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Operations Manager
2 months ago
Role Responsibilities
Reporting to the Assistant Deputy Minister (ADM), and working with the Issues Manager, the Operations Manager provides senior operational support and provides advice to assist in managing the division. The role includes overseeing a comprehensive system of responses to urgent requests; leads and supports divisional planning activities; and ensures the smooth operation of the ADM's Office (ADMO). To meet and fulfill the requirements and expected standards of the ADM, the Operations Manager provides advice, guidance and direction to the Executive Directors and staff of the division; manages issues related to the Action Request Tracking System (ARTS), FOIP and more. This allows the ADM to focus on strategic matters and policy directions and monitors to ensure that such directions are carried out. The Operations Manager assesses issues and requests, determines their nature and priority, researches and coordinates supporting information and takes appropriate action.
This position also provides leadership and direction to administrative staff on all administrative matters for the division and represents the ADMO on various project teams, committees and working groups as required. On a daily basis, this involves identifying, assigning and/or resolving issues on behalf of the ADM.
Responsibilities include:
Provides leadership and coordination of day-to-day activities for the ADMO. Develops, manages and evaluates administrative and operational management systems and processes to ensure division business requirements are met and efficiencies are enhanced. Chairs and provides leadership as to the standard expected of the ADM with respect to the divisional support team (branch Executive Assistants/Administrative Assistants). The purpose of this team is to share information and issues, raise professionalism and provide a mechanism for two-way communication. Provides input into administrative processes and planning, supports effective, efficient operations of the divisional administrative team, communicates and clarifies divisional issues and priorities. Oversees information/communication systems and processes to manage information flow and ensures all inquiries received in the ADMO are routed appropriately, responses prepared and issues addressed. Discusses priorities with Executive Directors when requests for information, briefings or decisions are required and recommends options for resolving conflicting priorities. Manages the AR process to ensure briefings/ARs succinctly identify the issues, meet quality standards and reflect the government/ministry's policy or position. Manages the administration of FOIP requests for the division, advises when appropriate and work with the FOIP offices and other key contacts to provide responses and resolve issues that may arise. Ensures sound contracts and grant management practices for the division in accordance with ministry and government policies, procedures and practices.