Faculty Relations & Administrative Manager

The Faculty Relations & Administrative Manager is responsible for overseeing, coordinating and managing several portfolios, including that of the Office of the Director. The Faculty Relations & Administrative Manager provides comprehensive strategic support, conducts research, prepares reports and assists with decision making and decision-making processes, often dealing with sensitive matters for which discretion is required. The has discretion to make decisions that are in line with the strategy and goals within the Director’s Office and on behalf of the Administrative Officer. The Faculty Relations & Administrative Manager has three overarching responsibilities: (1) oversight of the Director’s office which includes providing comprehensive administrative- and executive-level support and advice to the Hallman Director; 2) oversight and support of all activity related to faculty and non-faculty appointments which includes serving as primary advisor to the Director and providing administrative management to faculty members; (3) mentoring of administrative staff generally, with specific oversight and management responsibility of the General Office and the coordinator portfolios of Patient Care Rotations and Co-op and the Operations Coordinator, Interprofessional Education.

The Faculty Relations & Administrative Manager plays a crucial role in supporting the executive in a wide range of operational and administrative tasks, including fostering positive relationships internally and externally. The Faculty Relations & Administrative Manager is the first point of contact with representatives and heads of other units, with deans of other Pharmacy schools across Canada, and with various external professional organizations and accreditation bodies. Service excellence and customer experiences are top priorities. The quality of responsiveness and the assistance provided in difficult or sensitive situations is essential to the reputation of the School and its Director. The Faculty Relations & Administrative Manager is a critical resource in the School of Pharmacy with significant independent initiative taking, anticipation of needs and process leadership, and oversight of key portfolios. Given the nature and unpredictability of the position, this is a five-day per week, in-person position.

Responsibilities:
Strategic Executive Support
Ensures continuity with the succession of the Director every 4-8 years through effective record keeping and internal procedures
Provides seasoned advice to the Director and other senior administrators to support strategic initiatives
Continually reviews processes and systems for efficiency and effectiveness
Independently manages the Hallman Director’s daily schedule and itinerary applying judgement to determine priorities and manage relationships maintaining confidentiality on sensitive matters and ensuring discretion in all interactions; arranges travel and reimbursement processes
Coordinates projects, ensuring deadlines are met, and facilitates communication among team members
Responsible for the flow and response path for all requests, proactively screening and collecting background information; independently drafts correspondence, letters, memos, and other sensitive communications
Acts as the main point of contact between the Hallman Director and senior university administrators, faculty members, deans and their administrative staff, and others across the university, ensuring the effective flow of information and follow-up
Makes necessary arrangements for meetings and travel for the Hallman Director, including expense reimbursement claims
Manages queries and requests for information, bringing priority matters to the attention of the Director and/or the Senior Administrative Team
Assists in the preparation of documentation and presentations for internal and external audiences related to the School
Conducts research and prepares reports for internal and external audiences; compiles statistical information on behalf of the Director for use in the preparation of accreditation briefs, annual reports, planning documents, etc
Anticipates requirements; assembles materials and briefings for meetings and events by researching, analyzing, composing and/or synthesizing and formatting documents; ensures materials are submitted by others as required
Provides relationship management by acting as liaison between the Director and internal/external stakeholders, and maintaining positive and professional relationships
With the Administrative Officer, advises re: policy creation and leads implementation of new policies and procedures
Provides a confidential sounding board for ideas and plans; provides advice, critical analysis, perspectives, options and alternative approaches; identifies and recommends process improvements
In accordance with Policy 46 (Information Management), maintains filing and retrieval systems for contracts, agreements and Memorandums of Understandings
Acts as agent of the Administrative Officer on specific matters and assumes responsibility in their absence
Other duties and special projects, as assigned
Faculty and Non-faculty Appointment Management
Provides leadership and counsel to the Director in the interpretation and application of the FAUW MOA, Faculty and School policies, guidelines and practices
Manages School-level processes for faculty recruitment and appointments (Policy 76), tenure and promotion (Policy 77), official employment files (Policy 75), sabbatical and other leaves (Policy 3) and annual performance review (MOA)
Responsible for the entirety of the faculty recruitment, hiring and onboarding process, including our Regional Clinical Coordinators (RCCs; currently 14 across all regions of Ontario), all Adjunct faculty (paid and not-paid) and Visitors; note that RCCs and paid Adjuncts are typically practicing Pharmacists
Maintains confidential faculty employment files and creates a supportive culture for non-regular faculty
Provides leadership and counsel to faculty, including serving as Secretary to Faculty Meetings, which includes preparing briefing notes for the Chair, preparing agenda and minutes, monitoring the implementation of decisions
Serves as Secretary for the School Advisory Committee on Appointments (SACA), which includes advertising, accepting and responding to applicants/applications, preparing applicant files; facilitating applicant travel arrangements and overseeing expense reimbursements
Responsible for preparation of the UARC report including its submission to the Dean of Science
Responsible for the coordination and compilation of submissions for tenure and promotion of faculty, ensuring dossiers are complete, presented in the proper format and within deadlines set by the Dean of Science
Responsible for the coordination of faculty merit information which involves collection of relevant information and preparation of summary forms, preparation of binders for members of the review committee, summarizing merit ratings for submission with final documentation to the Dean of Science
Responsible for all administrative aspects of appointments for faculty, co-funded faculty, post-doctoral fellows, research associates, sessional appointments, and paid and unpaid adjunct faculty appointments, including reappointments and changes in rank or position
Creates and maintains databases to track faculty, post docs, research associates, graduates, committee memberships, etc
Responsible for immigration matters pertaining to hiring or inviting non-Canadians as part of the school’s business and provides guidance to the School, particularly for faculty research hires, on international hiring requirements; is the point of contact for Immigration Legal Services in this regard; works with the immigration specialist to ensure compliance with Immigration, Refugees and Citizenship Canada rules and regulations to reduce potential liability and risk to the school, Faculty, and University; researches rules and regulations to ensure immigration compliance for atypical appointments
Human Resources and Administrative Leadership
Oversight and operation of the School’s General Office which includes direct supervision of the Administrative Assistant who provides administrative support to Pharmacy faculty, staff, visitors, undergraduate and graduate students
Serves a leadership/mentorship role among all staff, including the provision of guidance on consistent implementation and compliance with School, Faculty and institutional policies and procedures
Provides direct supervision to the Administrative Assistant; Administrative Coordinator, Patient Care Rotations; Administrative Coordinator, Co-op; and the Operational Coordinator, Interprofessional Education Program ensuring they are informed, engaged, developed, and working effectively and efficiently; includes hiring, ensuring portfolios are covered adequately and deadlines are met, facilitating communication among team members; performance appraisals and performance management
Identifies appropriate school metrics, ensuring results are tracked and communicated to appropriate stakeholders
Oversees the day-to-day operations of the Library Resource Centre, WUSA Café and unique staff programming as a result of being a satellite campus
Serves as resource for hiring, supervising and managing co-op student hires for faculty and staff
Responsible for the School’s P-card and delegated signing authority
Other duties as assigned
Qualifications:
Undergraduate degree required or equivalent education and/or experience
5 years of experience supporting an executive level position (post-secondary environment preferred)
Experience with staff management
Demonstrated experience advising on the interpretation and application of policies and procedures
Demonstrated experience with minute taking
Experience managing complex calendars
Demonstrated knowledge of UW policies and procedures
Ability to manage and coordinate a complex range of activities and demands; multi-task
Demonstrated ability to identify issues of concern and potential concern, and provide advice on creative and effective solutions
Proven strategic and pragmatic thinker with a demonstrated ability to make independent decisions
Excellent interpersonal skills, a proven record of demonstrated tact, judgement and diplomacy, confidence, organization and attention to detail
Excellent problem-solving; unexpected issues and/or conflicts may arise and the incumbent must be capable of analyzing problems and quickly identifying solutions
Writing and organizational skills are key, as are managing conflicting priorities from multiple stakeholders
Tact, judgement, diplomacy and a high level of professionalism are essential
Ability to gather information and compile/write reports
Ability to support multiple senior leaders simultaneously; requires ability to identify and act on priority work and identify opportunities to synthesize objectives, requests, strategies, and priorities
Excellent communication (oral and written)
Experience managing travel and meeting schedules
Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents
Intermediate knowledge of MS Office Suite, particularly Excel; advanced knowledge of SharePoint, One-Drive and MS Teams; experience with website management tools
Ability to exercise good judgment, tact and discretion in handling confidential and sensitive materials and matters
Proven ability to adapt to a rapidly changing environment and interact effectively with faculty, staff, and contacts external to UW
Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

Canada
Ontario
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