Manager, Finance, HR & Operations
Job Category
M&P - AAPSJob Profile
AAPS Salaried - Administration, Level BJob Title
Manager, Finance, HR & OperationsDepartment
Administrative Leadership | Department of Mining Engineering | Faculty of Applied ScienceCompensation Range
$6,747.50 - $9,701.42 CAD MonthlyThe 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
November 4, 2024Note: 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 Manager, Finance, HR & Operations is responsible for administration in the areas of finance, human resources and operations. The successful candidate will oversee forecasting and budgeting, manage an annual operating budget, and ensure research finance compliance. In the areas of HR, the successful candidate will be the primary contact for recruiting, appointment, promotion and termination of faculty and staff. In the area of operations will be responsible for information technology, and facilities. The position is responsible for the overall non-academic administration, operation, and management of the Department of Mining Engineering, including participation in strategic planning, direction and development of all aspects of operations, human resources, financial and physical resources, information technology, policy development and implementation, and administrative functions. In consultation with the Head and Strategic Initiatives, and Manager of Safety & Research Facilities, the Manager, Finance, HR & Operations manages and develops leadership and direction for these areas of responsibility ensuring that the Mining Engineering Department's vision, strategy, priorities, and objectives are understood, supported, and advanced. Liaises with departmental faculty members, providing guidance on administrative matters.
This position advises and provides information to the Department Head, faculty, staff, and students on human resources, research grant and finance administration, and administrative issues ensuring compliance with University policies and practices. Responsible for facilities management, major construction initiatives, space planning, workplace safety initiatives which support all units within the department.
Organizational Status
Reports to the Head. Works in collaboration with the Safety & Research Facilities. This role has accountability to the APSC Director, Finance and Associate Director Finance and the APSC Director HR and HR Manager to ensure department finance and HR processes and practice align with the Faculty and University. Liaises with faculty members and researchers, providing an interpretation of policies and procedures and guidance on administrative matters. Supervises office and technical staff.
Work Performed
Budget & Finance
- Oversees the financial management of the Department of Mining Engineering budget through control of the GPOF, endowment, special purpose and research accounts. Monitors operating accounts, on an individual and rollup basis; produces variance analyses of revenues and expenditures or other key financial indicators; develops and produces regular and customized financial reports as a basis for decisions on management resource allocations. Analyzes relationships between budget and actual financial data and determines reasons for variances; develop techniques to improve forecasts.
- Participates in the Department s strategic budget and financial planning process; works with the Head to develop budget policy and priorities and to address budget problems (cost overruns, additional allocations) consistent with the Department s strategic objectives.
- Authorizes all financial transactions/transfers, which include reimbursement, acquisitions and payroll for all department staff and students
- Holds signing authority for all departmental GPO and research accounts, staff, student, faculty appointments, key and building accounts.
- Performs complex budgetary analysis and provides financial reports and forecasts to the Head for use in strategic and forward planning.
- Reconciles funds external to the general-purpose operating budget (non-core), including, but not limited to: equipment, special purpose, and endowment funds, and research accounts.
- Provides financial and administrative advice to staff and faculty members in the management of research grant and contract accounts, including governing regulations and the appointment of research personnel.
Human Resources
- Recruits, hires, trains, supervises, evaluates, disciplines, and terminates support staff and management staff in the Department of Mining Engineering.
-Negotiates salaries with new Management & Professional staff.
-In consultation with the Head and Manager of Safety & Research Facilities evaluates staff performance through annual performance reviews.
-Ensures compliance with collective agreements and employment law
-Determines staffing needs, and writes position descriptions.
-Oversees the management of staff hired by faculty members.
- Assists Head with the administrative process of the Appointment, Reappointment, Promotion, and Tenure of tenure-track and tenured faculty members
- Advises and interprets collective agreements and other relevant agreements and employment guidelines for faculty, staff, and students. Ensuring HR practices and advice are aligned with collective agreements. Consults with APSC HR regarding all complex collective agreement interpretations, performance management issues, terminations, grievances and investigations. May represent the Department in investigations and grievances.
- Develops and implements strategies and staff training initiatives to ensure effective staff orientation, team building and ongoing development. Counsels staff on development within and beyond their present positions.
- Develops overall performance standards and job content; appraises and improves workflow procedures and staff utilization.
- Establishes and implements departmental policy regarding vacation, overtime and leave requests.
- Represents the department at grievance meetings.
- Manages office staff and ensures the smooth functioning of the Department Office.
- Oversees accurate records of faculty appointments, including appointment, promotion and tenure, salary increases, sabbatical and other leaves, etc.
- Oversees accurate records related to professional, technical and clerical staff appointments
Operations Management
- Develops departmental policies and procedures relating to the effective management of HR, financial, physical, and operational resources in the Department.
- Oversees approvals of minor and major capital submissions; large renovation and facility development projects.
- Acts as the first point of contact for facilities issues raised by occupants of the Department. Manages and approves work orders. Liaises with the Building Operations facilities Manager to resolve facility concerns/issues.
- Oversees the content and maintenance for the Department website (https://mining.ubc.ca), ensuring content is up to date and meets the strategic needs of the Department.
- Ensures that the infrastructure of Mining Engineering facilities is protected and is responsible for communicating to faculty, staff and students any events or projects which may affect the teaching, research, or administrative business of the Department.
- Member of the Administrative Management Team in the Department; Acts as FMS & HRMS administrator for the Department. Provides FMS access to specific project grants, signing authorization, and training.
- Liaises extensively with the Dean s Office Faculty of Applied Science on all HR, financial and operational matters.
- Liaises with the APSC IT Services team regarding departmental IT and software requirements for faculty, staff, and students.
- Participates in the Department s Local Safety Team and together with the Department Head and LST Co-Chairs, helps to implement safety procedures and policies within the Department.
- Leads, directs and plans departmental events.
- Acts as Building Emergency Director
- Oversees the security and access control issues for the Department, including building access, key authorization, alarm installations, and securing of equipment
- Acts as a member of the APSC Transition Network working group as a Transition Captain for IRP. Responsible for supporting the successful transition and implementation of the new Workday system; fostering a culture of change amongst the staff, faculty, and students in Mining Engineering.
Consequence of Error/Judgement
Poor performance in this position would affect the reputation and credibility of the department and the university.
Supervision Received
Self-directed with broad goals and objectives developed in conjunction with the Department Head. Work is reviewed in terms of achievement of goals and smooth functioning of the Department. Position requires a high degree of independent decision making, ability to assess and implement the work required, strong organizational skills, and the ability to provide leadership and support
Supervision Given
The position, directly and indirectly, supervises 1 M&P, 1 CUPE 2950 employees, and 3 CUPE 116 staff persons. May supervise student workers and temporary staff.
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
Ability to maintain accuracy and attention to detail. Ability to efficiently and effectively coordinate tasks. Ability to accurately process within required timelines. Ability to apply generally accepted accounting principles in an appropriate manner. Ability to effectively perform accounts payable and accounts receivable related duties. Ability to prepare cost estimates/projections. Ability to prepare financial reports. Ability to perform financial planning functions. Ability to effectively source and recruit candidates. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to analyze and redesign workflow/business processes to make them more efficient and effective.