Manager, Department Operations

Description

Mechnical & Manufacturing Engineering (MME) within the Schulich School of Engineering is currently seeking a Full-time Regular Manager, Department Operations.

Reporting to the Senior Manager, Department Operations, this position directly supports the Mechanical & Manufacturing Engineering (MME) department and has a key leadership role supporting the MME department and provides strategic leadership for the staff, supporting faculty initiatives.This position is a working manager, providing day-to-day leadership to the administrative team for workload, finances, and operational requirements. The manager is the key strategic bridge between faculty and their support needs. This position operates on a regular work schedule (Monday to Friday) with occasional variances in start and end time, is primarily on campus and may be expected to attend events or provide service outside normal working hours.

Summary of Key Responsibilities (job functions include but are not limited to):

Strategic Planning, Operational Leadership, and Project Management

• Ensures strong financial management by providing detailed budget reports and analyses.
  • Coordinates a variety of budgets including operational, research, graduate and other funding sources.
• Provides operational advice and support to Department Head with respect to issues and activities relating to financial management, operational and administrative matters.
• Acts as a liaison between their own departments and other internal and external stakeholders.
  • Effectively and professionally communicates and interacts with all levels ranging from administrative personnel to faculty, project managers, and university leaders.
• Manager of the administrative unionized staff (3-6), including all aspects of recruitment, performance management, mentoring and training of staff, defining expectations and assignments of tasks and responsibilities.
• Develops, implements, and monitors procedures and a working environment that will ensure the wellbeing and safety of all staff.
• Support for departmental events including working with the Events team to plan logistics.
• Supporting the student recruitment into the respective department, including communication within the department to all Faculty.
• In consultation with the Department Head and the Operations Manager, manages department projects including procurement and renovation.

Academic Support

• Management and oversight of the department, as well as endowment funds and limited one-time funding opportunities.
• Assists researchers with the management of their research project accounts, including monitoring over-expenditures, preparing journal voucher requests for transfers of expenses between research projects, and monitoring research accounts to check to ensure correct revenue has been received.
• Ensures annual safety inspections and hazard inspections of labs are completed within the department. Works in partnership with university OHS Partner to ensure compliance with safety regulations and policy.
• In consultation with the Department Head and Operations Manager, the Department Administrative Manager is involved in hazard assessment, hazard mitigation, risk management, and the outcome of incidents.
• Acts as a liaison with Risk Management and Insurance in the reporting of incidents and processing of insurance claims.
• In consultation with the Department Head and Operations Manager, helps develop and maintains the Department Business Continuity Plan and Emergency Response Plan.
  • In the event of an emergency, implements measures and arrangements as identified and communicates plan; monitors and evaluates processes and procedures on an ongoing basis to assess effectiveness.
• Oversees the academic timetabling process of the department academic schedule. Ensures that an optimal schedule with minimal conflicts coordinated with the Engineering Student Centre to create a strong student experience.
• In consultation and collaboration with HR Advisors (Academic), oversee the various academic career process cycles at the unit level (promotion & tenure; merit; research and scholarship leaves).
• Supports the recruitment, hiring, and onboarding processes for Faculty, Sessional Instructors, Post-Docs and other academic and non-academic staff, including participating on selection committees for Department Head search.
• In consultation with the Department Head and Operations Manager, manages space planning and allocation of Department facilities including: undergraduate teaching labs, research labs, computer labs and department office space for faculty, staff, students and visitors.
  • This responsibility includes optimal distribution and usage of space and the ordering, maintenance, and disposal of furniture and equipment.
• Oversees hardware and software acquisitions for teaching labs; liaises with vendors and support sections of the University at a strategic level.
• Provides oversight for inspections, service, and maintenance of department equipment with external vendors and service providers.

Qualifications / Requirements:

• A post-secondary degree in Business Administration or a related field, or a combination of equivalent education & experience is required.
• 3-5 years of leadership experience, proven leadership skills motivating others to work in a cohesive team environment.
• Customer service aptitude to create a harmonious environment in the MME department.
• Excellent organizational skills and a strategic planning skillset are required.
• Demonstrated experience in recruitment and leading a team of direct reports.
• Familiarity with managing within a unionized environment a strong asset.
• Knowledge of university-wide practices and the complexities of the University organizational structure is a strong asset.
• Excellent analytical and problem-solving skills to deal effectively with complex decisions, issues, and initiatives.
• Demonstrated experience in financial management, including budget oversight, preparation and reporting is a strong asset.
• Excellent communication, both written and verbal.
• Ability to maintain complete confidentiality regarding all business matters, and to exercise a high degree of professionalism in the execution of their duties.

Application Deadline: April 11, 2024

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Management Career Band, Level 1 of the Management and Professional Staff Career Framework.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.