ACET Administrative Manager

Accelerating Community Energy Transformation (ACET) is a multi-partner international initiative accelerating the global push for resilient and equitable clean energy solutions through local, community-based collaborations. Established at the University of Victoria (UVic) in 2023, ACET builds on three decades of knowledge and innovation developed by UVic’s Institute for Integrated Energy Systems (IESVic) with industry, non-profit, government and community partners. With support from the Canada First Research Excellence Fund, ACET is a partnership between Royal Roads University, University of British Columbia, Université du Québec à Trois-Rivières and Yukon University, led by the University of Victoria. ACET's purpose is to deliver world-leading research, enabling equitable, community-led energy transitions that can be scaled globally to reduce emissions and enhance community well-being.

Mandate

Reporting to the Corporate Operations Officer (COO), the Administrative Manager oversees and coordinates all administrative services for ACET, which includes all facets of human resources administration, space management and office administration, event coordination and support, office IT needs, governance committee support, and executive support. The Administrative Manager is responsible for supervising, training, and day-to-day management of the ACET Administration team (direct reports) and ACET’s Co-op program.

Objectives

Leads the planning and implementation of all administrative functions for ACET including:

• Oversees and implements all administrative human resources needs for ACET including hiring and recruitment, onboarding, records administration, payroll and benefits support, and liaising with UVic HR and administration.
• Acts as the main point of contact for management of the ACET Headquarters. Coordinates workspace planning, maintains office supply inventory, coordinates with UVic IT to maintain office IT systems, manages office budget, and resolves issues related to space.
• Supports all administrative needs of ACET’s governance committees.
• Provides leadership and supervision to ACET’s Administration team and provides administrative expertise and support across ACET including ACET leadership.
  
  

The Administrative Manager may periodically be required to work outside of regular office hours to support ACET events, functions, and meet deadlines, and may be required to travel locally and nationally to support ACET events

This position requires a level of education, training, and experience equivalent to a Bachelor’s degree in business, HR, administration, or related field plus a minimum of 5 years of relevant administrative experience in a post-secondary environment, of which at least 3 years must be in a supervisory capacity. An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, And Abilities

• Demonstrated leadership and supervisory skills with the ability to motivate and develop a team.
• Strong written, verbal and interpersonal skills for effective communication with staff, Executive, governance committees, researchers, and external partners.
• Experience in the administration of governance committees.
• High level of discretion, judgment, and professionalism when managing confidential information.
• Thorough knowledge of post-secondary administrative systems, policies, and governance structures.
• Demonstrated experience with information systems such as Banner and Banner Document Management, FAST, and SharePoint as well as advanced knowledge of Microsoft Office applications, with the ability to support and train staff using these systems.
• Comprehensive knowledge of human resources principles, systems and practices with experience in a unionized environment.
• Ability to mentor others, including students.
• Demonstrated administrative and organizational skills, including budget management.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a face-paced environment.
• Ability to collaborate, build and maintain positive relationships with diverse individuals and work effectively in a team environment.
• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to work independently with limited direction and supervision.