Administration Manager

University of British Columbia•Vancouver, BC

21h•CA$5,791 - CA$8,323•Onsite

About The Position

The Administration Manager oversees the administrative operations of the Haida Gwaii Institute (HGI), including finance and human resource functions, and is responsible for the interpretation and implementation of university policies and procedures to ensure compliance. The role also leads the enhancement of administrative and operational systems to support organizational effectiveness and growth. This position is based in Haida Gwaii.

Requirements

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

Nice To Haves

Experience in accounting, administrative management and human resource management
Related experience working and living in Haida Gwaii, or other Indigenous or rural community is preferred.
Working knowledge of the natural resource industry on Haida Gwaii preferred
Graduate degree in a relevant discipline to the Haida Gwaii Institute.
An awareness of University of British Columbia policies and procedures, with particular emphasis on financial policies and procedures.
Effective oral and written communication, interpersonal, customer service, problem resolution and organizational skills.
Ability to work under pressure to meet deadlines.
Ability to effectively multi-task.
Ability to exercise patience, tact and discretion.

Responsibilities

Serves as advisor to HGI faculty and staff, providing guidance on budget implications, long-range planning, and ensuring all business practices align with UBC’s accounting policies.
Oversees departmental financial operations, including accounting systems, revenue tracking, year-end processes, student fee administration, accounts receivable, procurement and expense management, and financial liaison functions, exercising professional judgment to ensure compliance with university policies
Collaborates in budget planning and long-long-range financial strategy while ensuring effective processes, accurate reporting, and compliance with institutional requirement.
Lead the recruitment, negotiation, and evaluation of service providers, ensuring compliance University safety, legislative, and operational standards.
Provide financial support to students and First Nation Bands by coordinating program fee payment processes providing adaptive solutions to address the unique needs of HGI students
Oversees all HR operations for the unit, including recruitment, appointments, payroll coordination, and workforce administration for faculty, staff, and students.
Liaises with Dean’s Office HR team on complex HR (hiring, discipline and termination) requests.
Provides recommendations on workforce planning, performance management, employee relations, and organizational effectiveness.
Ensures consistent application of collective agreements, supports resolution of complex staffing issues, and guides faculty and staff appointment planning, including job design and compensation recommendations.
Oversees HR processes, systems, and lifecycle practices, including onboarding, offboarding, and employee support and ensuring a high standard of operational service delivery.
Ensure and verifies that the unit is in compliance to UBC policies, procedures and guidelines for all HR/Faculty Relations (FR) related matters
Lead the development, implementation and interpretation of unit policies and procedures, in alignment with UBC, Faculty of Forestry and Environmental Stewardship (FES) and applicable collective agreements.
Oversee HR processes and systems (e.g. Workday), including appointments, offer letters, compensation changes, leave management, and payroll‑related activities.
Provide guidance, training and oversight to employees in HR tasks including completion and submission of TD1-IN; navigating HR processes in workday; managing flex time records; timesheet completion.
Oversee day-to-day operations of administrative services, facilities, IT coordination, logistics, and asset and fleet management.
Leads the development, implementation, and continuous improvement of operational policies, procedures, administrative systems, and support processes to enhance efficiency and effectiveness across HGI.
Develops and manages operational, program, and special project budgets in collaboration with the Director and Program & Operations Manager, including revenue and expenditure forecasting.
Supports the Director in grant development and the identification of sponsorship and revenue‑generation opportunities.
Manages facilities, equipment, IT coordination, procurement, shipping, and asset oversight, ensuring operational readiness and compliance with institutional and regulatory requirements.
Coordinate HGI instructors’ travel and transportation logistics including travel arrangements, book car rentals, airport shuttles etc.
Manage and lead the unit’s health and safety, serving as JOHSC representative and a resource for incident prevention, investigation, reporting, compliance, and safety training
In collaboration with the Director, oversee emergency preparedness, planning and response, ensuring alignment with provincial and municipal legislation and operational requirements.
Provides coordination and governance support to the Institute’s advisory and operational activities, including supporting committee functions, preparing compliance reports, and contributing to meetings and events as required.