Operations Manager

1 month ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Centre for Education in Mathematics & Computing (CEMC) is Canada’s largest and most recognized outreach organization for promoting and creating activities and materials in mathematics and computer science and is housed within the Faculty of Mathematics at the University of Waterloo. Our mission is to increase interest, enjoyment, confidence, and ability in mathematics and computer science among learners and educators in Canada and internationally. We do that through a commitment to our core values: future readiness, access, community, and impact. As such, the CEMC is the first point of contact at Waterloo for a significant percentage of our future undergraduate and graduate students and their

parents. Through outreach activities, the CEMC has perhaps the largest set of external points of contact amongst any unit on campus.

The Operations Manager is part of the senior administrative team in the Centre for Education in Mathematics and Computing (CEMC), overseeing the day-to-day logistics of the unit and the allocation of resources to support the core functions including 12 Mathematics and 3 Computer Science contests, local, domestic and international school visits for outreach, student and teacher workshop and conference delivery, online resource offerings and the Master in Mathematics for Teachers (MMT) and Mathematics/Teaching Undergraduate programs. Accountable to the Administrative Officer, this role is responsible for the management of direct report administrative staff, financial budgeting, equipment, facilities and space management, Health and Safety and the human resources and administrative functions of the CEMC activities that support the faculty, visiting lecturers, graduate TAs and undergraduate co-op students in their teaching and outreach functions to advance the CEMC’s mission, image, profile and reputation as a world-class leader in Mathematics and Computing education to local, national and global audiences.

**Responsibilities**:
Strategic Administrative Support
- Serves as an integral member of the CEMC management team, representing areas of oversight on numerous committees and teams, providing support in administrative areas in alignment with unit goals and objectives
- Assists senior leadership in the design and workflow of strategic planning activities
- Provides strategic information, advice and counsel to the Administrative Officer and senior leadership, based on empirical evidence, feedback, observations and expertise
- In collaboration with the Administrative Officer, identifies emerging administrative priorities, develops and reviews annual operational goals for the CEMC, and recommends next steps
- Plans for growth of the CEMC initiatives and manages the implementation of programs including deployment of staff human resources, space allocation and finances

Financial Management
- In collaboration with the Administrative Officer, prepares complex budgets for salary, non-salary, equipment and teaching, ensuring that funds are requested, allocated and reported upon in a way that supports the CEMC’s operations and strategic goals. This also includes entering budget data into Vena software for streamlined approvals from the CEMC Director, Faculty Financial Officer, and Dean
- Ensures that all Operating, Trust, Endowment (and Research when applicable) accounts are managed according to Policy, including monthly reconciliation of accounts and P-Cards
- Provides advice and reviews all unit expenses: travel, reimbursements, faculty professional (FPER) expenses and casual payroll
- Oversees awards, fellowships and scholarship allocations and reconciliations for the MMT Graduate program and Mathematics/Teaching Undergraduate program
- Ensures relevant reports are available to management and account holders on a regular basis
- Produces a range of financial data and reports to respond to donor requests regarding their allocated and unallocated Trust and Endowment project activities gifts
- Completes or oversees purchases, invoice payments and budget transfers
- Supports the Financial Coordinator with complex or unique financial administrative functions

Human Resources Administration
- Provides leadership and direction to the team, developing teamwork skills and promoting a culture of professional development and life-long learning
- Implements recruitment, evaluation, compensation, promotion, retention and performance management processes for all direct staff reports, with input and collaboration from the Administrative Officer
- Supports the Administrative Officer with managing the annual staff performance appraisal process for the CEMC, including collecting activity forms, scheduling interviews and uploading associated documents for Dean’s Office approval
- Establishes work schedules, task deployment, re-assigns duties in times of critical needs across teams, and establishes backup procedures
- Maintains personnel files, work schedules, vacation records and Vulnerable

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