Administrative Manager – Facilities Management

Date Posted: November 20th ,2025

Posting Deadline: December 11th, 2025

Department: Facilities Management

Type of Employment: Permanent, Full-Time

Group Affiliation: APC Group, Group 5 ($61,218 - $78,893 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Administrative Manager to join our Facilities Management team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Senior Director Facilities Management, the Administrative Manager:

• Supervises full-time unionized staff and casual employees; assigning task and/or delegating responsibility; monitoring performance and giving feedback.
• Provides financial information, preparing background information and documentation and reports to the Senior Director, and Facilities Management Managers in relation to labour management meetings, collective bargaining, grievance and arbitration meetings.
• Develops and maintains detailed EXCEL spreadsheets of the department's overall operating and capital budget expenditures and budget allocations.
• Develops and provides reports and assistance to the Senior Director and managers to ensure operating and project accounts are within the approved budget. Making recommendations as required.
• Through the purchasing process and utilizing Banner, ensure budget expenditures against Facilities Management Department accounts are made to the correct operating and capital account lines. Providing explanation regarding any variances.
• Participates and makes recommendations in the preparation of the operating and capital budget plan with the Senior Director and managers including preparation of the reports and follow up to ensure budgets are allocated to the correct account lines in Banner.
• Performs reconciliations for VISA purchasing card statements, petty cash including parking, key recovery, parking ticket recovery, security services recoveries and other departmental cash inflows.
• Provides support for contract administration including project bid calls, bid analysis and preparing award documentation.
• Alerst Senior Director, Facilities Management to issues of potential importance.
• Maintains operating and capital budget documentation including all contract documentation and compiling and maintaining them in a secure location.
• Preparse, tracking and submitting Facilities Management Security payroll for supervisors and managers approval.
• Prepares monthly utility reports such as electricity, fuel, water and waste.
• Attends and participating in meetings or discussions which may involve issues of a confidential nature and for where labour relations issues are addressed.
• Oversees the parking, work requests and HR tracking. Maintaining spreadsheets on vacation and sick time for all staff in the Facilities Management Department and bringing any anomalies forward.
• Acts as key contact for suppliers for invoices and payment.

Experience and Education Requirements

To be the successful Administrative Manager you will have:

• Undergraduate degree with a concentration in accounting or finance.
• Able to work independently and collaboratively in teams
• Experience in SCT Banner considered an asset.
• Minimum two years related experience.
• Demonstrated supervisory experience; unionized environment considered an asset.
• Excellent attention to detail and accuracy.
• Excellent written and oral communication, analytical and interpersonal skills.
• Proficient in MS Office, especially Excel
• Strong customer service skills

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected]