Manager, Administrative Operations

4 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**: 50020330 /
**Department**: Financial Aid and Awards
**Grade**: GR13
**Campus**: Sir George Williams (Downtown)

**Salary**: $85,244.00 - $98,863.00 per annum
**Union/Association/HR Policy**: ACUMAE

**Posting deadline**: May 25, 2023

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

**SCOPE**
Reporting to the Director, Financial Aid and Awards; the incumbent is responsible for managing all financial, HR and other administrative operational activities for the office, including over 800 undergraduate awards funds. They are responsible for assessing unit wide issues and for problem solving to independently resolve complex situations. They will supervise professional and clerical staff. The incumbent independently follows up on various dossiers and prioritizes and addresses significant matters pertaining to FAAO through to completion. They establish administrative operating guidelines and procedures for the office. The incumbent also contributes to strategic planning, initiatives, and operational efficiencies.

**PRIMARY RESPONSIBILITIES**
- Lead the development of financial and administrative processes; establish, communicate and implement policies and procedures as they relate to the unit.
- Working with the Director, plan, allocate and monitor the FAAO operating and student financial support funding budgets (portfolio of over 800 funds); plan and manage budget projection activities for all funding envelopes. Validate all unit financial reports and recommend them for sign off by the Director. Develop financial oversight tools to manage a large number of budgets and provide status reports. Serve as primary contact for Financial Services.
- Keep the FAAO leadership team informed regarding issues requiring their attention and contribute to strategic planning and initiatives processes for the sector. Manage the annual plan of activities for the office.
- Hire, train, supervise, and motivate staff; oversee and modify workflow and processes as required.
- Advise faculty, staff and students on all matters and activities under the jurisdiction of FAAO.
- Coordinate all HR, physical space, purchasing and inventory requirements for the unit. Approve expenses as per university policies.
- Coordinate the administrative operations of the Financial Aid and Awards Office (FAAO).
- Oversee remote and in-person frontline services to students. Ensure a student focused approach. Develop and implement service standards. Ensure physical and e-premises are neat and welcoming.
- Perform major responsibilities of the Director, FAAO in their absence.
- Serve as Secretary to the Undergraduate Scholarships and Awards Committee and other (ad hoc) committees that may be convened.
- Keep the Director informed regarding issues requiring their attention. Manage the Director’s agenda, schedule internal and external appointments and meetings, prepare correspondence on behalf of the Director.
- Other duties and projects in support of the unit.

**QUALIFICATIONS**
- Bachelor’s degree in an area relevant to the primary responsibilities and four to seven years of work-related experience.
- Very strong financial acumen to manage multiple budgets simultaneously and in compliance with required policies and procedures. Good understanding of generally accepted accounting principles.
- Experience in managing a team, and in providing front-line service to a clientele.
- Very good knowledge (Level 5) of spoken and written English to communicate effectively with faculty, staff, students, and the external community and to write and edit correspondence and reports providing detailed recommendations. Good knowledge (Level 4) of spoken and written French to communicate effectively and to provide detailed, complex information, and prepare routine correspondence.
- Good knowledge (Intermediate level) of Word (to format correspondence, documents, and reports), Excel (to input and update information on spreadsheets), and PowerPoint (to create presentations).
- Excellent analytical, organizational, interpersonal and communication skills, along with proven leadership abilities; ability to deal with stressful situations and time pressures.
- Demonstrated knowledge of nuances and appropriate protocol necessary in an academic environment.
- Superior ability to maintain a high degree of professionalism and discretion.
- Demonstrated

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