Date:	September, 2013
Reports to (Job Title):	Director, School of Planning
Jobs Reporting (Job Titles):	School Records Coordinator (1799) Graduate Program Administrator & Scholarship Coordinator (1334) Undergraduate Advisor and Program Administrator (2070) Event and External Relations Coordinator (5735)
Location:	Main Campus
Grade:	USG 8 35 hr/wk

Primary Purpose

This position is responsible for financial management, human resources administration of faculty and staff, administrative leadership, strategic planning support, management of facilities and equipment, and other administrative functions required to support the teaching and research missions of the School of Planning. The Academic Services Manager is the senior administrative staff position in the School and provides continuity as academic leadership changes. The senior support staff person in the School and, as such, is expected to supervise and coordinate all the normal daily administrative activities on an independent basis in a manner consistent with the School Director’s goals and objectives. This person serves as the administrative manager for the Director and delegates and coordinates the day-to-day work of the four staff reporting.

Key Accountabilities:

1. Administrative leadership to the Unit and critical assistance to the Director

Oversee administrative activities of the Unit, its programs, resources, and personnel ,
Management of unit related budgets including operational – reporting, forecasting, and day to day accounting
Coordinate and implement the range (from hiring, and orientation to termination) of human resources requirements for all staff, faculty, official visitors, adjuncts, sessional contracts, and ad hoc research positions
Ensuring the effective and efficient operation of the unit’s various committees (e.g. SACA, STPC, ) providing ongoing support to the Director and serving as a resource as required
Supporting and assisting with the planning and execution of key unit occurrences - retreats, workshops, regular program reviews, and accreditation requirements
ensure adherence to university policies in all SOP operations and activities, Serving as a resource for the interpretation and application of UW and unit policies, guidelines and best practices and liaison with other Faculty and University administration as required

2. Human resources administration

Overseeing the day-to-day work of staff, including fostering constructive working relationships, monitoring workload and providing direction and problem-solving support
Managing the recruitment, hiring, performance reviews, salary increase, promotion, professional development and retention of all SOP staff
Supporting the Director with the recruitment, appointment, evaluation, promotion and retention of faculty
Co-ordinate School Promotion and Tenure procedures; Sabbatical procedures; and Faculty Performance Review processes
Ensure the process for inviting non-Canadian visitors is observed which includes but is not limited to the completion of letters of invitation, foreign visitors checklist
Maintaining personnel files for faculty and staff in accordance with University policies

3. Financial and budget planning responsibilities (School and Research)

Overseeing the development and administration of the unit’s annual operating budget
Management and signing authority for all operating, trust and endowment accounts
Efficient and accurate processing of Casual Earnings, Temporary Employment Authorizations, Request for Payments and Travel Claims
Maintain record of all unit relevant Purchase Cards; verify monthly statements
Liaison with campus wide finance administration in various units
Manage faculty overhead accounts, start-up grants and contracts
Monitor status of all individual faculty research accounts and assist individual faculty members with policies and procedures relating to their individual research grants and accounts
Review school and faculty member research expenses to ensure that all claims are consistent with UW Compliance regulations; receive and inform faculty of Research Financial Compliance policies
Allocate conference travel funds to graduate students;

4. Educational Program Administration

Develop and coordinate teaching allocations
Responsible for a complete and seamless class schedule for all programs
Responsible for coordinating beginning of term communications with all instructors, with special attention to sessionals
Administer the examination cycle of events (F/W/S) for the unit
Oversee course evaluation process, and compile statistics and summary charts for administrative use
Arrange field trips and verify collection of field trip fees

5. Resources and Strategic planning support

Supporting the strategic planning process including monitoring and reporting
Coordinate and manage unit resources, including space (including EV3 design studio) and equipment, financial and human resources, and information technology
Responsible for the maintenance, safety and security of all SOP space
Overseeing unit communications, including overall responsibility for internal communication, site manager for website, and approval of external communications

Position Requirements

Education:

Some postsecondary education in a discipline related to management, business administration, finance or an equivalent combination of education and experience.

Experience:

Financial and Human Resources experience
Excellent human relations skills; ability to guide and develop staff, foster constructive team relationships, and to work effectively with faculty, staff and students
Independent judgment in time management, task prioritization and decision-making, demonstrating strong analytic and ownership properties
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Willingness and ability to adapt to changing administrative and financial systems
Exceptional verbal and written communication skills
Ability to lead change with a positive attitude

Technical:

Intermediate experience with Microsoft Word and Excel; Quest; Outlook calendar and e-mail; MyHRinfo; and web content management software
Advanced experience with FORE and Infosilum
Basic experience with PowerPoint and Sharepoint

Technical:

MS Word	Excel	PowerPoint	Other
word	excel	powerpoint	other

Nature and Scope

Interpersonal Skills:

Internally, makes contacts on behalf of the unit to obtain action, reach agreement and negotiate

Director and Associate Chairs
Faculty members within the School, faculty and Campus wide
School staff; senior administrative staff in the Dean’s Office, including Executive Officer and Faculty Financial Officer, Research Compliance Officer
On-boarding & Immigration Specialist
Departments of Finance, Research, Scheduling, Human Resources, Procurement and Contract Services, Plant Operations, Central Stores and Graphics

Externally, makes contacts with partner or potential partner organizations to obtain, clarify and discuss information

Professional organizations (CIP, OPPI, BILD, ACSP, AUCC)
Pragma members, UWPAT Committee
Various vendors to coordinate travel arrangements

Level of Responsibility:

The job has specialized work with minimal supervision
The job includes responsibility for oversight of four staff positions within the School
The job includes responsibility for oversight of casual or temporary staff

Decision-Making Authority:

Makes decisions on timelines, budget allocation, staffing resources to meet stated objectives
Responsible for implementing the overall School programs and plans within the confines of the faculty’s strategic plan and budgetary constraints

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel: Occasionally required to go off campus to organize details for School initiatives

Working Hours: Regular working horus, some evening/weekend work required.

Risks - Physical and Psychological:

Physical risks

No significant risks

Psychological risks

Minimal exposure to disagreeable conditions typical of a supervisory position