Job Overview

We are seeking a dynamic and highly organized Director of Administration to lead and oversee the administrative functions of our organization. This pivotal role involves managing daily office operations, supervising administrative staff, and ensuring seamless communication across departments. The ideal candidate will bring a proactive approach to office management, demonstrate exceptional organizational skills, and foster a productive, efficient work environment.

As a key leader, you will coordinate vendor relationships, oversee bookkeeping and payroll processes, and support human resources initiatives to uphold our commitment to operational excellence. You will also interact with international students and recruitment agencies.

Responsibilities

- Supervise administrative staff, including front desk personnel and clerical team members, providing training and development opportunities to enhance team performance.
- Oversee office operations to ensure smooth daily functioning, including managing multi-line phone systems, filing systems, and general office procedures.
- Coordinate vendor management activities, including contract negotiations, service evaluations, and maintaining positive relationships with suppliers.
- Manage bookkeeping tasks using QuickBooks or similar accounting software to ensure accurate financial records.
- Oversee payroll processing and human resources functions such as employee onboarding, benefits administration, and compliance with employment laws.
- Maintain organized filing systems for all company records, ensuring confidentiality and easy retrieval of information.
- Develop and monitor budgets for administrative functions while implementing cost-saving initiatives without compromising quality.
- Handle phone etiquette professionally while managing front desk operations to create a welcoming environment for visitors and callers.
- Support training & development programs aimed at enhancing team skills and operational efficiency.
- Assist in planning special events or meetings by coordinating logistics and ensuring all necessary materials are prepared.

Skills

- Proven supervising experience with the ability to lead diverse teams effectively.
- Strong proficiency in QuickBooks or comparable bookkeeping software.
- Excellent communication skills for clear, professional interaction with staff, vendors, and visitors.




- Exceptional organizational skills with keen attention to detail in filing, record keeping, and task prioritization.
- Experience managing office supplies, vendor relationships, and multi-line phone systems.
- Knowledge of human resources practices including onboarding, payroll management, and employee relations.
- Ability to handle budgeting responsibilities with accuracy and strategic insight.
- Skilled in clerical tasks such as data entry, document preparation, and maintaining filing systems.
- Demonstrated capability in training & development initiatives to foster team growth.
- Strong phone etiquette coupled with a friendly demeanor at the front desk or reception area.

The position also requires the following:

- Consult with faculty officials to develop registration policies
- Direct and control academic and related activities of the school
- Direct and control the registration activities
- Evaluate academic activities of the school
- Evaluate the registration activities and academic records system of a college or university
- Evaluate the vocational activities presented to students
- Manage the academic records system of a college or university
- Plan and organize academic and related activities of the school
- Plan and organize the activities of a private college
- Plan and organize the registration activities
- Plan and organize vocational activities for institutes specializing in trades, technology or business
- Review registration statistics
- Consult with government regulatory and licensing agencies to ensure conformance to provincial standards
- Develop curriculum for training programs
- Direct activities of staff and others engaged in compiling information on courses, schedules and requirements for admission and graduation
- Recruit and hire teachers and other staff
- Advise president or rector of university or college
- Direct, through subordinate staff, research and curriculum development
- Plan, administer and control budgets for projects, programs, support services and equipment




- Promote activities organized by the committees
- Recommend and approve faculty appointments
- Recommend curriculum revisions and additions and approve scheduling of courses
- Use computer software to assess customer files for completeness

Qualifications

- Strong analytical skills with the ability to interpret data, assess operational performance, and support informed decision-making.
- Excellent communication skills, including clear written and verbal communication and the ability to collaborate effectively with diverse stakeholders.
- Proficiency in finance and budgeting, including planning, forecasting, monitoring expenditures, and aligning resources with institutional priorities.
- Solid accounting skills, with experience in financial reporting, reconciliation, and adherence to relevant standards and policies.
- Master’s degree in Business Administration, Finance, Public Administration, Higher Education Administration, Psychology or a related field; advanced degree preferred.
- Demonstrated experience in administrative leadership, preferably in a higher education or complex organizational setting.
- Skill in supervising and developing staff, managing change, and fostering a respectful, inclusive workplace.
- Competence with office productivity tools and administrative systems; experience with ERP or student information systems is an asset.
- Strong organizational and time-management abilities, with attention to detail and capacity to manage multiple priorities.
- Commitment to ethical practices, equity, and compliance with institutional policies and regulatory requirements.

Education

- Master's degree in a related program

Experience 5 years or more

Location

Employment must be in Person.

Asset Languages:

- Hindi
- Mandarin
- Urdu
- Panjabi
- Higher education/higher education administration
- Psychology, other
- Artificial intelligence
- Business administration and management, general.

Join us as our Director of Administration and play a vital role in creating an efficient workplace where teams thrive! Your leadership will ensure that our administrative operations support our mission of excellence while fostering a positive environment for all employees. Pay: $100,000.00-$130,000.00 per year

Perks

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Stock options

Work Location: In person

📌 Director of Administration (Vancouver)
🏢 Universal American College
📍 Vancouver