Operations Manager, Centre for Migration Studies - Vancouver, Canada - UBC

Description

Job Category

Job Profile

Job Title

Department

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 Date

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

Job End Date

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 Summary

The Operations Manager participates and supports the implementation of the strategic planning, direction and development of operations, human resourcing, technology, financial and physical resources in the Centre for Migration Studies. Major responsibilities include providing administrative leadership, supporting the implementation of strategic plans, developing and forecasting centre budgets, implementing sound fiscal procedures, serving as a resource for the Centre Co-Directors on matters relating to university policy and practice, overseeing the acquisition of supplies and equipment, and matters relating to facilities and space.

Operational Status

Reports to the Research Manager, Programs and Initiatives. Works closely with and receives direction and advice from the Co-Directors to implement Centre strategic plans and activities. Interacts and liaises with Centre members, staff, and students, as well as numerous university departments including the office of the Dean of Arts, UBC Project Services, Building Operations, Human Resources, Research Finance, the Institutional Programs Office, the CFREF Secretariate (based at Toronto Metropolitan University), and with external vendors and partners, including Indigenous community partners.

Work Performed

Budget and Financial Operations

Manages all existing funding sources and grants, including preparing grant reports and ensuring compliance with grant regulations.

Evaluates and analyses grant, project, and strategic planning data (including budget/financial data and other performance metrics) and leads the preparation of Centre financial and operational reports; makes recommendations for future projects and approaches.

Works with Centre Co-Directors and Executive Committee on the development of program and project budgets as well as determining project resource funding and allocation.

Authorizes Centre expenses and financial transactions. Monitors financial transactions ensuring compliance with university and granting agency policy, budget and accounting constraints.

Develops and oversees policies and procedures related to financial management in line with overall UBC policy and UBC's Indigenous Finance Guidelines.

Prepares budget submissions, forecasts, summaries and reports for internal and external agencies.

Ensures that sound internal control practices are maintained within the Centre.

General Administration

Manages all Centre administrative aspects; ensures all operations processes, programs and events meet granting and university requirements and policies.

Develops, implements, and documents unit operational processes and systems in compliance with university requirements; liaises with Dean's Office staff and relevant institutional offices as necessary.

Manages 1 CUPE 2950 staff member, including hiring, training, performance evaluation, discipline and termination. Analyzes needs, and establishes priorities and work flow.

Plans and facilitates team meetings to review program activities, issues, and action items.

Works with Research Manager, Programs and Initiatives to manage Centre event planning and implementation, including conferences, speakers' series, and workshops.

Facilities

Identifies current and future space and facility needs, problems, and concerns; considers possible future requirements and creates plans for multiple scenarios, considering strategic priorities of the Centre. Approaches and anticipates spatial needs and relationships with a generous understanding of inclusivity and the experiences of different persons and bodies, regardless of rank within the Centre or the University.

Responsible for overseeing the upkeep and maintenance of all facilities and equipment utilized by the Centre, as well as for developing, implementing and maintaining usage policies and guidelines.

Develops and oversees inventory replacement and renewal plans.

Manages Centre safety program. Liaises with Local Safety Team(s) and Joint Occupational Health and Safety Committee on matters of health and safety in all Centre spaces.

Manages maintenance of and renovations to existing facilities.

Responsible for overseeing the day-to-day decision-making on security, deliveries and emergency detail.

Consequence of Error/Judgement

Effective management of resources is critical to the success of the Centre. Must exercise judgement based upon a thorough knowledge of procedures, guidelines and regulations and on knowledge of human behaviour. Failure to anticipate change and to foster positive and sustainable responses to that change could have a significant impact on the long-range effectiveness of the Centre and its ability to achieve established goals. Failure to provide accurate and useful advice in financial practices could have serious financial implications for research and operational funds as well as for Centre morale. Must approach relationships with colleagues and all affiliates with a generous understanding of inclusivity, equity, and positionality, and be willing to engage reflexively in fostering a Centre that is welcoming to all persons. Failure to approach relationships in this way may be harmful to others and is destructive of the values and respect that the Centre is committed to cultivating in its operations and research work.

Supervision Received

The incumbent works independently under the general supervision of the Research Manager, Programs and Initiatives, and in close collaboration with the Centre Co-Directors. Work is reviewed in terms of achievement of strategic goals. The position requires strong decision-making ability, leadership and demonstrable judgement and discretion.

Supervision Given

Manages 1 CUPE 2950 staff member, including hiring, training, performance evaluation, discipline and termination. May supervise and/or assign work to student staff or other temporary employees.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years' experience or the equivalent combination of education and experience. 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.

Preferred Qualifications

• Ability to exercise confidentiality, diplomacy and good judgement when interpreting policies and making decisions both independently and with others.
• Ability to work effectively independently and in a team environment, including the ability to collaborate with a large group of university and community stakeholders, including Indigenous stakeholders.
• Experience with project development and management. Demonstrated experience with stakeholder relationship building and management.
• Ability to maintain accuracy and attention to detail.
• Thorough knowledge of University and granting agency policies and procedures, and ability to provide interpretation and advise on these policies.
• Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, and have a high level of attention to detail.
• Experience managing grants and supporting grant applications would be an asset.
• Ability to review, analyze, and synthesize complex information into summaries and reports.
• Ability to communicate effectively verbally and in writing.
• Ability to make thoughtful, informed, and thorough decisions.
• Ability to exercise sound judgement.