Academic Department Manager

This position is a part of the Association of the Academic Staff of the University of Alberta (AASUA).

In accordance with the Administrative and Professional Officer Agreement, this full-time continuing position offers a comprehensive benefits package found on our Benefits Overview page and an annual salary range of $72,625 to $121,041.

Location - This role is in-person at the Royal Alexandra Hospital.

Reporting 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 Summary

Specific 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.

Duties

Department 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.
• 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.
• Formulates business cases with the Academic Department Chair in order to secure funding for programs and initiatives.

AMHSP Academic Recruitment

• Responsible for the oversight of Department Faculty recruitment and Search and Selection process of faculty, locum and AMHSP physicians.
• 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.
• Develops and coordinates complex onboarding process for new faculty.
• Manages all Clinical Academic Colleagues, Special Continuing, and Adjunct Professors appointments.
• Facilitates full cycle recruitment for leadership position in the department.

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.

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.