under the general managerial direction of the Manager, Business Operations in assigned areas of responsibility. Overall priorities and objectives are established in consultation with the Manager, Business Operations and, where appropriate, the Department Head. Work is reviewed in terms of effectiveness, service delivery, compliance with established policies and successful management of assigned functions.

Supervision Given

Manages assigned administrative staff and is responsible for recruitment, work assignment, training, performance management, discipline and related supervisory responsibilities within University policies and collective agreements.


Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two 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

• Experience managing administrative functions in a complex academic, public-sector or institutional environment.
• Experience supervising staff and managing performance, workload and service delivery.
• Experience with faculty recruitment, appointments, reappointments, promotion and tenure processes is strongly preferred.
• Experience coordinating facilities operations, space administration, renovations or building-service activities.
• Knowledge of University policies, procedures, collective agreements and administrative systems is an asset.
• Strong organizational, planning and problem-solving skills with the ability to manage multiple priorities and deadlines.
• Ability to interpret and apply established policies and procedures and to recognize matters requiring escalation.
• Excellent written and verbal communication skills and the ability to work effectively with faculty, staff, senior administrators, service units, contractors and external stakeholders.
• Ability to exercise tact, discretion and sound judgement when handling confidential, sensitive or high-impact matters.
• Demonstrated ability to improve administrative procedures and service delivery within a defined functional portfolio.