Academic Department Manager

While this position welcomes applications from the public, please note that preference will be given to current employees at the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying.

This posting will be used to fill up to two (2) positions.

The Faculty of Agricultural, Life and Environmental Sciences is seeking experienced administrators to fill two (2) full-time appointments as Academic Department Manager (ADM) with a tentative start date of October 25, 2021.

Reporting to the Faculty General Manager and providing operational support to the Department Chair(s), the Academic Department Manager (ADM) is accountable for the design, implementation and management of efficient and effective administrative systems for their Department(s). The ADM will develop an intimate understanding of the Department(s) activities and builds productive and effective ongoing relationships and networks at all levels of the organization. The ADM will support departmental strategic planning, financial management, human resources, and academic program administration while ensuring that all operating policies and procedures support the Department and Faculty pursuit of excellence in teaching, research and service. The ADM will also play an important role in governance, communications, safety, and space and facilities management. In all facets of this role, the ADM endeavors to integrate and advance the University’s commitment to equity, diversity, and inclusivity.

Responsibilities:

• In conjunction with the Service Partner (Finance), manages the Department’s finances and endowments, monitors the financial transactions and recommends strategies and proposals regarding budget allocations/reallocations and distribution of resources to support area’s priorities.
• In collaboration with the Service Partner (HR), provides advice and support to Academic Department Chairs and area supervisors on human resource issues (e.g. hiring, performance management, ER/LR) and manages the employee lifecycle (e.g. Letters of Appointment, cancellation stipends) for the Department’s operating staff.
• Contributes professional and administrative expertise to the development of plans, objectives, solutions, policies and procedures, ensuring the integration of area planning with Faculty, College and/or University priorities.
• Acts as a key first point of contact for the Department Academic and Support Staff to answer questions, inform policies, and resolve operational issues (financial, HR, operational, IT, etc.), involving Service Partners when appropriate but generally resolving issues at the Department level.
• Tracks key analytics and develops reports to support decision making. Responds to requests from the College or Faculty offices for financial and statistical information to support decision making.
• Manages the flow of operations/administrative information/data to the Academic Department Chair. Ensures information is accurate and timely for effective decision making.
• Provides administrative support to the Academic Department Chair and Department committees for Undergraduate and Graduate programs (including accreditation, internship, practicum, field school, etc.).
• Leads Departmental communication and works with the Service Partner (Communication) to develop and manage the Department communications strategy to ensure that relevant and critical information is delivered to stakeholders.
• Works with the IT service partner and IST (Web design), and with input from the Academic Department Chair, to develop or update the Department Web content and review and evaluate its analytics.
• Manages Department space allocation (offices and laboratories), furniture, furnishings, and office equipment as well as requests for computer, phone and system access. Also manages the Department vehicle management, risk and liability program.
• Builds and maintains productive relationships with the Department and Faculty leadership and stakeholders, Academic Department Managers, service partners (e.g. HR, Finance, Communication, etc.) assigned to the faculty and the wider University community.
• Provides direct supervision to Administrative and Technical Staff in the Department.

Qualifications & Experience

• Bachelor’s Degree or advanced degree in a related field with 5 or more years of experience within a large post-secondary environment
• 5 of more years of senior level management experience in leading and supervising staff
• Experience working in a large unionized environment and knowledge of the various contracts including the Faculty, APO, ATS, NASA and TRAS Agreements
• High level of analytical and problem-solving skills and critical-thinking skills
• Demonstrated experience in human resources, financial analysis and budgeting
• Demonstrated use of systems and tools such as Excel, database query tools (Tableau), budget tools (UPlan) and PeopleSoft (Finance, HCM, Campus Solutions) would be an asset
• Excellent written and oral communication skills as well as interpersonal skills to develop effective relationships with faculty and administrators as well as a broad network of contacts
• Planning, organizational, and time management skills
• Ability to work independently
• Proven ability to work collaboratively with team members from different areas of expertise, and with senior administrators in an organization
• Training/experience in strategic planning, project management and resources planning, business process review, and change management
• Knowledge of University of Alberta’s governance, policies, and procedures, as well as a good understanding of the academic culture and operating requirements

In accordance with the Administrative and Professional Officer Agreement , this full-time continuing position offers a comprehensive benefits package found here and annual salary range of $74,335 - $123,887.

Review of the applications will commence on October 4th.

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.