Executive Officer

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process.Job Requisition ID:2025-01111Time Type:Full timeEmployee Group:StaffJob Category:Administrative SupportEmployment Type:PermanentDepartment:Faculty of Environment - Dean of Environment OfficeHiring Range:$131,704.19 - $164,630.24Posting Information:The internal posting deadline for this position is January 8, 2025 at 11:59PMThis is a Career Path position. The final level will be determined based on demonstrated skills and experience.Anticipated hiring ranges: USG 16: $131,704.19 - $164,630.24 USG17: $143,945.56 - $179,931.96Job Description:Primary PurposeThe Executive Officer (EO) is a strategic leader and advisor, ensuring that each Faculty is well positioned to achieve its bold vision and strategy. As the most senior staff member in the Faculty, the EO is responsible for overall business operations, administrative infrastructure, and the advancement of strategic initiatives. Reporting directly to the Dean, the EO is accountable for a wide variety of executive duties, initiatives, and special projects that have a far-reaching impact on the future success of the Faculty, the University and beyond. The EO also provides continuity within the Faculty during times of transition such as the Dean’s turnover. The EO exercises considerable judgment and discretion in her/his capacity. The role has significant influence and responsibility for strategic planning, policy development and execution. Key AccountabilitiesEstablishes the Strategies, Directions and Priorities of the Faculty’s Administrative InfrastructureSupports the Dean to develop long-term vision and strategy for the Faculty, with particular focus on business operations and infrastructure, and their integration with academic programsTranslates vision and strategy into operational plansAligns resources (budget, staff, systems and processes) with strategyResponsible for annual reporting on faculty, staff and administrative infrastructure Responsible for Implementing and Achieving Long-Term and Short-Term Operational PlansProvides strategic and operational leadership for the design, implementation and continuous improvement of non-academic services within the Faculty, including finance, budget planning, human resources, governance, facilities management, capital construction (e.g. new buildings) and renovationsEnsures that the operational plans are delivered on time and on budgetIntegrates functional areas to ensure effective and efficient delivery of servicesProvides advice and expertise to the Faculty leadership on issues relating to operational activitiesResolves complex operational issues Responsible for Creating Strategies, Proposing Changing and Directing the Administrative Service Delivery Models Across the FacultyDevelops, reviews and continuously improves administrative and business systems/processes to enhance service quality while maintaining/improving cost efficiencyDeploys technologies where appropriate to optimize systems and processesIntegrates systems and processes to enhance user experienceProvides Strategic Advice and Insights to Leadership and Various CommitteesEnsures that advice is evidence based and data informed, and connects decision making with budgetary/financial impactTakes into consideration a wide variety of viewpoints and perspectives that may be in conflict with each otherBuilds consensus in a highly decentralized, and collegial environmentWorks closely with departmental Chairs, School Directors and/or Associate Deans, either individually or as a group, to facilitate decision-making on matters of strategic importance to the Faculty, for example:Incentive structure to promote and reward service teachingFunding scheme to initiate/accelerate collaborative programs Ensures the Effective and Efficient Utilization, Deployment and Development of ResourcesResponsible for the management of the Waterloo Budget Model (WBM) on behalf of the FacultyProvides advice, insights and intelligence on the theory and application of the decentralized, activity-based budget modelDirects scenario analysis to demonstrate the impact of decisionsAnticipates potential evolution to the WBM and develops corresponding strategy and action plansOversees the development and the implementation of a Faculty specific resource allocation model - for example, the Engineering Budget Model (EBM), a complex activity-based budgeting model for the Faculty of EngineeringAchieves consensus with departmental Chairs and Directors on the design of the modelDirects the long-range forecast of revenue and expendituresDirects data analytics, and reports to leadership on important findings/trendsProposes solutions to issues relating to the modelDevelops and implements an accountability framework within the FacultyOversees Faculty’s internal budgeting processOversees the development of tools, systems, databases to facilitate the implementation of the resource allocation model within the Faculty Risk Mitigation and ManagementReviews non-routine contracts and agreements, and consults central units (e.g. Legal Services, Secretariat, Insurance) where appropriateNegotiates changes to contracts/agreementsDevelops business plans for new academic programs/initiativesIdentifies risks and performs risk assessmentManages risks to control/minimize risk exposure while maximizing the opportunitiesProvide strategic advice and recommends courses of action to Faculty leadership regarding risk managementLead and provide guidance to audit processes; provide management responses, and track actions Faculty GovernanceServes as Secretary (or a member) on the Faculty Council - one of the Council’s three officers (Chair, Vice-Chair and Secretary)Serves as a member of the standing committees, such as the Chairs and Associate Deans Committee (CAD), the Academic Policy Committee (APC), the Planning Committee and the Staff Advisory CommitteeOversees the faculty Tenure and Promotion processOversees searches for departmental Chairs/unit Directors and equivalentLiaises between the Faculty and the University governance e.g. University Secretariat on policy mattersResponds to queries from the University governance on behalf of the FacultyResponds to information requests (e.g. FIPPA requests) Policy Development and ComplianceDevelops Faculty-wide policies, in consideration of Faculty practices as well as University policies and proceduresInterprets University policies and seeks clarification from the Secretariat where appropriateRecommends solutions to complex policy issues Special ProjectsAssumes administrative leadership of special projects, as directed by the Dean;Supports the development of new academic programs/initiatives, new research centres, and the re-alignment of existing programs/structures/systems; the focus may evolve from time to timeProvides administrative leadership for new strategic initiativesTransforms the administrative infrastructure in support of the Faculty’s strategic plan, e.g. automation of faculty/non-faculty appointment processesProvides critical support and prompt responses during crises Communications and Relationship ManagementDrafts and finalizes important memos, emails or other forms of communication on behalf of the Dean or the Vice-DeanAssists the Faculty leadership with correspondence dealing with sensitive matters that may require considerable discretion and judgementEstablishes and nurtures sound working relationships with the leadership team as well as internal and external stakeholdersInteracts regularly with members at all levels of the communityAccurately represents the Faculty leadership’s position to help move forward decision making Leadership on Finance, Budget and Human ResourcesOversees financial administration and management including financial planning, budgeting, accounting, reporting and internal audits to maintain financial integrityDesign and implement organizational structure changes in response to Strategic prioritiesDirects staff merit reviews, goal setting strategies, and compensation reviewsProvide leadership for faculty review processesProvides oversight with specific guidance and support to academic units as requiredEnsures optimal resource allocation in support of the mission and priorities of the FacultyFosters a positive, nimble, cohesive and constructive working environment across the FacultyRecommends and implements structural re-alignment if necessaryAdvises on staff- and faculty-relations which may involve discipline in accordance with University policiesApproves budgets in consultation with the Dean/Vice-Dean as appropriateResolves complex budgetary issuesMonitors the cost of the Faculty level administrative services, analyzes data and recommends solutions Represents the Faculty on Administrative, HR and Financial MattersServes on University committees and working groups to support institutional strategic initiativesRequired QualificationsEducationUniversity degree is required; an MBA or equivalent combination of education and experience will be considered an assetUnderstanding of legal and contractual framework/terms an assetExperience10 years of extensive and relevant experience in a university or comparable environment; with proven track record of achievement5-year direct experience in proactive management of large budgets; specific experience in activity-based budget model will be an assetSignificant experience in building consensus and influencing decisions in an academic environmentKnowledge/Skills/AbilitiesExceptional interpersonal, communication and presentation skills with proven strength in building relationships with stakeholders at all levelsExtensive experience in operational leadership, strategic thinking, and change management, with the ability to identify inefficiencies and implement solutions to improve processes and systemsDemonstrated experience in taking a strategic approach, ability to track key performance indicators, metrics and measures to ensure success and accountabilityExceptional organization and time management skills with a proven commitment to quality assurance, accuracy and fiscal responsibilityProven ability to work cohesively to encourage change management while communicating broadly with key stakeholdersExpert knowledge of trends and alternatives in relation to activity-based budgetingAn enthusiastic and motivated individual with the ability to help create, and sustain a transparent and collaborative organizational structure focused on continuous improvementAdvanced proficiency with Microsoft Office suiteEquity StatementThe University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.Positions are open to qualified candidates who are legally entitled to work in Canada.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.