Operations & Portfolio Specialist

2 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00896**Position Title**
- Operations & Portfolio Specialist**Division/Portfolio**
- Health and Social Development**Department/Program**
- Portfolio Dean's Office (P5)**Location**
- Kelowna**Other Flexible Work Options**

**Your Opportunity**
- Under the general direction of the Dean, Health and Social Development, the Operations and Portfolio Specialist (OPS) assists in the coordination of a broad range of activities consistent with the Portfolio’s annual and long term plans; the OPS is responsible for: implementing and evaluating a broad range of courses, programs and projects; monitoring and tracking portfolio budgets and providing analysis; coordination of instructional workload assignments.**Functions and Duties**
- 1. Assists in the budget process; monitors adherence to submission timelines and requirements including compliance to required formats and guidelines
- 2. Responsible for tracking the operating, special purpose, and new initiatives budgets including reviewing programs, projects, and services and providing recommendations to the Dean; implements appropriate follow-up actions
- 3. Collaborates and consults with Financial Services on the preparation of the annual portfolio planning and budget process
- 4. Responsible for tracking and expenditure of the capital budgets and for analyzing financial information that affects the financial results of the portfolio
- 5. Monitors and assists with each of the department’s annual and capital budgets; works with the Dean to identify accountabilities for projections for each component of the budget; monitors expenditures within each departmental budget
- 6. Liaises with businesses, government agencies, community organizations, and with professional associations and Program Advisory Committees and disseminates information on programs
- 7. Coordinates department accreditation requirements for the portfolio including the tracking of deadlines, coordination of reports, document submissions and coordination of required site visits
- 8. Tracks and identifies financial need and makes recommendations to the Dean and ensure that portfolio resources are used appropriately
- 9. Provides financial information and analysis pertaining to portfolio statistics, reports, proposals and business plans, including confidential reports
- 10. Identifies and investigates unusual transactions, and ensures adherence to financial processes and procedures; assesses the causes of variances and recommends corrective actions
- 11. Generates requests to purchase and payment vouchers, as related to the program activities
- 12. Coordinates and tracks workload for instructional employees within the portfolio
- 13. Assists the Dean with complex, confidential and sensitive staffing issues that affect the portfolio
- 14. Assists with the planning and implementation of the annual departmental class scheduling in consultation with the department Chairs and the Registrar’s Office
- 15. Coordinates the office assignments for the portfolio, in consultation with the Regional Deans
- 16. Assists in developing and updating annual and long term plans
- 17. Participates on OC committees, and various ad hoc committees, teams, and task forces as appropriate
- 18. Plans, coordinates and implements courses, programs and contracts as per the educational plan
- 19. Works collaboratively with other institutions in coordinating and delivering specific programs
- 20. Develops and maintains effective communication within the portfolio and between other departments, portfolios, centres, and the external community
- 21. Assists with student recruitment strategies and activities
- 22. Assists with the planning, implementation, and tracking of all marketing strategies and activities of all programs areas in the portfolio
- 23. Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities
- 24. Provides information about course offerings to OC Educational Advisors, prospective students and senior secondary schools
- 25. Provides replacement coverage for Executive Assistant, as required.
- 26. May be assigned special projects in other areas of the portfolio
- 27. Performs other duties as assigned**Education and Experience**
- Bachelor’s degree in a related field; 2 to 5 years related experience preferably in a post-secondary education environment**Skills and Abilities**
- Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines
- Ability to synthesize data/information and develop/deliver findings and recommendations
- Proven project management skills
- Excellent organizational, budgeting and financial management skills
- Ability to plan and think strategically
- Outstanding computer skills with proficiency using Microsoft Office
- Ability to generate and analyze reports

**Preferred Qualifications**

**Desired Start D

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