• Oversees day-to-day operations at the EIO, and supervises staff members in these areas.
• Enables change management initiatives by developing, implementing, championing, and evaluating continuous improvement initiatives regarding processes and practices related to administration, budget, finances, information technology, and event coordination.
• Proactively and independently develops, oversees, and evaluates departmental-level operational and financial guidelines, ensuring compliance with UBC policies.
• Provides regular training and expertise to Directors and all EIO teams on budget, financial procedures, event coordination and administrative processes.
• Advises the ED on finer details of institutional financial and administrative protocols and policies to ensure accountability.
Financial Responsibilities
• Oversees monthly financials, and identifies budget areas that require attention. Escalates to ED as appropriate.
• Oversees the preparation of interim financial statements for expenditures and ensures account holders are expending funds in compliance with funding guidelines.
• Provides guidance on budgetary and funding processes and practices to all EIO teams as well as to significant projects led by the office.
• Prepares quarterly budget forecasts for all areas of the EIO, including working with EIO Directors to track spending, submit yearly team budgets and develop forecasts.
• Reviews and approves month-end revenue reports; plans, directs and guides the EIO’s year-end process.
• Creates and monitors internal controls, and oversees financial processing paperwork.
• Plans annual capital expenditures, resource acquisitions and allocations.
• Delegates transactional processes to Administrative Coordinators, overseeing and evaluating their work.
Administrative Responsibilities
• Provides confidential operational guidance to the ED and the AVP.
• Oversees implementation and maintains record management systems following UBC policies and best practices, ensuring and enforcing consistent use, and training administrative staff to effectively implement record-keeping practices.
• Manages the unit’s administration support staff and oversees all administrative activities.
• Responsible for assessing onboarding needs, implementing onboarding practices for EIO staff, and regularly evaluating opportunities for improvement.
• May work with the VPAO HR team on HR-related files and functions, particularly as they relate to local processes (e.g., onboarding).
• May be delegated by the ED to monitor, evaluate, and enhance organizational goals for staff and staff teams, including identifying professional development opportunities and other retention mechanisms.
• Acts proactively to ensure accessibility is built into the EIO’s operations and that any necessary accommodations or accessibility needs for staff and guests, partners or clients are coordinated and in place as required.
• Oversees the maintenance of facilities and equipment of the unit, including major renovations, and directs the purchase of equipment, supplies, and furnishings.
• Participates in building-wide committees focused on operational matters.
Event Coordination Responsibilities
• Oversees event coordination portfolio in the EIO, including maintaining a calendar of recurring and new internal and external events, deploying resources to support successful event execution, and coordinating post-event evaluation.
• Develops templates, tools and procedures to ensure smooth event planning and execution, working closely with the EIO Project Managers to ensure alignment in approach.
• Monitors and evaluates success and impact of wide range of events, and implements improvements accordingly.
• Oversees and executes a wide range of EIO-hosted events, including internal events such as EIO staff retreats.
• Works closely with the Communications Team to support the promotion of events hosted by EIO to a wide range of stakeholders.
Other Duties
• Performs other related duties in keeping with the qualifications and requirements of the role.
Consequence of Error/Judgement
The incumbent is expected to display significant personal initiative and must exercise sound judgement in all administrative areas; have tack and diplomacy, be accurate, and maintain strict confidentiality. The incumbent must be able to act independently in performing defined duties. The potential for negative impact on the EIO and the University is significant. Error in judgement or procedure would lead to serious administrative problems and have negative impact on the credibility of the Office and reputation of the University.