Academic Department Manager (I)

Location

Hamilton, ON | Canada

Job description

Schedule

Monday to Friday, 35 hours per week - hybrid

Education Level

Bachelor's Degree in relevant field or equivalent professional experience

Career Level

Minimum of 5 years of managerial experience in an academic setting

Target Hiring Range

$76,654.00 - $92,000 annually

About the University

Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. Engineering faculty, staff and students at McMaster pursue research and learning in more than 22 research centres, institutes and networks whose interdisciplinary pursuits cross-departmental and faculty boundaries. Outside the University, we regularly collaborate on research projects with partners in universities, the government and more than 100 companies in Canada and abroad.

McMaster Engineering's unique 5-year programs and interdisciplinary minors offer undergraduate students a top-notch engineering education in collaboration with such areas as health sciences, business, social sciences, humanities, and the broader university experience. The Engineering Interdisciplinary Programs (EIP) Office manages the Engineering & Society Program, the Engineering & Management Program, the Innovation Minor, the Sustainability Certificate, and interdisciplinary experiential projects. This office provides leadership for multi-disciplinary courses within the Faculty of Engineering as well as interdisciplinary courses offered to the broader McMaster community. This position collaborates with other faculties and campus units, as well as community and industry partners.

About the Position:

The Academic Department Manager (I) provides effective and efficient day-to-day management of the EIP Office. This position is accountable for developing, implementing, and maintaining the efficient operation of a complex department with multiple functions requiring collaboration with all departments within the Faculty of Engineering as well as other Faculties, Schools, and units across campus. This position calls for independent decision making within a delegated area of authority and for the exercise of leadership in the management of support services. This role plays an integral role in shaping the direction of program offerings, provides administrative and operational leadership, visioning and strategic planning, and informs the Associate Dean (Undergraduate) on financial, human resources, space, curriculum, and strategic matters.

This position provides a link between incoming and outgoing faculty and staff on operational procedures and policy as they relate to undergraduate education, and advises on new initiatives or changes to policies and procedures at both the department and university levels. In carrying out the position responsibilities, the Academic Department Manager (I), collaborates with senior administrative staff within the Faculty and with central offices. The Academic Department Manager (I), has the delegated authority to independently make decisions and exercise leadership in the management of support services. This position is responsible for overseeing the academic course planning and scheduling process within the EIP Office. The Academic Department Manager (I), plays an integral role in managing and overseeing all aspects of Accreditation and Institutional Quality Assurance Process (IQAP) processes. This includes overseeing the administration of the annual Graduate Attribute measurement and collection process, as well as the preparation for the program visits. The Academic Department Manager (I) participates on committees and meetings as they relate to all aspects of the Accreditation Board visits and Graduate Attribute processes. On a day-to-day basis implements the policy decisions taken by the Faculty, Programs or University with respect to undergraduate students, represents the programs on University-wide committees, and provides leadership and direction to the staff who provide service to undergraduate students in the program.

Key Accountabilities:

Financial Management

• Serves as the Associate Dean’s delegate and has financial decision making and signing authority necessary for the continued operation of the department.
• Provides input into business plans for the department.
• Monitors financial policies and procedures and ensures compliance with University policies.
• Develops and prepares reports, monitors, and manages multiple budgets according to institutional policies and procedures.
• Oversees payroll for all staff and students and reconciles payments.
• Provides information to the Director, Finance and Administration to support Memoranda of Agreement (MOAs) and contract negotiations conducted by the program office.
• Provides information to the Director, Finance and Administration to be used to develop new program budgets.

Strategic Planning

• Contributes to strategic thinking for development and implementation of new initiatives of strategic importance to the department, Faculty and University (such as interdisciplinary programming, Micro credentials).

• Participates in strategic planning for department/Faculty-wide undergraduate education.
• Develops and implements short and long-term plans to ensure the effective and efficient use of operational resources (financial, physical, human).
• Leads the development of departmental strategic financial resource management and implements strategic financial plans that are consistent with the department's/program’s teaching and operations.

Operational Management

• Facilitates marketing and communication plans for the department.
• Oversees health and safety for program staff and manages issues of any occupational health and safety incidents.
• Sits on department committees as part of the senior management team and participates in the development of new policies, in the revision of existing policies and monitors the effectiveness with which these departmental policies are executed.
• Develops and administers procedures to help align the staff to the strategic goals of the department.
• Organizes and participates in departmental and program reviews.

Human Resources Management

• Manages all direct reports including conflict management, performance management, hiring, disciplinary action, training and development.
• Provides managerial oversight and is accountable for all administrative and operational support staff (team building, performance standards, hiring, disciplinary action, redundancy etc.). Including the ongoing evaluation of and response to changing staffing needs.
• Develops departmental human resource goals, objectives, plans and supports systems to support the accomplishment of the department’s strategic goals.
• Maintains current knowledge of the Unifor Collective Agreement, CUPE Agreements, Employment Standards Act and University policy and procedures.
• Works with the Dean’s Office to manage any pre-grievances or conflicts.
• Investigates and rectifies any human resources issues with payroll.
• Works with accommodation plans with the employees.
• Monitors and ensures proper probation period procedures followed.
• Works with administrators inside and outside of the Faculty to manage cross-appointments and complex teaching responsibilities in multiple units.

Physical Resource Management:

• Plays a key role in the area of physical resource management within the department
• Proposes, negotiates, recommends, and ensures optimal space utilization within the department.
• Initiates reviews and commits funds to purchase or replace office furniture, IT, office equipment, shared lab equipment and equipment and supplies required by Teaching Laboratories.

Education Administrative Support:

• Manages and participates in program Accreditation processes (for external bodies such as IQAP and CEAB and internal process, i.e., department reviews).
• Accountable for administration of interdisciplinary undergraduate programs (i.e., recruitment, financial, statistical, external reviews).
• Interprets and clarifies University documents relating to undergraduate education (e.g. Student Appeals Procedures, Senate Resolutions on Academic Dishonesty. Senate Resolutions on Course Outlines, Procedures for Petition of Relief for Missed Term Work and for Deferred Examinations) to students, faculty and staff.
• Ensures that concerns of students are addressed expeditiously.
• Manages and oversees the timetabling and scheduling of all courses for the delivery of undergraduate programs and collaborates with the Registrar’s Office to create a conflict-free schedule.
• Collaborates and advises program affiliated clubs, teams and societies, including but not limited to funding requests, policies, events and other initiatives.
• Manages the undergraduate curriculum process, including completing course forms and editing course calendar entries, for submission to the Academic Advising Office for review and ultimate submission to the appropriate Faculty and University governing bodies.

Special Projects Committee Membership

• This position will participate in special projects and/or sit on committees in potentially several areas both within the Faculty and the broader University.
• Observes and identifies opportunities for collaboration, keeping the Associate Dean (Undergraduate), Director of Finance & Administration, and Dean’s office informed
• Main contact for external reviews such as IT, HR, and is the main source for data gathering for initiatives such as Cubane and BI tool development.

Qualifications:

Education:

• Bachelor’s Degree in a relevant field or equivalent professional experience

Experience:

• 4-6 years of managerial experience in an academic setting with a broad understanding of Faculty and University programs and initiatives.
• The successful candidate will have previous university administrative experience, with proven financial management and human resources skills as well as excellent organizational, planning, communications, and interpersonal skills.
• Familiarity with University structure, policy, and administrative systems, with demonstrated knowledge and experience interpreting policies, procedures, and guidelines.

Knowledge & Skills:

• Excellent interpersonal skills, including outstanding verbal and written communication skills.
• Must be organized, a long range-planner and an accomplished problem-solver able to quickly assess situations and individuals and lead solutions.
• A proven track record of building successful relationships across faculties/departments, handling conversations with tact, good judgement, and diplomacy

How to Apply:

To apply for this job, please submit your application online.

Employment Equity Statement:

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact the following to communicate accommodation needs:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

Hybrid Work:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

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Salary