Director, Administration

The University of Victoria is consistently ranked in the top tier of Canada’s research-intensive universities. Vital impact drives the UVic sense of purpose. As an internationally renowned teaching and research hub, we tackle essential issues that matter to people, places, and the planet. Situated in the Pacific Rim this extraordinary environment inspires us to defy boundaries, discover, and innovate in exciting ways. It is different here, naturally and by design. Our commitment to research-inspired dynamic learning and vital impact make this Canada’s most extraordinary environment for discovery and innovation. UVic is a signatory to the DORA declaration, which promotes responsible research assessment.

The University of Victoria Libraries and Art Collections is a dynamic, research-intensive academic library system that supports the teaching, learning, and research mission of the University of Victoria. Committed to innovation, equity, and community engagement, the Libraries and Art Collections steward diverse physical and digital collections, including distinctive archives and art holdings that foreground Indigenous knowledge, local histories, and global scholarship. Through collaborative programs, digital initiatives, and responsive services, the University Libraries and Art Collections foster critical inquiry, knowledge mobilization, and creative practice. Grounded in values of accessibility and ethical stewardship, we play a vital role in shaping inclusive and future-oriented academic environments.

MANDATE / PURPOSE

Under the direction of the University Librarian, and in collaboration with Associate University Librarians and Directors/Supervisors as applicable, the Director Administration (DA) is responsible for the management of the finances, administration, and operations of the University Libraries and Art Collections.

OBJECTIVE

To oversee and manage the financial, administrative, and specified operational functions of the University Libraries and Art Collections, ensuring the effectiveness of its systems and processes to support services and operational priorities in support of research, teaching, and student success. The Director, Administration collaborates with the University Librarian, Associate University Librarians, and Directors/Supervisors to align planning objectives with strategic goals, manage human resources, and enhance internal communication practices

KEY RESPONSIBILITIES

Leadership and Operations

• Develops and maintains a high-level understanding of professional and operational activities in the Libraries and Art Collections and the associated resource requirements.
• Supports and champions internal communication activities on behalf of the University Librarian between the University Librarian’s office, internal units, as well as individual librarians and staff.
• Works with the University Librarian to coordinate the effective flow of communication across the University Librarians and Art Collections, and with other UVic
• Supports the University Librarian, Associate University Librarians and Directors/Supervisors in all University Libraries and Art Collections planning processes; tracks and reports on progress of strategic objectives.
• Contributes to the success of the University Librarian, Associate University Librarians, and Directors/Supervisors by serving as a resource, collaborating and providing advice on all non-academic matters.
• Manages and administers University Libraries and Art Collections policies and procedures to ensure consistent application as well as organization-wide compliance with University policies, procedures, and staff Collective Agreements.
• Supports the operations of the Office of the University Librarian and supports the general administration of the University Libraries and Art Collections.
• Leads or participates in special projects, including organizational changes.
• Participates as a member of leadership teams/committees as assigned by the University Librarian.
• Acts as a mentor and resource for unit administrative staff.

Financial Management

• As assigned, and under the general leadership and supervision of the University Librarian, oversees budget and financial administration for the University Librarians and Art Collections, by coordinating these activities with unit leaders and staff, as necessary.
• Provides advice and expertise, and makes recommendations to the University Librarian, Associate University Librarians, and Directors/Supervisors on financial administration.
• Oversees the development, implementation, and control of aspects of the University Libraries and Art Collections’ budget planning, forecasting, and performance in alignment with UVic and organizational goals, policies, and expectations.
• Manages special funding and special project
• Monitors identified research grant accounts, ensures University Librarian is aware of accounts entering deficit.
• Makes recommendations to the University Librarian, Associate University Librarians, Directors/Supervisors, and other key stakeholders to identify, develop, and implement operational business plans.
• Develops, reports, monitors, and manages multiple budgets according to institutional policies, procedures, and funding requirements; resolves issues, recommends, and initiates reallocations, etc.
• Evaluates financial processes and procedures within the University Libraries, making recommendations for improvements and implementing University processes and policy changes where

Human Resources

• Oversees human resource administration processes and practices throughout the University Libraries and Art Collections, in collaboration with the University Librarian, Associate University Librarians, and Directors/Supervisors as applicable, VP Academic Office, and Human Resources.
• In collaboration with the University Librarian and unit leaders, manages administrative processes for recruitment, salary evaluations, study leaves, academic administrative position searches.
• Engages in workforce planning on behalf of the University Librarian for librarian and staff groups.
• Manages other assigned staff, as applicable, including developing and implementing new staffing models, designing roles, recruiting or laying off staff, scheduling work, managing performance, assessing discipline up to and including termination, addressing employee concerns and union grievances, and forecasting future staffing needs.
• Maintains detailed knowledge and practice of University processes, collective agreements (Faculty Collective Agreement, CUPE and PEA Agreements, and non-union employees covered under the Employment Standards Act).
• Advises University Librarian, Associate University Librarians, Directors/Supervisors, and administrative staff on internal processes relating to librarian hiring committees, professional development, reappointment, promotion and probation processes, salary evaluation, and collective agreements.
• Serves as the senior management resource within the University Libraries and Art Collections to assist the University Librarian, Associate University Librarians, and Directors/Supervisors as applicable, and other leaders/supervisors in the management of staff that do not directly report to the DA.
• Acts as a resource to Human Resources on behalf of the University Librarian on a variety of staff employment issues and matters related to collective bargaining, including providing input into the development of bargaining strategies and proposals, vetting issues raised at the bargaining table, and acting as an employer bargaining team member, as requested by the University, for negotiations with all staff

Planning and Analytics

• Develops and maintains proficiency of the use of university database systems, and of the statistical curation and interpretation of data.
• Supports the University Librarian, Associate University Librarians, and Directors/Supervisors in regular Academic and Resource Planning processes.
• In collaboration with Libraries’ Organizational Analysis, gathers and monitors data, analyzes metrics, produces reports, identifies trends, presents findings, and makes recommendations to the University Librarian, Associate University Librarians, and Directors/Supervisors to inform decision-making to meet organizational goals and objectives.
• Contributes to the development of the University Libraries and Art Collections’ reporting (including at the unit level).
• Analyzes financial and other data for the University Libraries and Art Collections, identifies potential risks and issues, and informs or provides recommendations and solutions to the University Librarian, Associate University Librarians, and Directors/Supervisors. In consultation, takes action on these matters as necessary.
• Provides support to the University Librarian, Associate University Librarians, and Directors/Supervisors in preparing for coordinating academic program reviews and similar

Infrastructure Management

• Manages the space and physical resources allocated to the University Libraries as required; supports University Librarian, Associate University Librarians, and Directors/Supervisors on issues related to unit physical resources; and, participates in long-term infrastructure planning for the University Libraries and Art Collections.
• Forecasts physical resource requirements; develops and facilitates special funding requests for related projects; and manages renovation, relocation, capital development, technology, and other related projects.
• Negotiates and manages service contracts with both internal and external service providers, as required.
• In collaboration with Libraries Systems and with University Systems, and in compliance with University IT policies, anticipates and plans for technological needs of the University Libraries and Art Collections.
• Manages other physical resources, as required, that are allocated to the University Libraries and Art Collections, and participates in long-term planning for the organization.

University Libraries and Art Collections Specific Initiatives

• As assigned by the University Librarian, acts as an administrative resource for University Libraries and Art Collections programs, projects and initiatives that require University Libraries oversight (e.g. new programs, visiting scholars, research centres, advisory boards, etc.).

QUALIFICATIONS

Bachelor’s Degree and a minimum of 5 to 7 years’ senior-level administrative experience working in a post-secondary environment. Experience working in an academic library, archives, museum, or collections environment would be an asset

An equivalent combination of education, such as a relevant graduate degree in business, leadership or public administration, and experience acceptable to the university may be considered.

Experience to include:

• Management and administration of financial, material, physical and technological resources in a large and complex organization.
• Management and supervision of staff, preferably in a multiple union/collective agreement post-secondary
• Leading and managing change initiatives including process redesign and change leadership.
• Project management, including the ability to manage and prioritize projects/work to meet deadlines.

Competencies:

Honor people and place through personal insight, indigenous acumen, and social and cultural responsivity:

• Self-awareness and personal insight into one’s own multiple social locations and the impact they may have on others
• Understanding of issues and concerns of equity-seeking groups; contextual understanding of the dynamics of prejudice, discrimination, and harassment, including sexualized violence.

Work Together through development of partnerships and inviting diverse perspectives:

• Possesses a personable and genuine manner that is welcoming and conducive to cooperative
• Works efficiently, effectively, and collaboratively to build a clear sense of direction and achieve results within realistic time-frames.
• Establishes trust and manages difficult and often highly emotional circumstances while maintaining respect, dignity, and integrity of all involved.
• Demonstrates commitment to a collaborative and collegial management style, including the ability to coach, mentor, and inspire others.
• Is a highly effective

Make a Difference through seeing the big picture, telling our story, and supporting the student experience

• Ability to align goals of the University Libraries and Art Collections with the strategic objectives of the university.
• Ability to think
• Ability to seek out ways to support the student
• Demonstrated curiosity and interest in the accomplishments and contributions of colleagues and/or

Make it Better through a focus on quality, service excellence, making informed decisions and remaining agile

• Ability to embrace and positively adapt to
• Possesses high standards of ethical
• Is organized and analytical; has the ability to set priorities and see them implemented in realistic time-frames.
• Functions well in a fast-paced and dynamic
• Demonstrates excellent judgment and is steadfast and calm, especially in stressful situations.
• Is resilient during emotionally charged situations faced by self and other team members.

Frequent periods of high volume of work related to responsibilities and deadlines. The work schedule, priorities and deadlines for the AD are self-determined according to the day-to-day priorities of the University Libraries and Art Collections, University Librarian, Associate University Librarians, and Directors/Supervisors, and may change rapidly and on short notice. The deadlines for many activities and tasks are non-negotiable and may be tight.