Undergraduate Operations Manager

8 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Associate Dean, Undergraduate Programs, this is a senior administrative staff position that is responsible for the management of the undergraduate office, and that provides leadership and guidance regarding Arts undergraduate operational matters more broadly.

The Undergraduate Operations Manager supports the Associate Deans, including advising on confidential matters and managing special projects. The role leads a team of administrative staff, and provides operational guidance and support to a number of directors of academic programs managed by the Arts Undergraduate Office, as well as direction and continuity within the Arts Undergraduate Office and to committees throughout academic leadership and staff changes.

The Undergraduate Operations Manager is a key resource for undergraduate associate chairs and members of the Faculty on matters related to undergraduate curriculum and academic regulations policy and practice. The role has a high impact on undergraduate program operations and processes through creating consistency and efficiencies, developing reference and training materials, and communication to staff and faculty groups.

Arts Undergraduate Office Operations: The Undergraduate Operations Manager is responsible for strategic planning and development, financial oversight of, human resources

**Responsibilities**:
Strategic Planning and Development
- Acts as a resource to the Associate Deans and program Directors; advises on complex, sensitive or highly confidential initiatives, special projects, events, or emerging issues
- Provides clarification of policy and administrative procedures, and information and data to support decision-making. Oversees completion of action items resulting from decisions
- Supports the development, implementation and monitoring of long-term strategies and operational plans. Co-ordinates resources required including space, financial, human resources, and information technology
- Provides operational guidance to directors of programs managed by the AUO, on numerous matters including budget, course scheduling, curriculum, lecturer hiring. Manages corresponding administrative staff to ensure adequate support to programs
- Contributes to the development and implementation of long-range strategies and operational plans and provides continuity in their planning and execution
- Liaise with and coordinate actions with stakeholders for strategic projects to ensure roles are clear and actions are executed effectively
- Conducts ongoing research and environmental scanning in support of planning process. Utilizes data to inform strategic and operational decision-making by AUO management team
- Builds relationship within the Faculty of Arts and the wider university in support of AUO objectives

Human Resource Management
- Oversee and review the administrative structure to ensure that human resources are efficiently and effectively managed; ensuring that the staffing complement and roles match strategic needs, including prioritization of tasks and strategic workforce planning; and planning for future growth
- Lead the recruitment, evaluation, promotion and retention activities; serving as a mentor, coach, and guide to staff to ensure the successful and collaborative execution of responsibilities
- Coaches, mentors, manages and conducts annual performance reviews for direct reports
- Reviewing all position descriptions and requests for position re-evaluation
- Develop and oversee work processes that best support the operations
- Oversee succession planning processes and discussions
- Serve as key liaison with Arts Executive Officer and University Human Resources on all human resource issues
- Ensure adherence to University policies in all operations and activities

Operational Oversight
- Manage all facilities and equipment, oversee maintenance
- Ensure efficient and equitable use of facilities and equipment, including allocation of space
- Ensure: adequate supply and quality of technology; upgrades to new/emerging technology for availability of leading-edge capability; ongoing maintenance of the technology
- Oversee maintenance, building projects, renovations
- Authorize the purchase and allocation of equipment and furnishings
- Oversee emergency operations and procedures and office suite security

Financial Management and Oversight
- Oversees the development, expenditure and tracking of AUO annual operating budgets; provides strategic insight and advice to AUO staff, program directors and Associate Deans, ensuring short and long-range financial goals are established and projects are developed to fully support the department’s operation and strategic plans
- Full signing authority on all operating budget accounts, providing decisions regarding income, expenses, transfers and corrections
- Ensure all policies/procedures are followed
- Oversee monthly reconciliation of accounts and p-card activities
- Provides financial leadership and direction to AUO staff

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