Supervisor, Business Operations

3 weeks ago

Ottawa, Ontario, Canada University of Ottawa Full time
Supervisor, Business Operations

Supervisor, Business Operations

Apply locations: Ottawa, ON Main Campus

Time type: Full time

Posted on: Posted 3 Days Ago

Job requisition id: JR20827

Job Type: Employee

Duration in Months: N/A

Job Family: Business Operations

# of Open Positions: 1

Faculty/Service - Department: Administration, Faculty of Science

Campus: Main Campus

Union Affiliation: SSUO

Date Posted: February 27, 2025

Applications must be received BEFORE: March 10, 2025

Hours per week: 35

Salary Grade: SSUO Grade 11

Salary Range: $87,272.00 - $110,239.00

Position Purpose:
Reporting to the Chief Administrative Officer, the incumbent oversees and supports Lead Administrative Officers across departments within the Faculty of Science, ensuring the efficient management of academic administrative operations and departmental financial activities. This role collaborates closely with department directors, the finance manager, and the senior manager, academic office, to align operations with faculty goals, standardize processes, and ensure compliance with institutional policies and regulations.

In this role, your responsibilities will include:

- Team Supervision and Leadership: Oversee and support all Lead Administrative Officers and other administrative staff as required. Set objectives, review performance, and foster professional development to build a team of experts. Monitor workload distribution to ensure fairness and efficiency. Ensure smooth communication between administrative staff and department directors to maintain consistent service levels. Serve as a backup for team members when needed.

- Finance: Oversee the administration of internally and externally funded budgets, ensuring compliance with institutional policies. Develop and evaluate business practices and tools to improve financial controls and operational efficiency. Ensure alignment between expenditures and internal/external budgets. Monitor and address inconsistencies in financial processes to ensure compliance with institutional guidelines.

- Process Review and Standardization: Assess administrative services to ensure coordination, equity, and efficiency across departments. Develop and implement standardized processes to promote consistency and best practices. Facilitate resource-sharing initiatives to improve efficiency and minimize duplication. Ensure compliance with university policies, collective agreements, and relevant regulations.

- Human Resources Management: Act as the main contact for student employment matters (bursaries, TAs, Postdocs, RAs) and related contracts. Oversee the employment processes for students and part-time professors, ensuring compliance with CUPE and APTPUO collective agreements and university policies. Approve contracts and other HR-related processes when necessary. Manage payroll verification for all departments, ensuring a timely, accurate, and standardized approach. Proactively address payroll issues to maintain compliance with financial guidelines and collective agreements.

- Consolidation and Reporting: Review and consolidate departmental reports for the finance manager, ensuring accuracy and completeness. Monitor departmental budgets by analyzing historical performance and projecting future needs. Assess staffing levels and operational demands to optimize the use of financial, human, and material resources. Follow up on requests from faculty leadership, professors, students, and other stakeholders. Ensure financial and HR compliance by addressing inconsistencies and implementing corrective actions when required.

- Collaboration with Directors and Stakeholders: Work with department directors to align administrative operations with faculty and departmental goals. Facilitate communication and collaboration across departments, faculty, and central university units, including finance, HR, and central services.

What you will bring:

- University degree in business administration or a related field, or equivalent education and experience.

- At least five years of supervisory experience in administrative functions, preferably in a unionized environment.

- Strong leadership, organizational, and planning abilities.

- Expertise in financial and HR management, with knowledge of CUPE and APTPUO agreements.

- Proven ability to streamline processes and promote collaboration.

- Excellent communication and interpersonal skills.

- Bilingualism (English and French, spoken and written).

- This position requires that the incumbent be available to work on a flexible schedule to meet operation requirements.

Key Competencies at uOttawa:
Here are the required competencies for all of our employees at uOttawa:
Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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