Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Administration Manager

Department

Haida Gwaii Institute | Dean's Office | Faculty of Forestry and Environmental Stewardship

Compensation Range

$5,791.00 - $8,323.42 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.

Posting End Date

May 29, 2026

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

Job End Date

Ongoing

This is a 0.6 FTE part time position and is based in Haida Gwaii. Position is posted for 2 weeks or until a suitable candidate is hired.

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 Administration Manager oversees the administrative operations of the Haida Gwaii Institute (HGI), including finance and human resource functions, and is responsible for the interpretation and implementation of university policies and procedures to ensure compliance. The role also leads the enhancement of administrative and operational systems to support organizational effectiveness and growth. This position is based in Haida Gwaii.

Organizational Status
Reports to the Director, Haida Gwaii Institute.

Work Performed
Financial Administration (40%)

• Serves as advisor to HGI faculty and staff, providing guidance on budget implications, long-range planning, and ensuring all business practices align with UBC’s accounting policies.
• Oversees departmental financial operations, including accounting systems, revenue tracking, year-end processes, student fee administration, accounts receivable, procurement and expense management, and financial liaison functions, exercising professional judgment to ensure compliance with university policies
• Collaborates in budget planning and long-range financial strategy while ensuring effective processes, accurate reporting, and compliance with institutional requirement.
• Lead the recruitment, negotiation, and evaluation of service providers, ensuring compliance University safety, legislative, and operational standards.
• Provide financial support to students and First Nation Bands by coordinating program fee payment processes providing adaptive solutions to address the unique needs of HGI students

Human Resource Management (30%)

• Oversees all HR operations for the unit, including recruitment, appointments, payroll coordination, and workforce administration for faculty, staff, and students. Liaises with Dean’s Office HR team on complex HR (hiring, discipline and termination) requests.
• Provides recommendations on workforce planning, performance management, employee relations, and organizational effectiveness. Ensures consistent application of collective agreements, supports resolution of complex staffing issues, and guides faculty and staff appointment planning, including job design and compensation recommendations.
• Oversees HR processes, systems, and lifecycle practices, including onboarding, offboarding, and employee support and ensuring a high standard of operational service delivery.
• Ensure and verifies that the unit is in compliance to UBC policies, procedures and guidelines for all HR/Faculty Relations (FR) related matters
• Lead the development, implementation and interpretation of unit policies and procedures, in alignment with UBC, Faculty of Forestry and Environmental Stewardship (FES) and applicable collective agreements.
• Oversee HR processes and systems (e.g. Workday), including appointments, offer letters, compensation changes, leave management, and payroll‑related activities.
• Provide guidance, training and oversight to employees in HR tasks including completion and submission of TD1-IN; navigating HR processes in workday; managing flex time records; timesheet completion.

Administration (30%)

• Oversee day-to-day operations of administrative services, facilities, IT coordination, logistics, and asset and fleet management.
• Leads the development, implementation, and continuous improvement of operational policies, procedures, administrative systems, and support processes to enhance efficiency and effectiveness across HGI.
• Develops and manages operational, program, and special project budgets in collaboration with the Director and Program & Operations Manager, including revenue and expenditure forecasting.
• Supports the Director in grant development and the identification of sponsorship and revenue‑generation opportunities.
• Manages facilities, equipment, IT coordination, procurement, shipping, and asset oversight, ensuring operational readiness and compliance with institutional and regulatory requirements.
• Coordinate HGI instructors’ travel and transportation logistics including travel arrangements, book car rentals, airport shuttles etc.
• Manage and lead the unit’s health and safety, serving as JOHSC representative and a resource for incident prevention, investigation, reporting, compliance, and safety training
• In collaboration with the Director, oversee emergency preparedness, planning and response, ensuring alignment with provincial and municipal legislation and operational requirements.
• Provides coordination and governance support to the Institute’s advisory and operational activities, including supporting committee functions, preparing compliance reports, and contributing to meetings and events as required.

Consequence of Error/Judgement

This position is a financially important and complex one which is relied upon for accuracy; the Director relies upon decisions and judgment generated by this position. The impact of error in transaction documentation could result in additional work and/or substantial monetary loss to the Institute. Frequent interaction with other departments and outside organizations requires excellent communication skills and tact to avoid negative impact on the Institute, UBC Forestry and UBC image. Also future funding can be dependent on the administration of the contract/grant accounts. This position manages all financial statements; failure to execute financial statements and payments in a timely way threatens the financial viability of the Institute. Application of inappropriate statements and financial reports presents the Institute, UBC Forestry and UBC with legal and financial liabilities. Safety and security of all financial and personnel records is a primary responsibility of this position. The position also supervises the health/safety/environment portfolio which has substantial impact on the overall performance and operating cost of the unit.

Supervision Received
Reports to the Director of the Haida Gwaii Institute, also participates in planning meetings with other management positions. Matters involving policy or liability are referred to the Director with suggested courses of action.

Supervision Given
None.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two 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

Experience in accounting, administrative management and human resource management - Related experience working and living in Haida Gwaii, or other Indigenous or rural community is preferred.

• Working knowledge of the natural resource industry on Haida Gwaii preferred

• Graduate degree in a relevant discipline to the Haida Gwaii Institute.

• An awareness of University of British Columbia policies and procedures, with particular emphasis on financial policies and procedures.

• Effective oral and written communication, interpersonal, customer service, problem resolution and organizational skills.

• Ability to work under pressure to meet deadlines.

• Ability to effectively multi-task.

• Ability to exercise patience, tact and discretion.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We 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 workplace.accessibility@ubc.ca.