Administrative Officer

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Faculty of Science

Department of Biology

Position Summary:

The Administrative Officer is responsible for managing the daily operations in the Department of Biology, Faculty of Science, ensuring efficient and effective workflows in support of teaching, research and administration.  Acting as a partner to the departmental Chair, key responsibilities include operational planning, team management, development and implementation of processes and procedures and responsibility for general administration activities, including finance, human resources, student affairs and physical resources.   The incumbent will interpret and apply University regulations, policies and guidelines to ensure compliance, as well as cultivate strong relationships within the unit and with other university units to foster collaboration.

Major Responsibilities:

• Oversee daily administrative operations, including planning, developing, and implementing complex procedures, policies, and processes to support the department’s goals and mission.

• Manage budget planning and allocations for the unit, prepare and submit the annual budget, and monitor and report expenditures.

• Ensure financial compliance with the University and Faculty of Science’s budget policies and financial procedures. Prepare appropriate reporting and year-end financial documentation.

• Hiring and management of support staff, ensuring compliance with the provisions of collective agreements and University Policies.  This also includes ensuring proper workload allocation, performance evaluations, professional development, mentoring and conflict resolution.

• Provide high-level support to the Chair in academic personnel matters such as hiring, immigration, sabbatical, other leaves, reappointment, tenure, merit and retirement. Oversees and undertakes academic and non-academic appointments, renewals and other related functions

• Develop and implement new administrative procedures and continuous improvement initiatives, requiring complex analysis and decision-making.

• In collaboration with the departmental Chair, responsible for compiling data, statistics and written content for the preparation of the department’s Annual Report.

• Represent the department at meetings to provide input on administrative, financial, and human resource matters, and communicate committee discussions and recommendations to the Director to inform decision-making and policy development.

• Act as a liaison between the department, Faculty, University administration, and external organizations.

• Undertake special projects and perform other related duties, as required.

Other Qualifying Skills and/or Abilities

• Proven experience and knowledge of university administrative and academic policies, procedures and processes is considered an asset. Experienced managing in a unionized environment is also an asset.

• Demonstrated ability in establishing and maintaining positive and effective working relationships with both internal and external stakeholders.

• Proven ability to motivate and manage teams through transitions, with strong delegation skills.

• High level of interpersonal and communication skills, essential for effectively guiding and managing teams.

• Extensive experience in budget management and financial oversight.

• Ability to work independently and collaboratively, fostering a team-oriented environment.

• Strong problem-solving and organizational skills, with the ability to take initiative, implement process improvements effectively and think creatively.

• Skilled in handling challenging situations with tact, diplomacy, and resourcefulness.

• Excellent time management skills, with a proven ability to prioritize tasks, work under pressure, and meet deadlines in a rapidly changing environment.

• Demonstrated ability to research, summarize, and present information effectively, both verbally and in writing, with strong attention to detail.

• Meticulous in documenting follow-up actions regarding ongoing files.

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