Director of Finance and Operations

Staff - Non Union

Job CategoryM&P - AAPS

Job ProfileAAPS Salaried - Administration, Level C

Job TitleDirector of Finance and Operations

DepartmentFaculty | Department of Physics and Astronomy | Faculty of Science

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End DateJune 29, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Physics and Astronomy – Director, Finance and Operations

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary
One of the largest departments in the Faculty of Science, the Department of Physics and Astronomy occupies space in four buildings and includes 62 fulltime research and teaching faculty members, 48 staff, 27 postdoctoral fellows, and 200 graduate students. In addition to robust education programs, it supports its researchers and students with technical equipment shops, a stores facility, a rooftop telescope and numerous research and teaching labs.

The Director of Finance and Operations is responsible for the planning, direction, implementation and reporting of all aspects of financial management for the department. This position provides leadership, broad advice, strategic guidance and support to the Head, managers, faculty and staff throughout the department in terms of high-level financial, budget and operational matters, as well as space management and maintenance. The Director develops, implements and oversees financial systems and services provided and develops and implements new procedures and policies to improve financial management and business processes throughout the department.

In charge of facilities management for the HEBB, Chem Phys and Hennings buildings, totaling 101,452 square feet, that make up the Physics and Astronomy Department. This includes supporting the complex needs of our classrooms, interactive teaching labs, multiple environment-controlled spaces and additional large scale operations such as Engineering Physics, the workshop, research labs, and office facilities.

Organizational Status
Reports to the Head, Department of Physics and Astronomy, with a dotted line report to the Assistant Dean (Science), Finance, Resources and Operations. Interacts daily with faculty, staff, and frequently with the Dean’s office and central finance; maintains effective working relationship with Campus Planning, Project Services, Building Operations, custodians, contractors and work crews and facilities units

Work Performed
Responsibilities include but are not limited to:

FINANCIAL OPERATIONS
Provides strategic planning and oversight for the financial affairs of the department with a $20M annual operating budget and $13M of research funds; oversees and directs all strategic and day to day financial activity:

Responsible for accurate financial management of all department financial operating, research, trust and endowment accounts;

Develops and manages budgetary forecasts, plans and models that support the mission of the department in sponsored research, graduate training and undergraduate education; prepares business cases and rationale for university budget requests and major equipment purchases: determines and approves budgets for faculty and staff hiring;

Leads the implementation of and communication of budget policy and priorities throughout the department and is responsible for the development of detailed budgets and financial forecasts; setting financial priorities and contingency plans for specific year-end spending and carry forward; Provides financial expertise and guidance to faculty members on administration of their research grants and other financial accounts; educates department faculty and staff on best financial practices and develops measures to improve financial literacy and management within the department.

Assesses needs for and develops financial reports for Department Head and/or Advisory Committee to ensure financial viability of the department and current year financial health.

FACILITIES
Provides leadership to and works with consultants and key stakeholders to identify and execute public works and renovation (PW & R) projects including obtaining and vetting cost estimates, detailed description of scope and establishes priorities for the projects.

Initiates and coordinate modifications and renovations to department buildings involving teaching facilities, research laboratories, offices, workshops and central stores.

Develops and manages ongoing, preventative and special maintenance projects; monitors the quality of work; schedules labour and materials; develops plans to address and oversees the correction of deficiencies; and certifies the completed project.

Oversees annual facility and equipment maintenance including: service shutdowns, fume hoods, building maintenance systems, safety devices and elevators.

Works with contractors, consultants and maintenance staff to ensure project budget, contract specifications and time lines are met.

Manages space inventory and assigns space for faculty, staff and trainees.

Responsible for controlled access for buildings and restricted space, security special permits. Accountable for emergency call-out for building or other emergencies.

LEADERSHIP

Provides leadership, guidance, and training for financial staff professional development

Member of various Department committees including: Unit Head’s Advisory, Space and Equipment Committee and the Faculty of Science Administrators Committee.

Represents the Department and/or Faculty of Science on committees and campus discussion groups affecting UBC systems, policies, and procedures.

Consequence of Error/Judgement
Effective oversight of departmental financial facilities management is critical to maximize use of financial and physical resources and ensure department is delivering on its academic mission. With a $20M operating budget, errors in judgment could result in significant financial losses, jeopardizing the department’s financial status and negatively impact the Department’s ability to support teaching and research. Improper management of research accounts and industry contract could result in loss of research funding and potential damage to the department’s and UBC’s reputation, and relationships with funding agencies, donors and industry contacts.

Supervision Received
Work is self-directed and performed autonomously with broad goals and objectives developed in conjunction with the Department Head. Issues are discussed with the Head and Dean’s office as needed. Work is reviewed in terms of achievement of strategic goals, objectives and fulfillment of mandates. The incumbent is expected to be versatile, innovative and creative in their approach to management while demonstrating strong decision making ability, leadership, judgment and discretion.

Supervision Given
Manages two finance support staff; provides financial guidance or training to all department faculty and staff members.

Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Undergraduate degree in a relevant discipline. A minimum of 7 years of experience or the equivalent combination of education and experience.

Preferred Qualifications
Professional accounting credentials are preferred. Experience with facilities management or building renovations

Ability to interpret and manage complex financial arrangements; develop and effectively manage large budgets.

Ability to develop and implement strategic business plans.

Ability to think conceptually and strategically

Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to make decisions on highly complex issues. identify key or underlying issues in complex situations, and effectively resolve.

Ability to assess situations and make recommendations for decisions that fall outside the scope of established policy.

Strong organizational and interpersonal skills.

Ability to interpret and apply financial legislation, policies, regulations, and technical information.

Ability to conduct needs analyses, plan, and execute projects within allocated time and resources. Ability to analyze and redesign work flow/business processes to make them more efficient and effective.

Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action.

Ability to identify, obtain, and effectively manage organizational resources (e.g., people, materials, assets, budgets).

Ability to develop and implement policies and procedures.

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