Director, Planning and Operations

Director, Planning and Operations

Tracking Code: req1118

Faculty/Department: Faculty of Business and Information Technology

Number of Positions: 1

Appointment Type: Full-Time Continuing,

Hours of Work: 35 hours per week

Salary Range: Level 11 - Annual Hiring Salary, $97,170, with annual step progression in accordance with the .

Posting Date: May 16, 2024

Closing Date: May 30, 2024

Job Summary: Reporting to the Dean, the Director, Planning and Operations, is a key member of the Faculty senior administrative team and provides strategic guidance and support to the Dean of the Faculty involving matters which can significantly impact the efficient operations of the Faculty. The Director, Planning and Operations, provides oversight and recommendations regarding the strategic priorities influencing both non-academic and academic planning and operations, in the areas associated with the allocation of resources (financial, space, human, etc.). This includes oversight and recommendations which can impact both the financial and operational services of the Faculty and in turn the university in both research and teaching. This role is a key position for looking at innovative solutions for future planning while grounded in the reality of implementing current requirements.

Nature of work:

This position reports to the Dean of the Faculty of Business and IT.

Responsibilities/accountabilities:

• Provides strategic direction and operational advice to the Dean and the AVP Planning in the development of long-range planning and program development, including identification of the implications of all strategic changes on resourcing, facilities, staffing, infrastructure support and related administrative processes.
• In consultation with the Dean, responsible for the strategic planning, management and oversight of all matters relating to the financial and operational functions of the Faculty; working in collaboration with the senior administrative team.
• Evaluates and manages the financial priorities and objectives of the Faculty in consultation with the Dean and senior administrative team.
• Supports the Dean by providing financial analyses and reporting related to the development and implementation of annual and long-range strategic planning and advancement.
• Ensures Faculty administrative processes and approaches are in compliance with overall university policy, collective agreements and where appropriate and possible, consistent practice across Faculties.
• Responsible for a wide range of reporting to both stakeholders within the Faculty and to the broader university community, through a range of committees, regarding program performance, calendar updates and related program changes.
• Collaborates with the Dean and senior administrative team in the development, implementation, assessment and modification of program changes, ensuring compliance with Ontario Tech's Quality Assurance standards, administrative policies, systems and processes.
• Links all faculty administrative and academic processes to those of the university as a whole
• Provides advice and direction in the interpretation of Faculty policies, SOPs, university policies and compliance with external policies.
• Develops and implements effective and efficient internal controls and procedures for Faculty financial activities.
• Oversees academic scheduling process (e.g. planning of courses/sections and associated teaching assignments)
• Makes recommendations to the Dean for workload considerations to ensure the Dean is aware of the operational impact of all resource decisions as it relates to space, financial and human resources.
• Prepares a workload summary, from course assignments prepared by program directors/associate deans or department chairs, to highlight leaves (i.e. research, maternity/parental, etc.) and reviews/summarizes potential gaps in normal load considerations.
• Ensures compliance with faculty, sessional and TA/RA collective agreements.
• Responsible for all Human Resource management matters related to those directly reporting to the DPO role including staffing, performance management, discipline, etc.
• Provides leadership in mentoring, coaching, and supervision on a daily basis to all Faculty administrative personnel, academic advisors etc.
• Coordinates and oversees the position posting, hiring (contracts), of administrative staff.
• Provides counsel and support to the Dean on matters related to grievance, arbitration, discipline and/or performance management as outlined in respective collective agreements.
• Ensures infrastructure and space requirements are met to facilitate the operations of the Faculty.
• Develops capital plans for expansion or reconfiguration of facilities and space to meet current and future needs.
• Oversees the space management, renovations, and building facilities/operations of the Faculty in cooperation with the OCIS and other stakeholders.
• Oversees work of multiple administrative staff regarding a multitude of administrative functions including, but not limited to laptop assignments, distribution and returns for all faculty, staff and special project hires as well as seating assignments for all TA and sessional workers.
• Acts as Administrative lead within the Faculty for any issues pertaining to safety (personal safety &/or lab safety) and asset security.
• Ensures reported hazards are dealt with expeditiously to ensure that operations related to teaching and research are not negatively impacted or experience significant delays.

Required Skills:

• Excellent interpersonal, leadership, organizational and verbal and written communication skills with the ability to engage, secure support, commitment and results from others, all with proven experience in creating a positive working environment for staff.
• Ability to adapt quickly and problem-solve emerging issues.
• A consultative style with excellent listening skills; ability to make effective presentations; highly developed financial skills; proven effectiveness in the development of administrative systems.
• Proven skills in developing and implementing objectives under competing priorities and defined timelines.
• Strong computer skills with high level proficiency in Microsoft Office suite.
• Demonstrated initiative and analytical skills, effective and creative problem-solving skills, flexibility and adaptability to deal with multiple priorities and competing demands in a diverse setting.

Required Education:

• Completion of a University Program consisting of Four Academic Years or Equivalent.
• University degree in Business/Finance/Accounting or the equivalent combination in education and experience.

• Verification of Academic credentials may be required

Required Experience:

• 5-7 years, preferably in the higher education or public sector.
• Experience in overseeing a significant administrative portfolio of finance, human resources, facility operation and services, space management and academic scheduling.
• Experience with strategic financial planning, analysis and developing and managing large budgets.
• Solid experience in managing staff, preferably in a unionized environment.
• Experience within a post-secondary environment is needed and having experience within a Faculty unit is preferred.
• Experience maintaining strict standards of confidentiality.
• Experience liaising with senior administrators, responding to and handling matters of a complex and sensitive nature.
• Experience researching, analyzing, making recommendations, providing risk assessments and options.
• An equivalent combination of education and related experience may be considered

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until May 30, 2024 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university's .

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 6/3/2024#J-18808-Ljbffr

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