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ITC Administrative Manager

Date: August 2014
Reports to (Job Title): ITC Principal Investigator, Administrative Officer – Department of Psychology
Jobs Reporting (Job Titles): ITC Administrative Assistant, ITC Finance and Grant Administrator
Department: International Tobacco Control Policy Evaluation Project (the ITC Project) in the Department of Psychology

Location:

Tech Town - Waterloo North Campus

Grade:

USG 10
35 hr/wk


Primary Purpose

The ITC Administrative Manager is responsible for effective human resources administration and support for a team of over 30 employees; financial planning and monitoring of the complex, multi-million dollar ITC research budget; for oversight of research grants, awards, and contracts in partnership with the Research Office; and for management of ITC facilities and equipment within the framework of University, Faculty, and Department policies.

 

The ITC Administrative Manager is also responsible for ensuring that ITC maintains appropriate financial records and provides the necessary financial information to meet the accounting and reporting requirements of research sponsors and the University’s Research Office. The position reports directly to Dr. Geoffrey T. Fong, Principal Investigator for the ITC Project, and works in partnership with Psychology’s Administrative Officer to ensure consistency with departmental procedures.

 

The Administrative Manager’s role is to ensure the efficient utilization of all resources (staff, budget, space, equipment, and administrative systems) to optimize the research and service missions of the ITC Project.  Major responsibilities are found in five core management areas:  strategic planning support, human resources administration, administrative leadership, financial oversight, and facilities/equipment management.  The ITC Administrative Manager serves as the central administrative resource for the staff and for the Principal Investigator, and collaborates with the Research Scientist – Country Project Management, ITC Survey Manager, Associate Directors - ITC Data Management, and ITC Knowledge Translation Manager to ensure the continued success of the ITC Project. The position also provides administrative support for the ITC Project teams in all countries. The position provides an active liaison role for ITC with Psychology’s Administrative Officer (PAO).

Key Accountabilities:

1.  Strategic Planning Support:

 

   2.  Human Resources Administration:

 3.  Leadership:

4.  Financial Oversight:

5.  Facilities and Equipment Management:

Position Requirements

Education:

Diploma or degree in Business Administration or equivalent experience in a research-based office environment

Experience:

Technical:

MS Word Excel PowerPoint Other
Advanced Advanced Intermediate

Databases: Basic

  • Ability to multi-task and to work quickly and efficiently
  • Excellent problem solving skills
  • Creative and positive approach
  • Strong knowledge of MS Office preferred
  • Ability to work independently (in a busy environment) as well as part of a team
  • Proven record of independent decision-making, problem solving, organization skills, and time management skills
  • Exceptional interpersonal skills
  • Proven ability to exercise diplomacy, tact, good judgement, and respect for confidentiality
  • Understanding of international and cultural considerations related to communication protocols
  • Impeccable grammar, spelling, and business writing skills
  • Proven ability to prepare professional correspondence and reports
  • Knowledge of payroll and bookkeeping
  • Ability to initiate tasks without direct supervision
  • Advanced Microsoft Office skills
  • Flexibility and resilience to accommodate occasions requirements outside of regular office hours

 

Nature and Scope

Interpersonal Skills:

Internally, communicates with Department of Psychology Administrative Officer, Office of Research, Finance, and Human Resources. Also communicates with ITC leadership, research assistants, research associates, and team members in all departments to provide leadership, support, administration, dissemination, and overall project support for research initiatives. Daily consultation and collaboration with the ITC Principal Investigator, the Knowledge and Translation Manager, and the Research Scientist. Overall human resources support for a team of over 30 employees. Externally, communicates with international ITC Project team members.

Level of Responsibility:

The position is responsible for direct leadership of the Administration team as well as indirect leadership support for the full ITC team. Responsible for confidential information including personal information related to human resources, finance, travel documentation, and office administration. Responsible for management of all office administration, human resources, and finance functions.

Decision-Making Authority:

Responsible for consulting with ITC leadership to determine priorities for the ITC initiatives and prioritizing support needed. Responsible for management of complex multi-million dollar grant funding including applications, finance management of current grants, and progress reports.

Physical and Sensory Demands:

Minimal demands typical of an office administrator operating within a team-oriented and multi-project office environment.

Working Environment:

Minimal exposure to disagreeable conditions typical of an office environment. Position has leadership support for prioritization of workload within multiple projects.