Reporting to the Dean, Community Partnerships and Experiential Learning, the incumbent is the central point of administrative support and contact for the Centre for Community Partnerships and Experiential Learning, including Community Partnerships and Learning, and Community Access and Engagement.
The Operations Manager, Centre for Community Partnerships and Experiential Learning (CCPEL) is responsible for managing, coordinating, supporting and overseeing the administrative processes, business plans, financial management services operational activities and divisional processes for the CCPEL team.
In addition, the incumbent works with the operational areas as the central point of communication for the CCPEL team in ensuring that college compliance deadlines are met, and support is provided for planning, managing, and reporting for operational, Human Resources, strategic planning and budgetary processes/cycles. The incumbent assists with the management of the divisions' budgets and provides input in support of budget monitoring and development processes. As well, the incumbent provides advice and support on technological tools for all groups within CCPEL.
The Operations Manager is also responsible for the hiring and supervision of occasional part-time and student staff for both departments.
The duties of this position will include, but are not limited to the following:
1. Project, Financial and Budget Management
a) Project management:
- Assists with preparation of funding and project proposals.
- Develops and maintains timelines and deliverable tracking to ensure compliance with project and funding requirements.
- Ensures project reporting and deliverables are met through oversight and collaboration with project team.
- Coordinates project meeting schedules, agendas and materials.
- Facilitates project meetings and compliance with follow-up items as required.
- Tracks project risks and develops mitigation strategies in consultation with project team/sponsor and communicates updates to Dean.
- Supports special project development and implementation as required.
- Works with project team to manage project budget and human resource requirements.
b) Budget management:
- Assists with the preparation, management and maintenance of the budgets for the departments, ensuring appropriate financial targets and alerting CCPEL Management Team as to any budget issues and/or anomalies.
- Monitors the budget cycle calendar and key college planning processes to ensure compliance related to budget planning, capital submissions, strategic planning, and investment requests and coordinates timely submissions for same.
- Budget management includes monitoring transactions, investigating discrepancies, approvals of all expense claims, credit card expenses, replacement costs and interdepartmental transfers, processing changes via ?upload sheets', and producing monthly, quarterly and year-end reports.
- Ensures timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account number and availability of funds.
- Ensures appropriate terms of purchase and leases are exercised.
- Monitors requisitions and distribution of supplies and payment of accounts.
- Creates and maintains a division compliance calendar, listing all key activities and deliverables and their due dates to ensure all staff within each department are in full compliance with human resources, performance, training and similar college policy and procedure requirements.
- Tracks and monitors compliance for timely completion of all staff Development and Performance Management Plans (DPMP) and mid-year and year-end reviews.
- Maintains compliance records for Human Resources activities, such as attendance and vacation entitlements, and completes trend analysis and reporting of any anomalies.
- Collects, maintains and communicates to CCPEL Management Team any updates or changes to regulations related to Ontario Human Rights Code, AODA regulations, standards, supplementary materials, correspondence and documentation of the compliance procedures.
- Ensures department is in compliance with Canadian regulatory bodies such as Accessibility for Ontarians with Disabilities Act (AODA), Workplace Hazardous Materials Information System (WHMIS), the Occupational Health and Safety Act, etc. and Ministry of Training, Colleges and Universities (MTCU) guidelines.
- Prepares correspondence and recurring and special reports including Board of Governors (BoG) and Ministry reports as required or requested.
2. Administrative and Office Coordination
a) Administrative support and office coordination:
- Coordinates, maintains and reviews electronic correspondence system for all incoming and outgoing mail, email, other social media, and reports and notifies Dean of any material requiring attention or action.
- Prepares, draft responses and proofreads correspondence and reports on a variety of routine inquiries, complaints and queries.
- Drafts replies on confidential non-routine matters for the consideration of the Dean.
- Processes matters of a confidential nature in a timely fashion.
- Develops and implements appropriate administrative procedures, guidelines and forms as prescribed by the departments, College policy, the Human Rights Code, other forms of legislation and other relevant policies.
- Receives inquiries and requests for information and responds by independently providing appropriate materials and/or referrals to appropriate college or community resources.
- Compiles briefing notes as required from provided content for senior leadership meetings and Board level management reports; assists in preparation of projects, presentations and reports as required.
- Schedules appointments and arranges meetings as necessary, including tracking of key events or activities and communicates opportunities to participate in such events.
- Organizes meetings by preparing agendas, resource and presentation materials, reserving rooms and notifying meeting attendees.
- Prepares and distributes meeting minutes, reminders, action items and follow ups as required.
- Prepares for committee meetings including research and background preparation, electronic document preparation, agenda review, preparation for specific agenda items and advance notification and information gathering from direct reports when required for agenda items.
- Organizes, prepares and maintains a schedule of various professional development and divisional activities, including college or academic division signature events.
- Coordinates and arranges all travel, conference and course arrangements and follows up as appropriate.
- Maintains annual calendars for department including soliciting information in advance from direct reports, and bringing forward time sensitive report templates for completion by deadline.
- Develops and implements quality improvement processes to streamline administrative operations within the department.
- Coordinates and orders supplies and arranges for equipment purchases and maintenance.
- Maintains accurate records of equipment purchases and leases including serial numbers and locations.
- Develops and maintains confidential and information filing systems.
- Establishes and maintains office files, following an established records management system for both soft and hardcopy files; compiles information from such files and purges files as per College direction.
- Operates standard office equipment, including job-related computer hardware, software applications, facsimile equipment, photocopiers and multi-line phones.
b) Streamline Divisional Workflow
Liaison to maintain streamlined departmental workflow and timely decisions and access to information between CCPEL and other College departments:
- Interprets guidelines, analyzes information and implements services by training CCPEL staff or liaising with departments, administrators, faculty and other staff.
- With the CCPEL management team, advocates on behalf of external partners and students.
- Responsible for reviewing the workflow, setting new requirements and then educating and training staff within CCPEL on execution within the confines of the new processes. In the case of a new employee
- the incumbent will train him/her to ensure understanding of work breakdown and flow within the department.
3. Communication, Data, Reporting, And Technology Support Coordination
- Acts as the main point of contact for the Dean, Community Partnerships and Experiential Learning direct reports communicating policies, processes and requirements and following up to ensure submissions are received and deadlines are met.
- Prepares and distributes communications to staff regarding meetings, College information, reminders of upcoming significant events and report deadlines.
- Coordinates the Dean's Forums and welcome back events hosted twice per year, and other events as required.
- Liaises with other college departments as required representing the departments and respective divisions.
- Creates, maintains and distributes overall contact lists for the department.
- Directs and coordinates the preparation of recurring and special reports for the Dean, partners, and government agencies as required or requested.
- Provides oversight to all software and technology tools that serve as foundations of the work in each department, including troubleshooting, ensuring tools work effectively.
- Participates in the execution of outreach and communication related to special initiatives in support of community and Access priorities; these activities could include preparation of reports, presentations, and partner support materials.
- Contributes to, or supports communication plans that target key communities in the region, socio-economic-cultural groups and community segments by employing a diversified channel strategy focused on websites, social media, newsletters, telephone and face-to-face meetings.
4. Human Resources
- Manages part-time staff and student positions that work centrally.
- Determines staffing needs and develops job descriptions.
- In collaboration with Human Resources, recruits, hires, and trains part-time staff and students.
- Prepares work schedules, keeps track of deadlines, prioritizes work, assigns work assignments and checks results.
- Oversees payroll, processes and resolves payroll issues.
- Maintains part-time and student work performance and conducts evaluations.
5. Other Duties as assigned
The successful applicant must have:
- A 3-year degree or diploma in Business and/or Office Administration, or equivalent combination of education and experience.
- A minimum of five years of experience in the college system is strongly preferred.
- Operations and budget management experience in a similar setting and capacity.
- Experience with Policy and Procedure Interpretation.
- Experience in building effective teams.
- Strong ability to communicate orally and in writing with clients, co-workers and community contacts.
- Strong problem solving, analytical skills and organizational skills
- Skills in time management, priority-setting, conflict resolution and delegation.
- College Software applications: SCT Banner, Millennium FastSuite, Microsoft Office etc.
- This role requires the management of external partnerships, sensitive issues, a strong understanding of human rights, diplomacy, privacy and confidentiality, and excellent data and file management skills.
- Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community.
Mohawk College is an equal opportunity employer that is committed to an inclusive, barrier-free recruitment and selection process. Should you require accommodation through any stage of the recruitment process, please contact the HR Department at (905) 575-2047.
Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.