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Administrative Manager

Date: June 1, 2016
Reports to (Job Title): Excecutive Officer
Jobs Reporting (Job Titles):
  • 1079: Graduate and Research Coordinator
  • 1917: Administrative Assistant, Mathematics Graduate and Research Office
  • 5736: Administrative Coordinator/Advisor
  • 5080: Administrative Assistant to the Dean
Department: Dean of Mathematics


Main Campus


35 hr/wk

Primary Purpose

Accountable to the Executive Officer for oversight of the administrative and support staff in the Dean’s offices.  Responsible for providing leadership on a number of Faculty-wide initiatives such as Space Utilization, Health and Safety, and select Human Resources activities. The incumbent will also be responsible for providing financial planning and support to the Dean of Math Office.

Key Accountabilities:

1.  Administrative leadership at both the Faculty level and department level, including, but not limited to:

2.  Has overall responsibility for maintaining and communicating space allocation and utilization, renovation and space-related requests within the Faculty including, but not limited to the following activities:



3.  Provide leadership for Human Resources activities within the Faculty, including but not limited to:





4.  Provide leadership at the faculty level for all matters related to Health & Safety, and acts as the Faculty Health and Safety Coordinator, including but not limited to the following activities:

  • Provide training and direction to building coordinators within Mathematics
  • Has responsibility for ensuring compliance with safety regulations and record-keeping.
  • Identify and schedule sessions for staff in conjunction with the UW Safety Office (e.g. First Aid training)
  • Receive complaints/concerns about personal safety in the working environment, from the UW Safety Office, faculty and/or staff members; initiate an appropriate response mechanism; ensure incidents are recorded and reported as required.
  • Work collaboratively with UW Police, the Safety Office, and Counseling Services to co-ordinate and develop an action plan in emergency situations (eg. Bomb threat, tragedy, fire etc.)
  • Proactively recruit staff to serve as building coordinators and fire wardens
  • Ensure the emergency plan is kept current, due to constant building and staff changes

5.  Financial planning and support for activities associated with the Dean of Mathematics Office, including but not limited to the following activities:

  • Prepare annual activity budget for all Dean of Math expenditures
  • Has signing authority on all non-salary operating accounts
  • Reconcile and monitor the Dean of Math Operating non-salary accounts
  • Serve as back-up for expense reviews
  • Monitor and review all Purchasing Card transactions for the Dean of Math office
  • Initiate financial transactions (e.g. requests for payment, invoices, etc.)
  • Maintain records of Signing Authority, Purchasing Cardholders
  • Serves as consultant for new Purchasing-card holders, and advises people on usage, training, record-keeping practices etc.

Position Requirements


Post-secondary education required in a discipline related to management, business administration, or human resources.


Intermediate experience with Outlook, Microsoft Word; advanced experience with Microsoft Excel, including features such as databases and pivot tables. Basic experience with SharePoint and web content management software.


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Internally, makes contact with other senior administrative staff to discuss information and problems and to obtain action, reach agreement and negotiate


Externally, makes contact with contractors and suppliers to discuss information and problems.

Level of Responsibility:

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment:

Travel:  None


Working Hours:  Regular working hours, evening work required on average 2 days/year

Risks  – physical and psychological:

Physical risks

Psychological risks