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Administrative Manager

Date: April, 2013
Reports to (Job Title): Director, School of Environment, Enterprise and Development (SEED)
Jobs Reporting (Job Titles):

Undergraduate Program Administrator, Environment & Business

Undergraduate Program Administrator, International Development

Graduate Program Administrator, SEED

Graduate Program Administrator, SEED (.5 position in SEED)

Location: Main Campus - EV3
Grade:

USG 8

35 hr/wk


Primary Purpose

The Administrative Assistant is responsible for the effective and efficient operation of all financial, supervisory and administrative requirements in support of the teaching and research activities of the School.

 

Statistical Data

The School of Environment, Enterprise and Development is housed in the Faculty of Environment, along with the School of Planning, Department of Geography and Environmental Management, Department of Environment and Resource Studies, and the Centre for Knowledge Integration.  The School offers two undergraduate programs: a Bachelor of Environmental Studies (B.E.S.) in Environment and Business (575 domestic students) and a B.E.S. in International Development (125 students).  The Environment and Business program has an international component whereby students spend their first two years in China and then come to Waterloo for the final two years (60 2+2 students on campus, with 35 new students entering the program each year). SEED also offers five graduate programs:  a Master of Applied Environmental Studies in Local Economic Development (M.A.E.S.) (53 students), a Master of Environment and Business (M.E.B.) (69 students), a Master of Development Practice (19 students), a Master of Environmental Studies in Sustainability Management (expected intake for Fall 2013 is 20 students) and a Graduate Diploma in Social Innovation (30 students).  

 

The School currently has a Director, Program Directors in each of the two undergraduate programs and five graduate programs, an Administrative Assistant, two Undergraduate Advisors, two Graduate Advisors, one Field Work Coordinator, one Business Engagement Coordinator, sixteen full-time faculty members, six cross-appointed faculty members (50% in SEED, 50% in another department in the Faculty of Environment) and twenty adjunct appointments. The School also has several research associate positions, two post-doctoral fellows, as well as 6 program staff supporting the Social Innovation group.

 

The School has an operating budget of $2.0 million dollars, research funds of approximately $1.3 to 1.5 million, plus a further $2 million dollars in foundation funding for special programs. The School also houses the Economic Development Program, which provides extended learning to the economic development profession.

Key Accountabilities:

1.  Director

The incumbent supports the administrative activities of the Director by

 

2.  Human Resources Management

The Administrative Manager is responsible

 

3.  Budget

The incumbent manages the day-to-day activity of the School’s operating budget which is approximately $2,000,000.00.  

 

4.  Research files/grants

The Administrative Manager is responsible for

 

5.  Course Evaluations and Student Activities

 

6.  Administrative Management

The Administrative Manager is responsible

Position Requirements

Education:

College program or university degree or equivalent education and experience.

Experience:

Several years of administrative experience in an academic department. Must be self-

directed with proven initiative and the ability to work independently and collaboratively as required in a busy multi-tasking and deadline-oriented environment. Must have proven supervisory and leadership/mentoring skills. Previous experience with undergraduate and graduate advising is essential. Well-developed organizational skills and exceptional attention to detail. Superior administrative skills, including excellent communication (oral and written) are required. Proven ability to problem-solve; demonstrated commitment to process improvement. Must be adept in budget management and planning; experience managing expense and payroll requests in operating, research, trust and endowment funds.   Well developed interpersonal skills and ability to apply sound judgment and to handle confidential materials are required.  Proven ability to deal with faculty, staff and students with tact and diplomacy; excellent relationship-building skills at all levels internal and external to the university.

Technical:

MS Word Excel PowerPoint Other
Advanced Advanced Basic Sharepoint; Quest; OnBase; myHRInfo; FORE; Email

Nature and Scope

Interpersonal Skills:

Well developed interpersonal skills and proven ability to deal with faculty, staff and students with tact and diplomacy; excellent relationship-building skills at all levels internal and external to the university

Level of Responsibility:

The Administrative Manager is 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. S/he is responsible for ensuring that all budget management and personnel needs are met. This position, which involves a high degree of non-routine duties, manages the School’s activities with minimal supervision. 

Decision-Making Authority:

The Administrative Manager has the authority to make decisions on school budgets and matters relating to staff in consultation with the SEED Director.

Physical and Sensory Demands:

Minimal demands typical of an administrative manager position operating within an office environment.

Working Environment:

Minimal exposure to disagreeable conditions typical of an administrative manager within an office environment.