Academic Department Manager

Job title: Academic Department Manager

Company: University of Alberta

Job description: DescriptionThis position is a part of the Association of the Academic Staff of the University of Alberta (AASUA).In accordance with the , this full-time continuing position offers a comprehensive benefits package found on our and an annual salary range of $72,625 to $121,041.Location – This role is in-person at the Royal Alexandra Hospital.Working at the University of AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.Your work will have a meaningful influence on a fascinating cross-section of people – from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .Working for the Department of Obstetrics and GynecologyReporting to the Academic Department Chair for day-to-day direction with support from the Faculty General Manager, the Academic Department Manager oversees the administrative operations of the Department (Obstetrics & Gynecology (OBGYN) at both the University and Royal Alexandra Hospital sites. In all facets of this role, the Manager endeavors to integrate and advance the University’s commitments to equity, diversity, and inclusivity.The Academic Department Manager (ADM) is accountable for the management of the department’s systems and processes, ensuring effective day-to-day operation of the department. The ADM is accountable for managing people, resources, and processes to support teaching, research, and clinical innovation programs within the departments.Position SummarySpecific accountabilities of the ADM in conjunction with the Department Chair include departmental strategic planning; oversight of financial management; philanthropy and donor stewardship in collaboration with the office of advancement, academic program administration; oversight of human resources management; governance; communications; space and facilities management in collaboration with the University and AHS. In addition, this role will be overseeing the implementation and administrative management of the AMHSP – Academic Management arrangement between AHS and FoMD.As the department is an academic medicine area multidisciplinary in research, teaching, and patient care, the ADM is required to be knowledgeable of policies and practices of the University of Alberta, Alberta Health and Alberta Health Services. The ADM is responsible for the oversight of Department Faculty recruitment and Search and Selection process of faculty, locum and AMHSP physicians. Ensures University faculty selection process and Alberta Health Services recruitment criteria is met when recruiting faculty, locum and AMHSP physicians. The complexity of the department and the ADM position is evidenced by the multiple numbers of contractual reporting stakeholders such as the University, Alberta Health and Alberta Health Services.DutiesDepartment Operations Manager

• Works with the Service Partner (Finance) to monitor, analyze, forecast, and report on the academic department’s financial position.
• In conjunction with the Service Partner (Finance) and Shared Services, oversees the financial transactions across all sources including special grants and contracts. Monitors the purchase of services, equipment and supplies for the academic departments.
• Manages the employee lifecycle (e.g. Letters of Appointment, adding and/or cancelling stipends, retirements, resignations) for the Department’s Academic Teaching Staff, Clinical Academic Colleagues, Special Continuing Appointments.
• Oversees the financial aspects of academic human resource administration (e.g. Market Supplements, externally funded Chair programs).
• Compliance in reporting requirements to Alberta Health and Alberta Health Services.
• Establishment of internal financial controls, policies and procedures to ensure compliance with University, Alberta Health, Alberta Health Services and funding agency requirements.
• In conjunction with the Department Chair works alongside the AMHSP Finance Manager, AMHSP Coordinator (HR), HR Partner, Finance Partner and AHS colleagues in a partnership to maintain and manage the AMHSP arrangement.
• Assists Academic Department Chair with all levels of planning. Ensures the integration of area planning with Faculty, College and/or University priorities. Creates operational plans for the Department’s administrative functions.
• Tracks key analytics and develops reports to support decision making. Responds to requests from the College or Faculty offices for financial and statistical information to support decision making.
• Formulates business cases with the Academic Department Chair in order to secure funding for programs and initiatives. Analyzes unit needs and works with the Academic Department Chair to frame requests to the Faculty office.

AMHSP Academic Recruitment

• Responsible for the oversight of Department Faculty recruitment and Search and Selection process of faculty, locum and AMHSP physicians. Ensures University faculty selection process and Alberta Health Services recruitment criteria is met when recruiting faculty, locum and AMHSP physicians. o Manages Department coordinator in the initial approval to start the recruitment process. Specifically the RPPC application (Impact Analysis Part 1 – AHS).
• Manages recruitment advertisements for approval by Department Chair
• Manages posting of recruitment ad, organization of all candidate travel arrangements, scheduling of candidate visits with current faculty, and scheduling of the Search & Selection Committee. Creation of applicable documentation including letters of offer from University (coordinating with AHS), coordination of and advice on immigration requirements and forms and all other related documentation related to offers of employment.
• Develops and coordinates complex onboarding process for new faculty, offering a high level of service in navigating the multifaceted requirements (AHS, Alberta Health, CPSA, and University of Alberta)
• Manages all Clinical Academic Colleagues, Special Continuing, and Adjunct Professors appointments with input from the Chair, Divisional Directors, and Faculty office
• Facilitates full cycle recruitment for leadership position in the department (including but not limited to Divisional Directors, Program Directors, and Associate Chairs)
• Coordinates the creation of U of A file inclusive of search and selection documentation (Interview Guide, Meeting Minutes, Legal waiver of release with AHS, Meeting Agenda) in the event it needs to be shared with AHS

AMHSP Finance

• In consultations with Finance Partner provides advice and guidance to PIs on University research financial administration, grant/agency compliance, budgeting, accounting, documentation requirements, and financial reporting
• In consultations with Finance Partner providing analytical and technical support for AMHSP budget development, implementation, and monitoring
• In consultations with Finance Partner assists in updating and maintaining budgeting and forecasting for UPlan as pertains to AMHSP
• In consultations with Finance Partner works closely with the Department Chair, helps develop financial timelines, operational and project plans to ensure deadlines are communicated and met as pertains to AMHSP. Assists in developing ad hoc financial reports for leadership team, divisional heads, administrators

Academic Program Operations ManagerThe ADM provides strategic leadership in the administration of educational programs and services. Provides direction and oversight to the Medical Education Program in the following areas:

• Collaboration with Program Directors, Faculty Office and faculty members to deliver educational programs for undergraduate, postgraduate and graduate programs.
• Monitors learner statistics to identify trends, using information in strategic planning processes.
• Oversees learner administration services.
• Leads and directs the department’s academic administrative functions supporting faculty members teaching, research and clinical innovation activities.
• Supports program reviews and accreditation

Qualifications

• Minimum of a Bachelor’s Degree in Business Administration, Finance, or Management
• 3-5 years experience working directly with or in a department with the AMHSP
• Significant experience in strategic planning, human resource management, financial analysis, preferably in a University environment
• Experience in administration in a large unionized organization
• Must be available to work onsite at the Royal Alexandra Hospital and attend where needed in-person meetings at U of A main campus

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.Note: This opportunity will be available until midnight January 10, 2025, Edmonton, Alberta local time.

Expected salary: $72625 – 121041 per year

Location: Edmonton, AB

Job date: Fri, 13 Dec 2024 07:12:38 GMT

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