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Administrative Manager

Date: October 23, 2014
Reports to (Job Title): Executive Officer, Administration
Jobs Reporting (Job Titles): Information and Project Specialist
Location: Main Campus
Grade:

USG 11

35 hr/wk


Primary Purpose

  The Administrative Manager is responsible for all day-to-day administrative and financial oversight of the President’s Office.  This position is responsible for providing senior administrative and project management services for the Office of the President.  The Administrative Manager provides continuity in the absence of the Executive Officer and has discretion to make decisions that are in line with strategy and goals within the Office of the President. This position is accountable to work closely with stakeholders on a variety of enterprise-wide projects that require expertise in all areas of project execution, control and successful delivery.  This position is responsible to lead the overall planning, management, and coordination and financial control of assigned projects, using project management skills to define deliverables, identify resource requirements, manage roles, provide customer satisfaction and ensure the quality of deliverables.  This position is responsible for management of operating and special purpose accounts, financial reporting, paying invoices and reconciling expense accounts for the President and the Executive Officer and manages the Information and Project Specialist.  This position is responsible for all scheduling of the president’s calendar, logistics, briefing materials and international travel.

Key Accountabilities:

1.  Advisory

 

2.  Administrative Management

3.  Financial Management

 

4.  Communications/Event Management



5.  Information and Issues Management

Position Requirements

Education:

University degree, business administrative field preferred or equivalent experience and education may be considered.

Experience:

Extensive administrative experience providing strategic, administrative and operational management at a senior level in a large institution or corporation.  Strong project management skills and demonstrated ability to drive multiple high level projects simultaneously with multi-stakeholder involvement in a complex environment.   Considerable experience managing a budget.  Considerable experience implementing innovative administrative processes.  Familiar with the University’s policies and procedures.  Strong technical aptitude and proficiency in a Microsoft Office environment

Technical:

Advanced experience with Microsoft Office programs, experience with my HR infor as it relates to recruitment and performance management, SharePoint, Basecamp

Technical:

MS Word Excel PowerPoint Other
Advanced Intermediate Intermediate Outlook-Advanced

Nature and Scope

Interpersonal Skills:

Collaborative team player comfortable leading as well as executing and taking constructive input from multiple sources.  Ability to provide unobtrusive support to the President and the President’s team by earning the trust and confidence of them.  Communicates effectively, precisely and professionally with internal and external sources.  Proactive in anticipating the needs of the President and team members and ability to manage tight deadlines and stress

Level of Responsibility:

The Office of the President carries the responsibility to carry out the vision of the university  The Operations Manager is responsible for providing support, advice and assistance to the President’s team in all areas of their work.  This position is responsible for the direction and management of the day-to-day administrative, supervision and working order of facilities for the Office and is responsible for direction to priority matters and ensuring effective leverage of the President’s time and attention. 

Decision-Making Authority:

Makes decisions when required on behalf of the President and Executive Officer and seeks expert advice when required.  Makes decisions on timelines, budget spending and recommendations  on staffing and resources in the Office.  Makes decisions that have significant impact on the reputation of the University.  Makes decisions with respect to the most efficient use of the President’s time (ie. attendance at meetings, events, speaking engagements, international travel) and seeks advice when required.  Ensures that only key issues are brought to the attention of the President or Executive Officer – goal is to ensure minimal escalation of matters.

Physical and Sensory Demands:

This position works independently and collaboratively and requires outstanding customer service, sound judgment, a strong work ethic and an ability to work under very challenging time constraints with competing priorities.  Flexibility in working hours is required.  Extended time at the computer is required.  Use of a BlackBerry allows the Operations Manager to be accessible to the President and the President’s team at all times and beyond normal business hours.  Access to the internet from home is an ongoing requirement of this position

Working Environment:

Reporting to the President are the Vice President, Academic and Provost, the Vice President University Relations, Vice President, Advancement, Vice President University Research, Vice President Finance and Administration and the University Secretary.  The Operations Manager must maintain a strong relationship with all of these Vice Presidents and members of their staff as well as members of the Board of Governors and Senate.  External relationships include contact with Prime Ministers, Premiers and Cabinet Ministers, MPPs, MPs, Offices of Provincial and Federal Ministers, Ambassadors, senior international government officials, presidents of Canadian and international universities, international corporate CEOs, major donors to the university, community organizations, parents, students, faculty, members of the public.   Physical Risks – No Significant Risk.  Psychological Risks – Minimal exposure to disagreeable conditions typical of a C-level office and of a supervisory position.