Operations Manager

Reporting to the Associate Dean, Undergraduate Programs, this is a senior administrative staff position that is responsible for the management of the undergraduate office, and that provides leadership and guidance regarding Arts undergraduate operational matters more broadly.
The Undergraduate Operations Manager supports the Associate Deans, including advising on confidential matters and managing special projects. The role leads a team of administrative staff, and provides operational guidance and support to a number of directors of academic programs managed by the Arts Undergraduate Office, as well as direction and continuity within the Arts Undergraduate Office and to committees throughout academic leadership and staff changes.
The Undergraduate Operations Manager is a key resource for undergraduate associate chairs and members of the Faculty on matters related to undergraduate curriculum and academic regulations policy and practice. The role has a high impact on undergraduate program operations and processes through creating consistency and efficiencies, developing reference and training materials, and communication to staff and faculty groups.
Arts Undergraduate Office Operations: The Undergraduate Operations Manager is responsible for strategic planning and development, financial oversight of, human resources
Strategic Planning and Development
advises on complex, sensitive or highly confidential initiatives, special projects, events, or emerging issues
Provides clarification of policy and administrative procedures, and information and data to support decision-making. Supports the development, implementation and monitoring of long-term strategies and operational plans. Provides operational guidance to directors of programs managed by the AUO, on numerous matters including budget, course scheduling, curriculum, lecturer hiring. Manages corresponding administrative staff to ensure adequate support to programs
Contributes to the development and implementation of long-range strategies and operational plans and provides continuity in their planning and execution
Liaise with and coordinate actions with stakeholders for strategic projects to ensure roles are clear and actions are executed effectively
Conducts ongoing research and environmental scanning in support of planning process. Utilizes data to inform strategic and operational decision-making by AUO management team
Human Resource Management
Oversee and review the administrative structure to ensure that human resources are efficiently and effectively managed; ensuring that the staffing complement and roles match strategic needs, including prioritization of tasks and strategic workforce planning; and planning for future growth
Coaches, mentors, manages and conducts annual performance reviews for direct reports
Oversee succession planning processes and discussions
Serve as key liaison with Arts Executive Officer and University Human Resources on all human resource issues
Ensure adherence to University policies in all operations and activities
Manage all facilities and equipment, oversee maintenance
Ensure efficient and equitable use of facilities and equipment, including allocation of space
Ensure: adequate supply and quality of technology; Oversee maintenance, building projects, renovations
Oversee emergency operations and procedures and office suite security
Financial Management and Oversight
provides strategic insight and advice to AUO staff, program directors and Associate Deans, ensuring short and long-range financial goals are established and projects are developed to fully support the department’s operation and strategic plans
Full signing authority on all operating budget accounts, providing decisions regarding income, expenses, transfers and corrections
Ensure all policies/procedures are followed
Oversee monthly reconciliation of accounts and p-card activities
Provides financial leadership and direction to AUO staff through one-on-one guidance, coaching and training related to financial, reporting, and budgetary issuesAcademic Calendar: Curriculum and Academic Regulations
Provides leadership on and contributes to improvements in systems and processes through which curricular changes, regulation changes and Academic Calendar updates occur
Maintains thorough knowledge of Faculty and University academic policies to act as a key resource to committees, faculty and staff
Oversees and backs up the work of the Curriculum Manager, ensuring that Faculty of Arts undergraduate items are processed through all appropriate and necessary levels of approval in a timely and accurate manner
Proposes, receives, manages, and implements changes to regulations and policies in the Faculty of Arts related to the undergraduate curriculum. Approves edits and revisions to academic calendar
Member of the Arts Academic Regulations Committee; Training, Resources and Communication
Oversees faculty and staff training and resource materials regarding complex curriculum processes, in collaboration with Curriculum Manager
Develops and maintains training and reference documents for staff and faculty groups that rely on the AUO for information and guidance on aspects of undergraduate operations; Manages corresponding sections of Arts websites; writes and edits content, adhering to web management best practices
Determines, approves and manages undergraduate staff and faculty access to resources and systems based on position needs, on behalf of the Associate Deans
A bachelor’s degree and / or several years of increasing responsibilities and administrative experience in an academic department and leadership experience in the areas of human resources and business administration required
Extensive administrative and operations experience in an academic setting preferred, with knowledge of University policies and procedures
Additional education or professional experience in management, operations, human resources administration and communications is an asset
Significant experience with strategy, human resource management, issues escalation resolution, operations management (including financial management), and a successful track record related to hiring and managing staff
Knowledge and experience interpreting UW policies, procedures and guidelines is preferred
Demonstrated outstanding leadership and management skills, a proven strategic and pragmatic thinker
Excellent writing, editing, research skills
Demonstrated analytical and critical thinking skills, ability to gather, synthesize and interpret data from multiple sources and make sound recommendations
Proven track record of successful relationship-building, working effectively and collaboratively across faculties and departments, with various internal and external stakeholders
Proven ability to manage large volumes of work, conflicting priorities, and competing deadlines
Advanced user experience with Microsoft Office suite
Experience with UW systems an asset, including: student information systems, web management systems, financial software
Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.
The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities.