AD - Manager, Williams Lake Administration and Operations

The Manager, Williams Lake Administration and Operations works under the direction of the Academic Director and in collaboration with other University Leaders to plan and implement the operational and administrative functions of the Williams Lake Campus.

This position is responsible for the management of the campus operations including budget and financial management and all procurement functions. In addition, managing the campus human resources and assisting with special project work as assigned by the Associate Dean will be a significant part of the role.

The Manager, Williams Lake Administration and Operations supervises and provides leadership to Williams Lake staff and is a member of the Williams Lake leadership team. The role provides support in the development and strategy for the campus’ planning processes.

The position requires a high level of decision- making, sensitivity and judgment and handles confidential information on personnel, performance, finances and future organizational changes.

The position is also required to interact closely with the university Human Resources department and university Schools and Faculties to implement the Williams Lake hires. This position is expected to have discretion and tact and provide a positive influence in the workplace.

The Manager, Williams Lake Administration and Operations will also play a key role in building and maintaining internal and external stakeholder relationships, including, but not limited to, university donors, community partners, local and regional government agencies, and non-profit organizations.

MAJOR RESPONSIBILITIES

• Directing coordination of hiring, training, evaluation, and management of the staff at the Williams Lake campus.
• Supervises support staff positions and manages performance and workload related issues.
• Works with the Academic Director to coordinates professional development and training opportunities for support staff.
• Participates in recruiting, selection, evaluation, performance goals and training of Support Staff.
• Provides recommendations and guidance to the Williams Lake Academic Director and Chairs in the areas of human resource practices, labour relations and collective agreements for both CUPE staff and Faculty.
• Supports all sessional, Limited Term and Tenure-track faculty hiring.
• Creates all teaching contracts after extensive liaison with the Williams Lake Academic Director, Department Chairs and program coordinators.
• Oversees and manages the orientation of all new faculty and staff. 
• Liaises with Institutional Planning and Effectiveness to support the delivery of formative course and faculty evaluations.

Financial & Procurement Management

• Monitors, reviews and provides guidance on program and operational costs.
• Tracking and reporting, program budgets, cost projections and allocations.
• Liaising with financial services and the university HR department to resolve discrepancies.
• Managing and providing coordination for the procurement functions, including requisitions, RFP’s, PSA’s, PTIC’s and initiating contracts.
• Tracks and supports faculty professional development activities including coordination of surplus funds, initiating approval at management level on financial matters.
• In partnership with the Williams Lake Dean and Academic Director responsible for developing and monitoring the annual Campus budget.
• Providing support and guidance at budgetary and financial meetings with Williams Lake Dean and Academic Director and budgetary personnel.

Operations Management

• Administers and reviews the implementation of relevant new operational policies and procedures.
• Communication with internal and external stakeholders, students, staff on operational decisions, processes and policies.
• Identifies and manages office, classroom and dedicated space requirements.
• Manage and oversees the facility alarm codes and distribution of keys for the campus.
• Participates on appropriate internal and external committees relating to operations.
• Participate on the OH&S committee.
• Manages and oversees the duties and responsibilities of the Campus Service Technician regarding building maintenance.
• Assist with the development and implementation of the Campus Safety Plan.
• Act as back up incident commander during emergencies.
• Manages external facility contractors in accordance with relevant agreements.
• Identifies, reviews and coordinates contractor agreements.
• Review and prioritize safety and facility related duties with the Williams Lake Academic Director and Building Services Technician.
• Complete or ensure completion of OH&S, UCIPP and WorkSafe forms for any incidents related to staff, faculty, students or the general public, and distribute accordingly. Manage follow-up actions and paperwork as required.
• Manage and oversee janitorial services staff to ensure appropriate services are provided for the campus.
• Manage and monitor food services and vending machine providers to ensure appropriate services are provided for the campus.
• Manage and oversee security services personnel to determine level of security needed for the campus.
• Responsible for petty cash control and daily cash control.

Project Management

• Provides support for special projects related to the needs and goals of the campus. Works independently and/or may coordinate the work of a team to effectively accomplish special project goals.
• Takes on special projects on behalf of the campus as requested by the Academic Director. This requires liaison, partnership and consultation with the Human Resources department and TRU Schools and Faculties.

REPORTS TO
Academic Director, Williams Lake

REQUIRED KNOWLEDGE/SKILLS
Qualifications

• A Bachelor’s degree required (degree in a business-related program is preferred).
• A Master’s Degree preferred.
• Five years of progressive experience in a post-secondary environment, preferably in faculty administration and operations, including management of budgets, as well as management and leadership of people.

Required Skills, Abilities & Knowledge

• Supervisory experience with demonstrated ability to work with a variety of stakeholders.
• Demonstrated commitment to providing outstanding service to students and stakeholders.
• Proven ability to work with diverse constituencies.
• Demonstrated successful leadership experience in a post-secondary finance/human resources/campus facilities environment and experience supervising in a unionized environment.
• Experience building and maintaining relationships with internal and external university stakeholders.
• The appropriate interpersonal skills to work strategically and cooperatively with others at all levels of the organization and with partners.
• Proven ability to exercise tact, diplomacy and conflict resolution.
• Financial management and business acumen.
• Proven ability to work with TRU HR and Finance systems.
• Possession of a valid BC driver’s license and access to a vehicle. Travel is required.
• Effective communication skills; both written and oral and the ability to communicate effectively and tactfully with persons from diverse cultural backgrounds.
• Ability to plan and coordinate complex projects effectively.
• Strong diplomatic, organizational, analytical and problem-solving skills.
• Advance computer literacy including work processing, budget spread sheets, database, power point presentations, data analysis software. Knowledge of Banner is an asset.
• Demonstrated ability to apply creative approaches to problem solving and program creation.
• Ability to research, analyze and synthesize information.
• Demonstrated project management experience, including the ability to set realistic goals and timelines and work independently to achieve these.