Manager, Dean's Office

University of British Columbia • Kelowna, BC

1d • CA$5,791 - CA$8,323 • Onsite

About The Position

This position is responsible for managing the daily operations of the UBC Faculty of Management’s administrative office, including leadership of major Faculty service committees, strategic management of Faculty budgets and financial operations, and executive oversight of high-impact projects and initiatives on behalf of the Dean, Associate Deans, and Director. Significant responsibilities include performing analysis, providing recommendations and executions on action and information required concerning hiring, supervising, training, evaluating performance of staff; establishing workloads and work priorities of support staff; developing and/or implementing administrative policies and procedures; ensuring compliance with collective agreements; drafting, coordinating and communicating external and internal information; advising on policies and procedures to all members of the Faculty. Provides diverse and complex decision-making support to the Dean, Associate Deans, and Director on ongoing and special projects. Manages the physical resources for the Faculty. Participates in Faculty activities related to enhancing safety in the workplace. Oversees projects, activities, services, goals and objectives on behalf of the Dean, Associate Dean and the Director. Coordinates the broad range of ongoing, annual and one-time projects and activities within the Faculty. The Manager is knowledgeable about all operational and procedural aspects and systems of the Faculty.

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

• Demonstrated ability to maintain a positive and supportive working environment in conditions involving tight timelines for deliverables.
• Demonstrated managerial experience in building and leading a team, projecting a positive image and negotiating successfully.
• Experience in financial planning and budgetary control in the University sector.
• Proven ability to make decisions independently, using tact, discretion and good judgement.
• Ability to analyze and interpret data, determine implications, and provide recommendations.
• Ability to develop and implement policies and procedures.
• Ability to develop and monitor budgets.
• Ability to think strategically and analytically.
• Ability to effectively manage staff and workflow to ensure efficiency and to meet changing priorities and deadlines.
• Demonstrated supervisory and problem-solving skills.
• Ability to identify and effectively resolve conflict.
• Ability to effectively recruit, train, supervise, and motivate employees.
• Commitment to equality and organization.
• Demonstrated oral and written communication skills.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently and within a team environment.

Responsibilities

• Oversees and leads the administrative and HR processes for the Faculty (Appointment, Promotion and Tenure, Faculty recruitment and onboarding), including managing the BCGEU staff responsible for these processes, developing and maintaining an organizational timeline of what needs to happen and by whom.
• Provides strategic oversight and operational leadership for faculty onboarding and relocation, ensuring alignment with UBC policies and optimizing the experience for incoming academic staff.
• Acts as the primary liaison between the Faculty and UBC central units to resolve complex relocation matters.
• Leads the administration of the peer review of teaching process for tenure-stream and term instructional faculty, ensuring rigorous standards, procedural integrity, and timely completion in accordance with UBC policy.
• Plans, directs, and evaluates high-profile Faculty events—including academic retreats, institutional Open House initiatives, formal receptions, and Faculty-hosted conferences and workshops.
• Oversees event strategy and execution to ensure alignment with Faculty priorities and reputation-building goals.
• Oversees governance operations within the Faculty, including the nomination and election process for committees.
• Ensures that all standing and ad hoc committees operate under current, clearly defined Terms of Reference, and maintains an updated repository of governance documents to support transparency and institutional memory.
• Develops and maintains a robust tracking system for faculty service contributions.
• Analyzes and verifies data to support performance reviews, workload distribution, and equity in service commitments across the Faculty.
• Hires, manages, supervises and coordinates the work of the administrative, support staff.
• Develop performance standards and job content; evaluates employee performance and development; disciplinary steps and terminate staff.
• Hire temporary support staff as needed.
• Approves and monitor vacation and medical requests and mediates conflict; monitors sick leave requests; compiles statistics and schedules for annual vacation requests.
• Establishes workloads; improves workflow procedures and staff utilization to ensure a smooth operation of the administrative office; appraises and improves efficiencies of work processes; responsible for reallocating staff to other projects as needed by the Faculty; develops and implements administrative policies and procedures, ensuring compliance with the collective agreement.
• Resolves human resource matters related to employee development and performance management to promote a positive working environment.
• Provides strategic oversight of the Faculty’s operating budget, managing and monitoring expenditures to ensure alignment with institutional priorities and fiscal accountability.
• Exercises delegated financial authority, reviewing and approving expenditures to ensure compliance with UBC policies, funding restrictions, and internal controls.
• Conducts variance analysis, identifies financial risks or trends, and advises the Dean’s Office on budgetary implications to support sound financial decision-making.
• Works with the Director to develop short and long-range strategic resource plans.
• Works with the Director to set strategic goals and policies regarding the role of administrative support staff.
• Provides orientation and training to administrative staff.
• Leads the procurement and budget management for space renovation and infrastructure projects within the Faculty.
• Oversees the acquisition of vendor quotations in accordance with UBC procurement policies and ensures cost-effective solutions, and manages project budgets through all phases of implementation, monitors expenditures against approved allocations, and provides regular financial reporting to ensure projects are delivered on time and within budget.
• Performs other related duties as required.

Benefits

• The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level