Manager, Business Operations & Administration

Job Category

Job Profile

Job Title

Department

Compensation Range

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.

Posting End Date

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

Job End Date

This offer is conditional upon successful completion of a Criminal Record Check.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

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 Summary

The Manager, Business Operations & Administration broadly supports a portfolio of Applied Research and Innovation programs aligned with the Department of Pediatrics and partner organizations. Duties include contributing to various administration services and business operations duties, including operational planning, human resources, finance, projects, evaluation, and institutional analysis. The Manager will also support strategic projects, including continuous monitoring of current operations and identifying opportunities for improvements that optimize resource use and continually enhance the provision of services. The portfolio includes multiple specialized programs and business units that are integrated with health authorities and allied academic partners. The Manager will play an integral role in financial and resource budget management across units, leading in developing comprehensive policies, procedures, and systems; managing inventory, facilities and security systems; and developing plans for major equipment purchases and renovations. As one aspect of the innovation cycle is knowledge translation and mobilization, several programs within the portfolio include commercialization and/or fee-for-service activities; this role plays an important role in administrative and business operations for these activities, including market analysis, business development, marketing and communications, coordination and management of legal and regulatory requirements, full cycle contract management, and reporting.

As a key business partner to senior operational and research leadership, the incumbent will lead the development and management of assigned budgets, accounts payables and receivables processes, financial analyses, performance measurement, human resources processes, monitoring and benchmarking activities and quality and utilization enhancement/improvement initiatives. Identifies and participates in strategic initiatives and innovation projects/programs, including a high level of integration with academic and research partners across campus and affiliate health authority sites. Interacts regularly with Senior Clinical and Operational Leaders regarding service needs, service delivery, and operational activities. Communicates with Leadership and Operations Councils, Facilities and Planning, Finance, Human Resources, Decision Support Services, Purchasing, Foundations and various other departments, committees and task groups as required for conducting daily business and achieving department objectives. Liaises with other health authorities, public and private organizations, and individuals for obtaining and providing information and addressing complaints/comments and other issues.

Organizational Status

The Manager will report to the Executive Director for the portfolio, or delegate, with indirect reporting to senior leaders and investigators affiliated with respective programs.

Work Performed

• Functions as a key management team member for the portfolio of research/innovation programs.

• Provides senior-level coordination and administrative management for strategic and annual operating planning processes for portfolio and constituent programs; develops plans, policies, and procedures; and manages strategic and operational planning processes related to finance, human resources, business operations, marketing, communication, and related internal portfolio affairs.

• Manages internal administrative processes and compliance with organizational and external policies and procedures; maintains up-to-date knowledge and documentation to support the achievement of outcomes and ensure adherence to accreditation, regulatory, and safety standards.

• Develops and leads the annual performance management processes, including the development of performance reports for portfolio leadership, managing reporting timelines and obligations.

• In alignment with organizational strategies for quality, leads and guides quality improvement and process redesign activities and provides consultative services related to quality management.

• Develops and manages risk management activities for the portfolio and facilitates implementation of approved modifications and evaluation of process effectiveness within assigned area(s) to ensure optimal use of organizational resources and safe delivery of patient care.

• Develops and manages annual capital, operating, and project budgets; conducts ongoing financial planning, analyses, monitoring, and reporting activities; supports internal and cross-institutional accounts payable (AP) and accounts receivable (AR)

• Collects, analyses, interprets, and reports program performance data internally and externally, as appropriate, and makes recommendations to the leadership team regarding budget and resource re-allocations secondary to the analysis of performance outcome data.

• Develops resourcing and recruitment plans and manages the full cycle human resources processes, from demand identification to recruitment, retention, and employee transitions.

• Leads portfolio-wide staff and students in annual performance management processes, meets target dates and ensures alignment of team goals with desired outcomes.

• Promotes a culture of respect and fosters research and innovation, cultural safety and equity.

• Develops and maintains effective working relationships with other departments, groups and team members through continual liaison; fosters and builds successful collaborations to ensure integration of research activities and delivery of high-quality research; facilitates interdisciplinary cooperation, participates on committees, and provides relevant communication on pertinent matters to the senior leadership team.

• Performs other related duties as assigned.

Consequence of Error/Judgement

The incumbent exercises management judgement and is accountable for their actions. They work under the direction of the Executive Director, or delegate, but make judgements as to how decisions fit with acceptable institutional practices and guidelines and what the impact of the decision will be. Errors in judgement can result in significant damage to the reputation of the portfolio and constituent programs.

Supervision Received

Works with latitude to achieve results under the direction of the Executive Director or delegate.

Supervision Given

The Manager will supervise a team of 3-5 individuals, including operations or administrative assistants and students, as required. This will involve working closely and collaboratively with the respective portfolio leads. This includes monitoring the overall work, and priority setting of the various teams, including ensuring smooth and efficient communication and interaction between the teams, and participating in job evaluation/performance measures.

This position has the option of remote work for approximately 20-30% of their duties. Regular attendance onsite at various locations is required to effectively perform job duties and engage with collaborators.

Minimum Qualifications

• Undergraduate 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 own

• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Education and Training

• Graduate degree in a relevant discipline (e.g. Business/Health Administration). Recent experience managing similarly complex, multi-stakeholder healthcare and/or research programs in increasingly senior leadership positions with responsibility for the development, implementation and evaluation of service delivery and/or research within a healthcare or related environment or the equivalent combination of education and experience; a recognized finance designation (e.g. CPA) or similar formal training would be a considerable asset.

Leadership skills

• Demonstrated strong organizational, leadership, planning, and communication skills.

• Experience working in health research, public health and/or pediatrics a considerable asset.

• Strong interpersonal skills, including negotiation, mediation and facilitation.

• Demonstrated commitment to change, process management, and team building.

• Ability to organize and prioritize work and balance multiple activities concurrently while working effectively under time pressures to meet deadlines. Ability to analyze problems, and identify key information and issues to identify effective resolutions. Ability to plan and complete multiple projects, tasks and priorities simultaneously. Ability to set priorities, organize workload and work within deadlines in a busy and complex environment.

• Ability to anticipate problems and issues and plan ahead, including regular and rapid adaptation.

• Strong analytical, problem solving and critical thinking skills.

• Ability to use appropriate strategies to resolve operational challenges.

• Ability to effectively facilitate groups to achieve appropriate outcomes

• Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback and taking corrective action.

Finance

• Experience with all aspects of budget development, management, and variance analysis.

• Proficient at estimating resource requirements and operation effectively within resulting budget. Ability to conduct needs analyses, plan, organize, manage, monitor, complete and evaluate projects within allocated time and resources. Ability to identify, obtain and effectively manage organizational resources (e.g., people, materials, assets, budgets).

Communication

• Ability to review, analyze and synthesize complex information into summaries and reports. Ability to prepare and present proposals to small and large diverse audiences.

• Ability to spontaneously adjust presentation for audience with no preparation time.

• Proficient in the use of English grammar, spelling and punctuation and professional terminology.

• Proven ability to communicate professionally and tactfully, both orally and in writing.

• Ability to maintain accuracy and attention to detail.

• Ability to exercise judgment, tact, discretion and diplomacy.

General

• Ability to work independently with minimal supervision.

• Ability to work cooperatively both within the UBC, PHSA and BCCHR communities and with external stakeholders. Ability to establish effective relationships with a variety of stakeholders.

• Ability to productively use word processing, spreadsheet, database, and project management software. Knowledge of UBC and/or PHSA systems is a considerable asset.

• Physical ability to perform the duties of the job.