Operations Manager, Dean of Students Office

4 weeks ago

Hamilton, Canada Mohawk College Full time

**Operations Manager, Dean of Students Office** Status**:Full Time

**Hours**: Monday - Friday, 35 hours/week

**Home Campus**: Fennell

**Payband**: 10

**Rate of Pay**:$77,520 - $96,900

**Posting Date**: February 15th, 2023

**Closing Date**: February 22nd, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

**Operations Manager, Dean of Students’ Office**

Reporting to the Dean of Students, the Operations Manager, Dean of Students’ Office is the central point of administrative support and contact for the Dean of Students Office.

The incumbent is responsible for managing, coordinating, supporting and overseeing the administrative processes, business plans, financial management services, operational activities and divisional processes for all of the departments within the division of the Dean of Students, including Student Success Initiatives, Accessible Learning Services, Counselling and Wellness, and Athletics and Recreation. This includes a key role in supporting the management of complex and sensitive issues related to student ancillary fees, and supports the Dean of Students Office with any student processes such as death of a student, or student suspensions. In addition, the incumbent works with the operational areas as the central point of communication for the division ensuring that college compliance deadlines are met and support is provided for planning, managing, and reporting for operational, Human Resources, strategic planning and budgetary processes/cycles.

**Responsibilities**:
The duties of this position include, but are not limited to:
**Administrative Support and Office Coordination**
- Prepares, drafts responses and proofreads correspondence and reports on a variety of routine inquiries, complaints and queries
- Drafts replies on confidential non-routine matters for the consideration of the Dean
- Processes matters of a confidential nature in a timely fashion
- Develops and implements appropriate administrative procedures, guidelines and forms, College policy, the Human Rights Code, other forms of legislation and other relevant policies
- Receives inquiries and requests for information and responds by independently providing appropriate materials and/or referrals to appropriate college or community resources
- Compiles reports and presentations, Board level management reports, and assists in preparation of projects, as required
- Schedules appointments and arranges meetings as necessary, including tracking of key events or activities and communicates opportunities to participate in such events
- Organizes meetings by preparing agendas, resource and presentation materials, reserving rooms and notifying meeting attendees
- Prepares and distributes meeting minutes, reminders, action items and follow ups as required
- Organizes, prepares and maintains a schedule of various professional development and divisional activities, including college or student services signature events
- Helps to coordinate policy revisions with relevant stakeholders
- Develops and implements quality improvement processes to streamline administrative operations

**Clerical Support**
- Coordinates and orders supplies and arranges for equipment purchases and maintenance
- Maintains accurate records of equipment purchases and leases including serial numbers and locations
- Develops and maintains confidential and information filing systems
- Establishes and maintains office files, following an established records management system; compiles information from such files and purges files as per College direction

**Compliance, Financial and Budget Management**
- ** **Assists with the preparation, management and maintenance of the budgets for the departments, ensuring appropriate financial targets and alerting Director and/or Dean as to any budget issues and/or anomalies.
- Acts as departmental contact for all budget inquiries; escalate for approval as required.
- Reviews departmental forecasts and corrects entries as required.
- Monitors the budget cycle calendar and key college planning processes to ensure compliance related to budget planning, capital submissions, strategic planning, and investment requests and coordinates timely submissions for same
- Budget management includes monitoring transactions, investigating discrepancies, approvals of all expense claims, credit card expenses, replacement costs and interdepartmental transfers, processing changes via ‘upload sheets’, and producing monthly, quarterly and year-end re

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