Administrator

Job Title Administrator

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level B

Job Family Group Staff - Non Union

Department Administrative Leadership | Department of Political Science

Compensation Range $7,158.42 - $10,292.25 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Job End Date

Ongoing

Posting End Date November 4, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

The Department of Political Science is a major centre for teaching and research in political science. The Department administers the US Studies program and also comprises the Institute for European Research and the Centre for the Study of Democratic Institutions. It has strong ties to the First Nations and Indigenous Studies Program, the Institute for Asian Research, the Liu Institute for Global Issues and such programmes as Canadian Studies, International Relations and Latin American Studies.

The Department has 38 tenured and tenure-track faculty members (including the Merilees Chair for the Study of Democracy, Lind Chair in US Politics and Representation and 2 Canada Research Chairs (1 Tier I and 1 Tier II). The Department’s faculty are comprised of 34 Research Stream, 4 Educational Leadership Stream and two Lecturers. The Department has 4 joint appointments two with the School of Public Policy and Global Affairs, and one each with Critical Indigenous Studies and the Institute of Asian Research.

In addition, faculty members also support teaching in Arts One. The Department also has 3 associate faculty, 13 professors emeriti, and 6.75 FTE staff members (including the Administrator). There are 53 MA and 45 PhD students. Admission into these programmes is by application, and almost 200 are received each year. Approximately 7307 undergraduate students enroll in the winter session and 779 in the summer session.

There are 672 Majors and 37 Honours students. Admission into these programmes is by application, and we received over 330 applications each year.

The Administrator is responsible for planning the Department’s varied administrative needs including developing, implementing and coordinating all non-academic activities with particular attention to, financial, human resource, information technology and physical plant matters. The Administrator manages the finances, financial operations and accountability procedures and oversees the Department s annual budget and financial reporting system the Administrator develops and implements human resource procedures around hiring, supervising, training, safety, evaluating and terminating staff.

The Administrator manages research grants including liaison with faculty, granting agencies and various UBC research offices including VP Research and Associate Dean Research in the Faculty of Arts.

Organizational Status

The incumbent reports to the Department Head and supervises support staff and oversees in conjunction with the Graduate Program Coordinator, Teaching Assistants and Work Learn students. The Administrator is an ex officio member of the Department’s Executive Committee. The incumbent establishes and maintains close working relationships with administrative staff in the office of the Dean of Arts and in other relevant parts of the University.

The incumbent is part of the Faculty of Arts Administrative Managers and works closely with other Arts administrators and the Assistant Deans, Facilities Human Resources and Finance to better the administrative practices in the Faculty.

Work Performed

The Administrator is responsible for the effective execution and overseeing of departmental administration including strategic planning and direction, developing, implementing and co-ordinating all non-academic activities with principal involvement in administrative, financial, human resources, information technology and spatial matters.

Major responsibilities

Provides operational leadership, develops and implements strategic plans and changes to meet initiatives and evolving needs to enhance productivity and to streamline business processes; develops, manages and oversees implementation of administrative policies and procedures to ensure efficiency and effectiveness;

Manages and controls a departmental budget of approximately $10.4 million, including GPOF, Fees for Service, Specific Purpose, Endowment funds and research accounts, by monitoring all activity. Develops budget submissions, forecasts and summaries for the Head and the Dean’s office; authorizes expenditures, transfers funds as necessary, creates and analyzes associated budget reports on operating expenses and recommends reallocations, prepares financial forecasts analyzing resource requirements, evaluates financial priorities, prepares final financial submissions, supervises the maintenance of internal records, the reconciliation of Financial Services ledger sheets, and resolves discrepancies.

Develops and oversees policies and procedures related to financial management ensuring financial controls are in place and aligned with Faculty/University policy and best practice. Monitors operating costs, reports on anomalies and errors; analyzes reports to recommend changes, evaluates financial priorities; assists faculty members with related budget and administration of research grants, including salary awards and foreign grants.

Provides leadership and guidance by developing and implementing sound performance management practices, interpreting and implementing various collective agreements (CUPE 2950, 2278, M & P), and ensuring that departmental practices are consistent with agreements; overseeing handling and resolution of complaints; hiring, training, evaluating and terminating staff; developing and updating job descriptions; promotes teamwork through staff meetings, departmental goals, prioritization; mentors new administrative staff in the Faculty of Arts.

Oversees the administrative process for tenure/tenure track faculty searches and appointment and onboarding processes for faculty hires; hiring processes of sessional Instructors and previous instructors not returning; and processes for faculty going on and returning from medical and other leaves.

Responsible for administrative arrangements for all departmental research and grant funded appointments and administrative process for tenure and promotion. Coordinates immigration requirements for new faculty, and visiting researchers, students and faculty. Advises faculty and staff on Departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies.

Acts as a resource person to both faculty and staff, in particular in the interpretation of university and departmental policies and in particular in the application to situations not covered by existing policies.

Responsible for the organization of the Department s administrative records (paper and electronic) and maintains records so that they are accessible and in alignment with current University policy.

Administers departmental space including the allocation of offices, labs and storage spaces, coordinates renovations and alterations; ensures that the building is maintained and that systems are functioning; ensures that the depa