Administrator

Job Title

Administrator

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Family Group

Staff - Non Union

Department

Administrative Leadership | Department of Political Science

Compensation Range

$7,158.42 - $10,292.25 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.

Job End Date

Ongoing

Posting End Date

November 4, 2026

Note: Applications will be accepted until 11:59 PM on the Posting 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 Description Summary

The Department of Political Science is a major centre for teaching and research in political science. The Department administers the US Studies program and also comprises the Institute for European Research and the Centre for the Study of Democratic Institutions. It has strong ties to the First Nations and Indigenous Studies Program, the Institute for Asian Research, the Liu Institute for Global Issues and such programmes as Canadian Studies, International Relations and Latin American Studies.

The Department has 38 tenured and tenure-track faculty members (including the Merilees Chair for the Study of Democracy, Lind Chair in US Politics and Representation and 2 Canada Research Chairs (1 Tier I and 1 Tier II). The Department’s faculty are comprised of 34 Research Stream, 4 Educational Leadership Stream and two Lecturers. The Department has 4 joint appointments two with the School of Public Policy and Global Affairs, and one each with Critical Indigenous Studies and the Institute of Asian Research. In addition, faculty members also support teaching in Arts One. The Department also has 3 associate faculty, 13 professors emeriti, and 6.75 FTE staff members (including the Administrator). There are 53 MA and 45 PhD students. Admission into these programmes is by application, and almost 200 are received each year. Approximately 7307 undergraduate students enroll in the winter session and 779 in the summer session. There are 672 Majors and 37 Honours students. Admission into these programmes is by application, and we received over 330 applications each year.

The Administrator is responsible for planning the Department’s varied administrative needs including developing, implementing and coordinating all non-academic activities with particular attention to, financial, human resource, information technology and physical plant matters. The Administrator manages the finances, financial operations and accountability procedures and oversees the Department s annual budget and financial reporting system the Administrator develops and implements human resource procedures around hiring, supervising, training, safety, evaluating and terminating staff. The Administrator manages research grants including liaison with faculty, granting agencies and various UBC research offices including VP Research and Associate Dean Research in the Faculty of Arts.

Organizational Status

The incumbent reports to the Department Head and supervises support staff and oversees in conjunction with the Graduate Program Coordinator, Teaching Assistants and Work Learn students. The Administrator is an ex officio member of the Department’s Executive Committee. The incumbent establishes and maintains close working relationships with administrative staff in the office of the Dean of Arts and in other relevant parts of the University. The incumbent is part of the Faculty of Arts Administrative Managers and works closely with other Arts administrators and the Assistant Deans, Facilities Human Resources and Finance to better the administrative practices in the Faculty.

Work Performed

The Administrator is responsible for the effective execution and overseeing of departmental administration including strategic planning and direction, developing, implementing and co-ordinating all non-academic activities with principal involvement in administrative, financial, human resources, information technology and spatial matters. Major responsibilities:

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;

Manages and controls a departmental budget of approximately $10.4 million, including GPOF, Fees for Service, Specific Purpose, Endowment funds and research accounts, by monitoring all activity. Develops budget submissions, forecasts and summaries for the Head and the Dean’s office; 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, and resolves discrepancies.

Develops and oversees policies and procedures related to financial management ensuring financial controls are in place and aligned with Faculty/University policy and best practice. Monitors operating costs, reports on anomalies and errors; analyzes reports to recommend changes, evaluates financial priorities; assists faculty members with related budget and administration of research grants, including salary awards and foreign grants.

Provides leadership and guidance by developing and implementing sound performance management practices, interpreting and implementing various collective agreements (CUPE 2950, 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 job descriptions; promotes teamwork through staff meetings, departmental goals, prioritization; mentors new administrative staff in the Faculty of Arts.

Oversees the administrative process for tenure/tenure track faculty searches and appointment and onboarding processes for faculty hires; hiring processes of sessional Instructors and previous instructors not returning; and processes for faculty going on and returning from medical and other leaves.

Responsible for administrative arrangements for all departmental research and grant funded appointments and administrative process for tenure and promotion. Coordinates immigration requirements for new faculty, and visiting researchers, students and faculty. Advises faculty and staff on Departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies.

Acts as a resource person to both faculty and staff, in particular in the interpretation of university and departmental policies and in particular in the application to situations not covered by existing policies.

Responsible for the organization of the Department s administrative records (paper and electronic) and maintains records so that they are accessible and in alignment with current University policy.

Administers departmental space including the allocation of offices, labs and storage spaces, coordinates 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.

Administers fire and safety regulations, disaster plans, emergency preparedness, and health and safety regulations.

Performs Other Related Duties As Required.

Consequence of Error/Judgement

Poor decisions about policy, budgeting, resource allocations, staffing as a consequence of inadequate or inaccurate information or poor analysis of available information or a failure to represent the Department or Department Head well or failure to get the work done in a timely and effective manner would lead to damage to the credibility of the Department Head or faculty of the Department or to the Department Head’s ability to perform his or her 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. Incorrect budget planning could cause over expenditures and lack of funds available for necessary operations of the Department. Incorrect interpretation of policies, procedures, union agreements and manuals could cause personnel, financial and operational difficulties. Incorrect advice to faculty and students applying for grants

and scholarships could impact funding.

Supervision Received

The incumbent works independently under the general supervision of the Department Head of Political Science. The area of responsibility is defined only in terms of overall objectives and goals. Works with Department Head to formulate policy on complex or controversial administrative issues.

Supervision Given

Supervises 3 CUPE staff, 2 M&P staff, 3 Worklearn and departmental TAs. The incumbent selects, hires, trains, supervises, allocates work to and reviews the performance of staff and students, and terminates staff when necessary; resolves personnel problems; ensures conformity to established standards.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of three years 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

Demonstrated experience in financial budgeting, accounting and reports. Experience in administrative support in an academic environment. Ability to work independently and with others as required. Effective communication and organizational skills. Computer experience required and knowledge of Workday, SISC, ACMS, SCIENTIA, ISI considered an asset. Thorough knowledge of University policies and procedures, as well as other administrative units and capable of providing interpretation and advise on these policies.

Additional skills:

Administrative skills:

• Ability to anticipate problems and issues
• Ability to work independently with minimal supervision and effectively manage multiple priorities
• Analyze and interpret data, determine implications, and provide recommendations
• Interpret and apply complex legislation, policies, regulations, and technical information.
• Analyze and solve problems
  
  

Communicates effectively verbally, in writing and electronically

• Ability to communicate in a clear, attentive, and polite manner
• Ability to prepare correspondence, reports, presentations, and other written materials.
• Ability to design and modify web sites.
  
  

Human Management skills:

• Ability to build co-operative relations with diverse persons, notably students, faculty and UBC staff.