Job Summary
Reporting to the Executive Director, Office of the Vice-Provost Student Affairs (OVPSA), the Manager, Professional Administration Services leads the coordination of administrative, Human Resources (HR), Information Technology (IT) and related operational support to the OVPSA and the division. As the primary liaison with central services, including Integrated Finance Services (IFS) for financial service requirements, the Manager ensures the division receives the services it needs, work is actioned, and processes are developed and implemented in alignment with institutional structures and timelines. The Manager also allocates OVPSA resources against divisional priorities and provides analysis and strategic advice to the Executive Director and senior leaders.
As a key resource to the portfolio, the Manager, Professional Administration Services, works with Student Affairs units to coordinate financial requirements, including activities related to the annual budget process, and contributes to integrated planning across the portfolio as an expert advisor to facilitate decision making and increase operational effectiveness. Working closely with the Executive Director and unit leaders, the Manager, Professional Administration Services, identifies resource availability, assigns work and ensures effective coordination across teams so that services supporting students can be delivered consistently and efficiently.
This role develops positive, productive and collaborative relationships across the institution, and engages with stakeholders to build effective networks and partnerships to meet divisional and institutional priorities. The role requires strong leadership, budget and financial management, HR, and progressive senior administrative experience, and regularly supports senior leadership.
Job Description
KEY RESPONSIBILITIES:
- Manage the day-to-day operations of OVPSA professional services, providing leadership and direction for administrative and operational services, setting goals and priorities in collaboration with central contacts, and with senior leaders in the division.
- Oversee the administrative and logistical functions of the OVPSA, recommending, developing and implementing service, systems and procedural improvements for efficient and effective operations.
- Provide leadership, team building, strategic planning, visioning and oversight for OVPSA administrative services, collaborating with central service providers, including IFS, to ensure delivery of a seamless integrated service approach within the OVPSA and in the portfolio.
- Work with Student Affairs units to assess ongoing and emerging Financial, HR and Admin-related needs and develop action plans to ensure deliverables are on track and on time.
- Identify opportunities to improve business processes and systems, implement changes independently or make recommendations to the Executive Director.
- Resolve operational issues as they arise, escalating highly complex or sensitive matters as appropriate.
- Contribute to the development of annual and long-range plans for the OVPSA, including staffing plans, organizational objectives and measures of success.
- Serve as the first point of contact for requests to the Executive Director, assess each request, determine its priority and coordinate the appropriate action or response.
- Collaborate within the OVPSA to identify and prioritize upcoming activities, determine resource needs and communicate with colleagues to ensure clarity of process to achieve service goals and targets.
- Identify, develop and maintain relationships with key partners.
- Ensure documentation of divisional processes and procedures is up to date and communicated effectively with OVPSA professional and administrative staff.
- As the liaison to the Integrated Finance Services team, monitor budgets, track expenditures against approved allocations, and work with the Integrated Finance Services Team to prepare budgets, variance reports and forecasts for the Executive Director.
- Support the Executive Director in the preparation and follow-up of advancement-related and external funding-related expenditures, materials, budgets and proposals.
- Represent the OVPSA on ad hoc committees and working groups, as assigned. Assign and follow up on resulting action items.
- Serve as the OVPSA Freedom of Information and Protection of Privacy Act (FIPPA) contact.
- Conduct research and analysis, interpret data and prepare correspondence, reports, presentations and briefing notes for senior leadership.
- Lead the OVPSA administrative team by planning and providing direction, guidance and coaching.
- Identify staffing needs, lead or participate in selection committees, and make effective recommendations on hiring, as appropriate.
- Coordinate HR administration for the OVPSA including recruitment logistics, onboarding, position documentation and appointment processing in partnership with central Human Resources.
- Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
- Assess staff training and development needs and ensure that employees receive training required to build and sustain successful performance.
- Investigate, address and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
- Promote a culture of inclusion, with a commitment to the university’s I-EDIAA goals, and initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identities.
- Complete other duties in support of the division as required.
REQUIRED QUALIFICATIONS:
- University degree, preferably in Public Administration, Business Administration, Finance or a related field.
- Minimum of 7 years of progressively responsible management experience, including leadership and supervision of administrative staff, financial management, HR management, operational planning and project responsibilities.
- Demonstrated experience in project management and coordination in a complex, multi-faceted environment involving high-level problem-solving skills.
- In-depth knowledge of operational policies and procedural frameworks within any post-secondary environment.
- Demonstrated ability to deal with highly confidential and sensitive subjects/issues.
- Advanced Microsoft Office skills, particularly Excel and PowerPoint.
- Consideration will be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Advanced analytical skills to interpret data and propose action plans and options to facilitate senior management problem solving and planning decisions.
- Exceptional attention to detail and superior organizational and planning skills, with the ability to balance competing and sensitive priorities in a confidential, fast-paced and demanding environment.
- Managerial skills and ability to motivate and create a positive and inclusive work environment.
- Must be creative and willing to develop and implement new ideas and innovative approaches to set and meet objectives.
- Strong team player and collaborator, who works well under pressure, with the ability to adapt to change and demonstrate flexibility and initiative. This includes the ability to respond to tight deadlines and conflicting priorities.
- Excellent communication skills, both written and verbal.
- Strong project management skills.
- Strong relationship building and negotiation skills to foster positive, collaborative working relationships and build professional credibility among senior executives.
- Excellent interpersonal skills with an ability to deal with sensitive issues in a confidential and professional manner, demonstrating tact, diplomacy and effective judgment.
- High level of technical literacy essential; demonstrated ability to adapt to changing technology. Ability to learn and apply new technology.
DECISION MAKING:
- Provide strategic advice, support and recommendations on a wide variety of complex matters related to operational planning and administration
- Make decisions on appropriate structure and processes in the development of strategies and plans. In consultation with the Executive Director, determine how best to propose and implement structure and process change, as necessary.
- Prioritize one’s own work, establish approaches to analytical problems and make recommendations for action; determine options or a range of solutions to problems where no clear guidelines exist; complete work within necessary timelines.
- Identify opportunities for improvement and provide recommendations for change, including the introduction of new policies, procedures, processes and reporting mechanisms, to best address the needs of the OVPSA and the division.
- Determine when decisions and recommendations should be referred to the Executive Director or other senior leaders.
- Determine the most appropriate means of collecting, retrieving, analyzing and presenting data and information.
- Facilitate office leadership decision making in partnership with central services, including Integrated Finance Services, HR, IT, and administrative operations within the OVPSA, aligned with organizational structures.
- Make effective recommendations on level of discipline up to discharge and probationary termination.
