Job TitleStaff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level B Job Title Administrator Department Faculty | Department of LinguisticsSalaryCompensation 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.Application and End DatesPosting End Date September 30, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date OngoingAbout UBCAt 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 SummaryThe Administrator is responsible for the effective management of all administration functions of the Department of Linguistics in the Faculty of Arts and the joint Master of Data Science (Computational Linguistics) program between the Faculty of Arts and the Faculty of Science.The Administrator's responsibilities include strategic planning and direction, developing, implementing and co-ordinating all academic and non-academic activities with principal involvement in administrative, financial, human resources, information technology and spatial matters. The Administrator provides operational leadership in developing and implementing strategic plans and changes to enhance productivity and in streamlining business processes.The Administrator oversees the management of a $4.5 million + budget including GPOF, fee for service, specific purpose, endowment funds and research accounts. The Department operates out of three locations: Totem Field Studios which houses faculty and staff offices, as well as elicitation labs, meeting space, and a library; Stores Road where eleven research labs are located; and Buchanan Tower where faculty and advising offices are located.Organizational StatusThe Department of Linguistics currently has 20 tenure-track faculty members, plus additional lecturers, visiting faculty and sessional instructors, approximately 40 graduate students and approximately 300 undergraduate students. Approximately 3,000 students enroll annually in courses offered by the Department. The Department also offers a summer camp program for over 300 children. The position reports to the Department Head on all matters on a regular basis. The position has supervisory responsibility for all staff in the department. Support staff (CUPE 2950, 2278 and M&P) report to the incumbent. The incumbent interacts with faculty members, students, staff, general public and suppliers, the President's Office, Dean's and departmental offices of the Faculty of Arts, Faculty Relations, Human Resources and Finance.Work PerformedBudget and Financial ManagementDevelops and oversees policies and procedures related to financial managementDevelops, recommends and implements budgets to achieve goals and priorities established by the Department and the MDS-CL programPrepares budget submissions, forecasts, summaries and reports for internal and external agencies; recommends reallocationsManages the Linguistics Department budget of $4.5 million including GPOF, Fee for Service, and Specific Purpose,Monitors and authorizes financial transactions ensuring compliance with University and granting agency policy,



budget and accounting constraints. This includes expenses and purchases, transfers, cash receipts and cost recoveriesAssists faculty members with the administration and budgeting of research grants, including salary awards and foreign grants, paying and processing of the Compliance Fee for visiting facultyPrepares forecasts and submits reports/recommendations to the Head of Linguistics and the Director of the MDS-CL program on administration of research grants and contractsDirects and oversees reconciliation of monthly and annual statements, payroll and benefit statements; investigates and reports on anomalies and errors.Assess requirements and establishes priorities for purchase or upgrade of departmental equipment and manages inventoryHuman Resources Management FacultyOversees the faculty and research grant funded recruitment and appointment processesAssists the Head in the process of negotiating contracts and agreementsCoordinates the Promotions and Tenure, faculty leave application, and Merit & PSA processesEnsures faculty are properly resourced with respect to orientation, systems and course supportServes as a resource on immigration and employment policies and procedures and helps ensure adherence to both; coordinates immigrationrequirements for visiting researchers, students and facultyCoordinates the hiring of Sessional Instructors and supports faculty with the hiring of postdoctoral fellows, and graduate and undergraduate research assistants; advises on terms and rates of employment, clarifies UBC policiesPrepares statistical material for internal and external use, i.E., faculty, reports, personnel informationStaffManages unionized and non-unionized staff, additional short-term hires and Graduate Teaching AssistantsAnticipates staffing needs and develops and maintains human resource strategiesProvides leadership and guidance by developing and implementing sound performance management practices; interpreting and implementing various collective agreements (CUPE 2950, CUPE 116, CUPE 2278, M&P); ensuring departmental practices are consistent with Agreements and policies within the Faculty of Arts.Manages hiring, training, evaluating and terminating of clerical staff and supervises their day-to-day work; develops and updates position descriptionsEstablishes and implements human resource practices, policies and programsPromotes teamwork through staff meetingsManages position reclassifications for staff in the Department to ensure staffing levels support program needsProvides guidance to faculty and staff regarding employee relations and human resource issuesGeneralManages the Department's administrative records (paper and electronic). Ensures that they are accessible and held or culled according to the University's record retention schedulesFacilities and Infrastructure ManagementAdministers departmental space including making recommendations on the allocation and reassignment of offices, labs and storage spaceManages facilities and surrounding areas. Because of the Department's remote location on campus, it has unique needs with regards to parking, building and yard maintenance, and securityResponsible for managing the maintenance, renewal and renovation plans for the Department's facilities and equipment, as well as for developing, implementing and maintaining usage policies and guidelines with appropriate techniciansAuthorizes the acquisition of all necessary supplies,



equipment and services for the administrative functions of the Department.Responsible for ensuring that a Local Health and Safety committee is established as appropriate, reporting up to the Joint Health Safety Committee; responsible for ensuring that proper occupational health and safety guidelines are in place, reviewed monthly.Oversees the day-to-day decision-making on security, deliveries and emergency plans for facilitiesAuthorizes keys and fob allocations to faculty, staff, and grad studentsCommunicationsOversees recruitment material for the department, advising the Head on best practice in alignment with Faculty of Arts policyInterprets University, Faculty and Department administrative policies for faculty and staff, in particular their application to complex situations not clearly addressed in current policiesMeets with the Dean and representatives of the Dean's office, in conjunction with the department Head, for issues related to budget and spaceRepresents the Department on the Faculty of Arts Administrators Committee group, liaising regularly with other administrators and the Assistant Deans in Arts to share information and best business practicesRepresents the Department at ad hoc non-academic University meetings (e.G. Classroom Services)Updates Procedures Manual annually including drafting current administrative policies and procedures for review by Head and faculty within the unitConsequence of Error/JudgementStrong analytical skills and sound decision-making ability are essential. Accounting errors would have significant implications on the Department's ability to meet its financial obligations. Administration errors in human resource management and facilities management would negatively affect the Department's ability to carry out its research and teaching responsibilities.Supervision ReceivedThe Manager of Administration reports to the Head of Linguistics, but functions independently and autonomously with no managerial direction in assigned areas.Supervision GivenThe Manager is responsible for hiring, supervising, evaluating, disciplining and termination of clerical (CUPE) and management (M&P) staff.Minimum QualificationsUndergraduate degree in a relevant discipline.Minimum of three years of related experience or the equivalent combination of education and experience.Willingness to respect diverse perspectives, including perspectives in conflict with one's ownDemonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsAbility to analyze problems, identify key information and issues, and find effective solutions.Ability to review, analyze and synthesize complex information into summaries and reports.Tact and discretion.Ability to build cooperative relations with diverse persons, notably students, faculty and UBC staff.Excellent oral and written communication skills.Ability to prioritize and work effectively under pressure to meet deadlines.Demonstrated experience in financial budgeting, accounting and reports preferred.Knowledge of University financial systems preferred.Equity and Diversity StatementWe encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].

📌 Administrator (Vancouver)
🏢 The University of British Columbia
📍 Vancouver