Administrative Manager (Faculty of Music)

Department: Faculty of Music 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Senior Administrative Officer, Faculty of Music

Employee Group: Management 

Application Deadline: Marh 26, 2023

Requisition ID: 5517 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

Position Summary

As a member of the senior leadership team for the Faculty of Music, the incumbent will work to ensure the success of the Faculty through executive support and oversight;  specifically in the areas of governance, collective agreement administration, research compliance, and internal communications.

Reporting to the Senior Administrative Officer (SAO)for the Faculty of Music, the Administrative Manager will provide direction and guidance to administrative activities for the faculty.  The position will routinely work with confidential information and must represent the faculty in a professional manner. 

The incumbent will execute duties in

• Providing executive-level support to the Dean, and SAO in terms of scheduling, task management, and expense reconciliation;
• Leading, coaching, and mentoring to administrative staff ensuring governance processes and collective agreement compliance;
• Managing the governance processes as the primary contact for Senate, Board of Governors and Faculty Relations administration personnel;
• Managing compliance with collective agreement for contracts, sabbaticals, hiring, promotion and tenure, and grievances;
• Managing processes associated with approvals for visiting researchers and scholars;
• Managing Faculty of Music internal communications;
• Managing all expenditures and PCard documentation to ensure compliance with reimbursement and procurement policies;
• Managing research-related hires, purchases and expenditures ensuring compliance with regulatory and institutional financial policies and procedures.

This position has a university-wide mandate and is based at the Waterloo Campus.  The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Brantford Campus, and external partners. The Administrative Manager will ensure the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders.

Accountabilities

Executive Support

• Providing executive-level support to the Dean, and SAO in terms of scheduling, task management, and expense reconciliation;
• Coordinates the schedule of the Dean with internal and external stakeholders; including travel arrangements, as required;
• Through the monitoring of emails and schedules, ensures that all tasks are completed efficiently by recognizing the priorities of the Dean;
• Coordinates and serves as secretary of meetings and committees on behalf of the Dean, ensuring that proper processes are being followed and minutes are being recorded. (e.g. Divisional Council, Faculty-in-Council, Faculty and Associate Dean Meetings, Appointments and Promotions Committee and the Part-Time Appointments Committee etc.);
• Drafts internal communications on behalf of FoM senior leadership;
• Assists and provides coordination of senior leadership special projects and events, such as faculty and staff retreats;
• Develops and maintains complex spreadsheets and forms to assist the Dean with faculty workload planning and analysis of results; coordinates the workload planning process with full-time faculty, SAO and the Dean;
• Maintains a roster of activities/information within the FoM in anticipation of draft reports to appropriate governing institutions within and outside the university;
• Provides administrative assistance to Associate Deans for special projects, as required.

Budgets, Planning, and Expenses

• Processing of all payments on behalf of the FoM;
• Together with the SAO and Financial Analyst, gathers and computes data for reports and budget forecast projections;
• Works closely with the SAO and Financial Analyst to develop, improve, and promote strong financial management practices and controls within the Faculty;
• Reviews all expenditures and PCard documentation to ensure compliance with reimbursement and procurement policies and that appropriate approvals as defined in the Signing Authority policy are in place;
• Maintains reports of budget approvals for faculty travel; reviews travel reimbursement submissions for accuracy and adherence to approved budget; submits for reimbursement; compiles and distributes report of faculty travel expenditures twice yearly and assists the Dean in determining allocation of unspent funds;
• Reviews Faculty Professional Expense Reimbursements and Faculty Travel claims for compliance with university policies and budget authorization in preparation for the Dean’s signature; tracks and monitors the operating budget and prepares a yearly status report for WLUFA and the Dean;
• Collaborates with the Financial Analyst to monitor and report on PER and Contractual Travel funds; processes reimbursement and expense claims (e.g., cheque requisitions, travel, meeting/hospitality, and departmental P-Cards) and provides monthly reconciliation;
• Manages and reconciles petty cash for the department.

Research Activities Support

• Reviews faculty research expense claims ensuring compliance with Tri-Agency guidelines, university policies, and Broader Public Sector Procurement Directives;
• Assists faculty members with developing, monitoring, and tracking research grant budgets;
• Acts as the in-faculty subject matter expert (SME) and liaison with Research Finance, Procurement, and Accounts Payable;
• Coordinates the purchase of research equipment and materials in compliance with university policies and Broader Public Sector Procurement Directives;
• Coordinates the process for travel grant applications (twice a year) and provides the FoM recommendations to the Office of Research Services;
• Provides coaching and training to researchers and research centres on grant applications; budget development; expense, procurement, and external contract policies; and, research assistant hiring.

Administrative Support and Collective Agreement Compliance

• Provides direct oversight and guidance to deparmental administrative staff, ensuring compliance with the collective agreements and Laurier policies and procedures;
• Manages the FoM email distribution lists;
• Maintains a current and thorough understanding of the Faculty Collective Agreements and University Policies and Procedures;
• Managing compliance with collective agreements for contracts, sabbaticals, hiring, promotion and tenure, and grievances;
• Assists with the grievance process in collaboration with the Senior Administrative Officer and Faculty Relations;
• Acts as the primary contact with Faculty Relations for the processes relating to visiting faculty members and researchers.

Academic Coordination

• Hires and supervises student employees in the Peer Tutoring program in the FoM, facilitating their hire and approval of hours in collaboration with instructors and the Associate Dean, Planning and Curriculum.
• Liaison for Accessible Learning Service, and provides personalized and highly sensitive assistance to students requiring academic accommodations.
• Jury and grad recital coordination (practical exams).

Collegiality and Professionalism

• Supports Wilfrid Laurier University’s values, vision, mission, and strategy;
• Supports and assist colleagues within the Faculty of Music during high-pressure times to ensure the success of the faculty and the university;
• Maintains confidentiality around programs, reports, and budgets;
• Stays current on the most recent and relevant legislation, policies, best practices, literature, and software, related to the accountabilities and qualifications of the position;
• Ensures that the Senior Administrative Officer is kept up-to-date on all important items related to the position through electronic or in-person communication and seek advice when necessary.

Qualifications

• Minimum Bachelor’s degree from a post-secondary institution (preference given to individuals with a degree in Music); 
• Minimum five years of relevant experience showing progressive increases in responsibilities.
• Strong evidence of project and/or event coordination and management.
• Direct experience in the Canadian higher education system.
• An understanding of Laurier's general policies and procedures is an asset.
• Experience supporting executive-level administration including anticipating needs and ensuring that tasks are completed on time.
• Demonstrated experience in writing professional communications, and reports.
• Experience working within a confidential working environment and the ability to diplomatically manage sensitive situations.
• Relevant experience overseeing budgets and processing expenses. An understanding of the Laurier Expense Handbook and Tri-Council Guidelines is an asset.
• Experience with reading, interpreting, and implementing collective agreements. Knowledge of Laurier’s faculty collective agreements an asset.
• Experience with Accessible Learning Centre considered an asset.
• An understanding of best practices in human resources; experience managing unionized staff is an asset.
• Experience with event planning and management considered an asset.
• Experience working and problem solving with tight timelines to a successful outcome.
• The ability to self-motivate, and experience working independently with little supervision.
• A collegial personality approach to participating with and leading teams.
• Evidence of continued interest in life-long learning, and implementing best practices.
• Advanced experience in Banner software, creating accessible (AODA compliant) and dynamic documents using Microsoft Word, Excel, and PowerPoint.

Compensation

Position Grade: MG-2A

Annual Salary: $66,964 - $83,705

Hours of Work:  The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.