Interested in a career at Langara College?
Our employees exemplify Langara's values of excellence, collegiality, innovation and integrity. If you think this position fits your qualifications, we encourage you to apply!
Langara College is located in Vancouver, B.C.: applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.
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Job Title:
Academic Admininistrative Manager
Employee Group:
Administrator
Employee Type:
Permanent
Start Date:
Tuesday, June 30 2026
End Date (if applicable):
Job Summary:
The Academic Administrative Manager (AAM) is responsible for leading, managing, and coordinating the operations of an Academic Dean’s Office and the provision of administrative support to the respective Academic Dean, Division Chairs and Academic Department Chairs, Assistant Department Chairs and Coordinators by designing, implementing and monitoring effective and efficient administrative systems, controls and procedures, and by supervising all support staff in the Office. The AAM supports the administration, program development, budgets, and projects for the area under the Academic Dean. This includes identifying resources and coordinating business reporting in order to achieve the goals and objectives of the academic area in alignment with the College’s academic and strategic priorities. The position liaises closely with the Academic Dean, Division Chairs and other directors and managers throughout the college. This position is also responsible for assisting with the development of projects and overseeing project operations within the portfolio of the Academic Dean.
Demonstrating initiative and pride in performance, the incumbent in this role provides exceptional leadership in developing an effective administrative team to provide quality service to the goals and objectives of the Academic Dean’s Office. The AAM ensures the Academic Dean and Division Chairs are supported in a manner that allows for the strategic use of their time. The AAM ensures resources are utilized appropriately, financial information of the Academic Dean’s Office is available and reliable, and applicable policies are followed. The AAM works with a high volume of information and materials which may be of a confidential and sensitive nature. Financial information is verified by the incumbent in this role on a regular basis and discrepancies and variances are drawn to the attention of the relevant Academic Dean and Financial Services.
Job Description:
Duties & Responsibilities:
1. Coordinates and monitors the faculty appointment process, maintains (in collaboration with Human Resources) all academic faculty files and workload histories, and manages the administrative procedures related to faculty appointments and leaves.
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Leads and advises Division and Department Chairs regarding the faculty appointment process to ensure accuracy of the individual faculty’s workload and the scheduling of NID terms, and matching those against the budgeted sections.
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Reviews Faculty Appointment Recommendations (FARs) by comparing budget documents and appointment history to ensure accuracy.
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Ensures faculty work history analysis is current, accurate, and is available for each faculty member. Initiates, compiles, reviews, and analyzes the work history to determine if the faculty is “clear” for the purpose of resignation and retirement.
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Manages the budget section allocation process and advises the Academic Dean of any concerns.Coordinates with the Academic Dean to track all unbudgeted and unallocated sections.
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Coordinates information required for faculty teaching rotation changes.
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Works with Human Resources and Financial Services to review and confirm faculty overload / underload as well as year-end report on all faculty leaves (LOE, LOA, vacation leave, sick leave, Education Leave, Maternity and Parental Leave).Initiates, plans and proposes options for faculty returning to work from maternity/parental leave.
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Initiates and works with the Division Chairs on the Department Chair, Assistant Department Chair, and Coordinator appointments in accordance with the collective agreement. Confirms that all administrative duty time (ADT) sections match the budget number and identifies discrepancies, if any, to the Academic Dean.
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Advises the Academic Dean of related collective agreement matters and other matters of concern.
2. Advises and supports the Academic Dean and works with Financial Services in all aspects of the preparation and administration of budgets, financial reporting, and general operation of all Academic programs, projects and initiatives.
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Coordinates the annual budget development processes including review of budget worksheets, writing budget enhancement requests, building section budgets, and ensuring final proposals are reviewed, revised, and returned to the Financial Services within assigned deadlines. Schedules and attends budget development meetings with the Academic Dean and Division Chairs.
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Manages financial processes for the Academic Dean’s Office including: semester and annual section variance reports, budget reports, SIRTRALS, new operating and capital budget proposals and enhancement requests.
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Reconciles sections variances each semester to ensure that the record of actual expenditures is correct and that variances between budgeted and actual expenditures are explained. Liaises with and advises the Academic Dean and Division Chairs to review and ensure accuracy.
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In collaboration with Institutional Research, monitors enrolment data and trends as required by the Academic Dean.
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Synthesizes various reports and creates charts and tables for academic planning purposes.
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Organizes, manages and controls systems for external funds that are not part of the annual operating budget, including academic program grants.
3. Manages the day-to-day operations of an Academic Dean’s Office and coordinates administrative support to the respective Academic Dean, Division Chairs and Academic Department Chairs, Assistant Department Chairs and Coordinators, through supervision of an academic administrative support team comprising Department, Division and Administrative Assistants.
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Supervises an academic administrative support team of Department, Division and Administrative Assistants by: administering all aspects of employee selection, orientation, training, evaluation, professional development, recognition and discipline; providing initial and on-going training and instruction; coordinating, assigning, delegating and evaluating work; and facilitating and mediating the resolution of conflict within the team.
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Maintains effective and efficient communications between the Academic Dean’s Office and the Senior Leadership Team, College departments, government and community agencies, and members of the public.
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Directs the flow of information, materials, and documents to appropriate individuals, tracks response deadlines and follows up to ensure deadlines are met.
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Oversees a comprehensive filing system in accordance with the College’s Records Management system.
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Designs and manages implementation systems for office staff to use for tracking and follow-up all important matters, files, and projects.
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Addresses complex or unusual operations or administrative issues including those escalated by members of the academic administrative support team.
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Coordinates the preparation of meetings, including but not limited to, ensuring that meeting agendas and relevant information and circulated prior to meetings, minute taking, distribution of minutes, and initiating follow-up for action.
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Researches, designs, and develops materials for reports, manuals, and presentation for the Academic Dean.
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Coordinates the preparation and distribution of routine and non-routine correspondence. May compose, under the direction of the Academic Dean, draft correspondence relation to complex and confidential matters.
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Secures and coordinates office resources and staff in the Academic Dean’s Administration group including but not limited to, office space, furniture, technical equipment, computer access, etc.
4. Collaborates with other Academic Administrative Managers to coordinate activities including the development of policies and procedures to ensure consistency across all Academic Deans’ offices.
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Contributes to the development, implementation, evaluation and improvement of procedures and guidelines related to academic operations.
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Recommends and coordinates goal setting for the academic administrative support team.
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Establishes and reviews service standards for the academic administrative support team.
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Coordinates special projects or initiatives that span across faculty divisions or departments.
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Coordinates temporary reassignments or sharing of staff to ensure coverage during leaves, periods of high volume, or special projects.
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Maintains content of the Office of the Academic Deans’ webpage.
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Ensures information is disseminated to the Post-Secondary Institution Proposal System (PSIPS) website.
5. Provides subject matter expertise, technical advice and guidance.
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Maintains current knowledge of College policies and procedures and advises on these as required.
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Maintains current knowledge of field, technological and systems advancements, and methodologies to enhance operational effectiveness.
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Provides ongoing advice and instruction to faculty members, Coordinators, Assistant Chairs, Department and Division Chairs regarding faculty appointments, College Policies, and budgeting. Refers exceptional situations to the Academic Dean.
6. Supports or coordinates activities or initiatives that are unique to the Faculty.
7. Performs other related duties and/or projects.
Qualifications Required:
Education
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Baccalaureate degree preferred or minimum of two (2) years post-secondary diploma in a relevant field (business, legal office and office administration). Courses in labour relations, public administration, negotiations, human resources practices and conflict resolution, bookkeeping or accounting would be an asset.
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Must have over 5 years of recent related office and budget management experience at an executive level, preferably in a unionized setting, managing a complex office where a high level of confidentiality is required.
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An equivalent combination of education and experience may be considered.
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Leadership, management and supervisory experience required.
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Experience with accounting and financial management practices, including budgeting and budget control responsibilities required.
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Knowledge and experience in a public post-secondary educational system would be an asset.
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Project management knowledge or experience would be an asset.
Skills & Abilities
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A demonstrated proficiency in English and the ability to effectively communicate tactfully and with discretion, both orally and in writing.
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Excellent organizational, presentation, and interpersonal communication skills.
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A high level of knowledge and superior competence and currency in using MS Office applications at an advanced level.
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Accurate word processing skills of at least 45 wpm.
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Produces complete and accurate minutes from a variety of meeting situations.
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Establishes and maintains effective working relationships with all constituencies of the College.
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Completes assignments within strict deadlines and with minimal supervision.
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Effectively organizes and prioritizes workload.
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Uses tact and discretion when providing information.
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Maintains confidentiality and handles sensitive information with discretion.
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Learns new skills as new activities are undertaken and changes in technology occur.
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Uses initiative and judgement to solve complex problems.
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Takes responsibility, displays initiative and makes independent decisions.
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Demonstrates superior accuracy and professional judgment.
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Demonstrates ability to multi-task, be self-directed, to make decisions and to meet deadlines and changing priorities while maintaining a high level of service.
Additional Info:
Why Join Langara?
At Langara College, we support the College’s vision of promoting wellness and fostering personal and professional growth for our employees. We are dedicated to embracing, honouring, and advancing diversity, equity, and inclusion, while offering a competitive and inclusive benefits package that reflects our commitment to overall health, financial security, and work-life balance.
** Eligibility and entitlements may vary based on the employment group, and if the position is temporary, part-time, or casual **
We offer the following benefits:
Extensive medical, dental, and vision coverage
Hybrid-work program for eligible positions
Generous vacation package plus paid time off during college winter closure (1 week in December)
Employer paid defined benefit pension plan
Potential eligibility for educational, training, and developmental programs
Access to on-site daycare subject to availability
Tuition waivers for courses at Langara College, subject to space availability
Course/program tuition reimbursements
Wellness classes and campus engagement events
Salary Range:
$41.77 - $61.26 per hour
Pay Grade:
Admin Paygrade 08
Compensation beyond the mid-point requires approval by the Public Sector Employers’ Council Secretariat (PSEC).
Scheduled Weekly Hours:
35
Hours may vary according to the needs of the department.
Closing Date:
Wednesday, June 17 2026
People and Culture is committed to embracing, honoring, and promoting diversity, equity, and inclusion in our workplace. We remain dedicated to focusing our efforts on creating an inclusive employee community that fosters a sense of safety and belonging for everyone. We humbly acknowledge that we are just beginning our journey, which includes engaging in our own internal learning and creating a data-driven action plan that supports the integration of EDI practice into the work of People and Culture and the work we do with employees and leaders. Langara College welcomes applications from everyone including people from groups that are experiencing inequity including, but not limited to, Indigenous people, racialized people, people with disabilities, and members of the 2SLGBTQIA+ community. If there are any barriers that you are experiencing or an accommodation that we can provide to support you through the application process, please contact us.
Shortlisted candidates will be required to provide proof of educational and professional credentials noted on their resume. In addition, those shortlisted with international credentials must have their education credentials evaluated through WES (World Education Services) and provide Langara College, People & Culture document evaluation access for employment purposes.
We thank you for your interest in Langara College and for taking the time to complete an application. Only complete applications will be reviewed. Please be advised that only shortlisted candidates will be contacted due to the number of applications received.
Langara is committed to enhancing our diverse workforce.
