Program Operations Specialist

4 weeks ago

Hamilton, Ontario, Canada McMaster University Full time

Job Overview:

The Program Operations Specialist is accountable for the strategic development, planning, and management of a division's operational framework and its associated initiatives. This role encompasses the coordination of all program elements, including curriculum oversight, execution, promotion, recruitment, resource allocation, and financial stewardship. The specialist will ensure the seamless administrative functioning at a designated site, guided by senior leadership.

Key Responsibilities:

  • Gather, evaluate, and synthesize pertinent information to inform decision-making processes, providing well-founded recommendations for final approval and execution.
  • Engage in the formulation, assessment, and revision of academic and scholarly initiatives and resources.
  • Organize and facilitate educational programs and events, including retreats and professional development sessions.
  • Foster collaborative communication with various internal and external stakeholders and departments.
  • Manage the scheduling for supervisors and other key personnel, resolving any conflicts that arise.
  • Prepare the program budget for review and endorsement.
  • Oversee the implementation and tracking of the program budget and financial reports, creating projections and making necessary adjustments throughout the fiscal year.
  • Ensure the accurate and efficient completion of financial accounts and reports.
  • Monitor and reconcile accounts, exercising appropriate financial controls.
  • Facilitate meetings with diverse stakeholders, including program participants and groups.
  • Draft a variety of documents, including reports, correspondence, and meeting minutes.
  • Utilize transcription tools to produce correspondence and other documentation.
  • Provide faculty and staff with information regarding program policies and requirements.
  • Offer procedural guidance and support to staff members.
  • Review the academic calendar and propose revisions to curriculum and clinical training schedules.
  • Plan and coordinate a range of departmental activities and events.
  • Compile and organize information necessary for various documents and reports.
  • Complete research ethics board applications and related proposals for senior staff review.
  • Maintain and update records and databases effectively.
  • Act as a liaison between the department and various stakeholders concerning operational matters.
  • Mentor and train support staff, serving as the primary contact for administrative inquiries.
  • Ensure compliance with health and safety regulations and maintain the training database for staff.
  • Facilitate the timely processing of attendance records and payroll for temporary, casual, and ongoing staff.
  • Provide comprehensive facility management and administrative support at the designated site.
  • Deliver front-line service to faculty and staff, establishing quality standards for departmental services in consultation with senior staff.
  • Address inquiries related to human resources matters, including collective agreements, hiring protocols, benefits, and payroll processes.

Supervision:

Provide leadership supervision, ensuring the quality and quantity of work produced by team members.

Offer orientation and training on procedures to new staff.

Qualifications:

A minimum of a 2-year Community College diploma in Office Administration or a related discipline is required.

A minimum of 4 years of relevant experience is essential.

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