Administrative Manager

JOB OPPORTUNITY
Professionals / Managers & Confidentials – Infrastructure and Sustainability

Posting Date: March 27, 2025
Closing Date: April 7, 2025
Position Title: Administrative Manager
Department: Infrastructure and Sustainability (I&S)
Appointment Type: Term Contract (6 months)
Classification: PM – 3
Salary: Target hiring range: $81,896.68 - $102,370.19 -- Range maximum: $127,479.41
Schedule: Full time, Monday – Friday, with occasional evening and weekend work required.

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department at vic.hr@utoronto.ca.

POSITION SUMMARY:

Under the direction of the Associate Chief Administrative Officer (CAO), the Administrative Manager oversees key administrative processes and functions in the Infrastructure and Sustainability Department.

The incumbent is responsible for the development and maintenance of the annual Operating and Ancillary budgets. The incumbent will track and reconcile costs on Academic and Ancillary deferred and non-deferred maintenance projects.

In conjunction with the Associate CAO, the Director, Campus Operations and the Manager, Maintenance and Capital Assets, coordinates and facilitates a wide variety of capital and maintenance projects.

Supervises unionized staff and oversees communications for the department, including managerial oversight of the Photocopying/Printing Services, Mail Services, and the Infrastructure and Sustainability main office.

The Administrative Manager is accountable for Health and Safety.

JOB RESPONSIBILITIES:

Administrative/Project Management

• Performs and provides administrative support to the Associate CAO. Coordinates between the I&S office and other departments to keep them informed of major tasks, events, and concerns. Provides support to the Director, Campus Operations and Manager, Maintenance and Capital Assets. Performs work that is confidential in nature. Relieves the Associate CAO of administrative details. Performs administrative tasks to accomplish the objectives of the office and the I&S Department.
• Provides project management for various capital and maintenance projects as it pertains to supervision, scheduling and tracking of project costs. Ensures contractor compliance in relation to health and safety, WSIB compliance, insurance, and bonding.
• Independently and cooperatively prepares correspondence for signature by the Associate CAO, files, answers, and replies to telephone calls, books and coordinates appointments, books staff into seminars and training sessions, processes invoices for payment, authorizes payments of five thousand dollars or less, maintains petty cash for department, resolves trouble calls.
• Records and tracks Infrastructure and Sustainability contracts and updates Associate CAO and Director, Campus Operations.
• Meets with Associate CAO, Director, Campus Operations and Manager Maintenance and Capital Assets, to report expenditures in the I&S portfolio. Communicates and informs the Associate CAO of events in the I&S Department. Supplies comparative costs of the previous year.
• Monitors maintenance and repair of I&S Office, Photocopying and Mailroom equipment. Reports problems to contractors to maintain a safe environment. Communicates with peers on a regular basis. Contacts contractors to maintain an efficient and safe working environment.
• Liaises between the I&S department and the Vic Community to communicate notices of work, notices of projects, and monthly inspections across campus.
• Prepares daily work requests online and communicates any priority requests. Administrates and schedules piano tuning and repairs of all pianos on campus; purchases new pianos as directed.

Human Resources

• Manages personnel files. Records personnel and managerial attendance. Submits managerial attendance report to HR.
• Responsible for the development and training of the Receptionist, Building Services Assistant, and Mail Clerk. Responsible for their Health and Safety training. Trains staff in office procedures.
• Meets with staff on a regular basis to develop and counsel on work processes. Provides on-going health and safety reviews, to ensure staff improvement for quality service to Victoria University through its employees, and to ensure a safe workplace.
• Schedules and recommends health and safety training for staff on an annual basis.
• Recommends training courses, seminars, and conferences for staff to update and enhance their skills and knowledge.
• Interviews prospective staff and hires staff based on assessment of candidates and an understanding of department needs, and/or recommends hiring and termination to the Associate CAO. Meets and discusses personnel qualifications with the Associate CAO and makes hiring recommendations accordingly.
• Supervises unionized staff and makes decisions to resolve a broad area of problems and provides conflict resolution.
• Discusses informal complaints and step 1 grievances from unionized direct reports as they arise.
• Resolves informal complaints from unionized staff, in consultation with the Associate CAO and the Human Resources Director.
• Schedules staff on a weekly basis. Ensures that hours are kept within budgetary guidelines and that proper staff coverage is provided. Approves vacations and time off for staff.
• Assigns tasks to staff based on understanding of department needs and availability of resources.
• Approves and evaluates tasks of employees to ensure scheduled completion and quality of work.
• Interviews temporary staff and hires temporary staff based on assessment of candidates to replace unionized staff during vacation time.

Health and Safety

• Performs a daily inspection of I&S work areas and directs staff to resolve health and safety matters. Maintains a safe working environment. Meets with staff monthly for safety talks.
• Reviews and evaluates the individual safety performance of all I&S personnel, provides guidelines, and facilitates training where needed to improve performance.
• Hires contractors with the objective of monitoring regular inspection procedures and co-ordination of accident prevention activities such as the provision of first aid kits and the maintenance of the defibrillators across the University.
• Organizes first aid training of staff to ensure maximum coverage across the University.
• Liaises with Communications office to update the online health and safety page with list of first aiders and emergency evacuation personnel across the University.
• Coordinates with the University’s external health and safety consultant to ensure health and safety objectives and deadlines are met. Reviews University Health and Safety training materials in coordination with the health and safety consultant and ensures policies are up to date.
• Responsible for the replacement and recharging of fire extinguishers throughout the University. Monitors fire hoses for replacement.
• Prepares training plans for direct reports to perform their work in a safe manner and in accordance with Health and Safety policies and procedures.
• Obtains and organizes training aids for in-person instruction, including virtual access and projectors.
• Organizes university-wide employee health and safety awareness training and scheduling. Communicates health and safety awareness training schedule to Human Resources for distribution to Vic managers.
• Supports the Associate CAO by monitoring university-wide health and safety bulletin boards to ensure that all required compliance material is posted and up to date.
• Monitors and updates Safety Data Sheet binder as appropriate.
• In accordance with the University’s Workplace Inspections Procedures, liaises with the Joint Health and Safety Committee to ensure investigation findings are addressed and receive appropriate follow up and resolution.
• Prepares and administers an annual Operating budget for the I&S office labour, health and safety, utilities, communications photocopying/printing, postage, furniture purchase, staff development and travel, and piano maintenance.
• Works closely with the Associate CAO, Director, Campus Operations, and Manager, Maintenance and Capital Assets to prepare Operating academic and Ancillary budgets. Administers both Operating budget spreadsheets for I&S department. Prepares and provides back up for various budgetary lines. Audits monthly detail trial balance backup and resolves errors to ensure operational costs stay within the budgetary guidelines.
• Works closely with the Associate CAO, Director, Campus Operations, and Manager, Maintenance and Capital Assets with the development of the annual proposed academic and ancillary properties budgets.
• Recommends in writing to the Associate CAO any expenditure of $10,000 for purchase, replacement, or repair. Obtains three supplier quotes and meets with Associate CAO to analyze obtained quotes to maintain university accounting policy.
• Prepares billing for deferred and non-deferred maintenance projects and presents to Associate CAO for authorization. Updates academic and Ancillary deferred and non-deferred spreadsheets and reports these figures to the Associate CAO. Reconciles each deferred and non-deferred maintenance project to report the breakdown costs to the Associate CAO and updates the academic and ancillary budgets as changes occur.
• Prepares three Facilities Renewal Program (FRP) reports to U of T annually and follows guidelines and regulations from the Ministry of Colleges and Universities. Reconciles actual costs with Finance.
• Tracks and reconciles monthly costs of the Lillian Massey Building lease. Reconciles annually with Finance and presents to auditors.
• Prepares annual carry forward, holdback and accrual of deferred and non-deferred maintenance projects at year end to Finance.
• Prepares and provides annual variance report of the Operating Academic and Ancillary budgets to Finance.
• Prepares and provides progress reports to Property Committee of Academic and Ancillary deferred and non-deferred maintenance projects. Prepares presentation to Property Committee of "before and after” projects completed and provides updates of ongoing projects.

Procurement

• Processes purchase orders for deferred and non-deferred maintenance projects as well as for I&S office expenditures.
• Liaises with vendors/contractors to resolve accounting and payment discrepancies.
• Purchases furniture for residences and maintains inventory of furniture.
• Purchases classroom furniture and maintains inventory of furniture.
• Purchases office furniture for faculty and maintains a budget of $5,000.
• Purchases equipment for the I&S office: IT equipment, office furniture, communication equipment office supplies, and printing and mailroom supplies.
• Provides procurement advice to other departments.
• Authorizes purchases and/or recommends alternatives.
• Maintains an inventory of all equipment and paper supplies relating to these areas.
• Monitors purchases to stay within budgetary guidelines.
• Manages a preferred vendor list and in conjunction with the Associate CAO performs evaluations of vendor and contractor performance.
• Makes recommendations to the Associate CAO as to the addition or elimination of vendors.
• Performs academic Council of Ontario Universities space inventory for academic buildings on behalf of the University Planning, Design and Construction at the University of Toronto. Reports changes and additions of space to U of T., which will be the basis of the Block Grant.

Sustainability

• Organizes Sustainability Committee meetings, books boardrooms.
• Acts in the capacity of Recording Secretary to the Sustainability Committee. Takes and distributes the minutes to the Committee.
• Prepares annual report with the Associate CAO, and posts on the Sustainability web page.

QUALIFICATIONS:

EDUCATION

• Administration degree as well as Project Management Diploma
• JHSC certification preferred
  
  

EXPERIENCE

• 5 to 7 years office management, strong project and budget management, and supervisory experience of unionized staff.
  
  

SKILLS

• Communication and excellent interpersonal skills.
  
  

OTHER

• On-site position.
• Able to work at a fast, uncontrollable pace with many daily interruptions.
• Advanced knowledge of Microsoft Office, Accounting software, Maintenance Management System.

TO APPLY:

Internal candidates are asked to submit their applications online by logging onto Dayforce. Please visit https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and apply.

External Candidates may proceed by clicking "Apply Now" below.

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.