DEPARTMENT OF FAMILY MEDICINE
Will remain open until filled.
Reporting to the Principal Investigator, Dr. Doug Klein, the Manager of Operations will oversee the daily operations of the CHANGE Health Community Program, an innovative community-based health promotion program for families across Alberta. CHANGE Health Community Program is delivered in partnership with community groups and Alberta Blue Cross as the main sponsor.
The Manager of Operations role requires general understanding of the "global picture" within the CHANGE Health Community Program and detailed understanding of programs and operations within. The Manager of Operations must maintain knowledge and understanding of all CHANGE Health Community Program activities to ensure effective administration. This is a distinct project from the other CHANGE Alberta work currently being conducted in the Department of Family Medicine.
Coordination and strategic planning (20%)
- Coordinates and participates in strategic planning activities for the CHANGE Health Community program.
- Coordinates (along with the Executive Director) the implementation and delivery of the strategic plan.
- Promotes partnerships which benefit the CHANGE Health Community Program.
- Establishes and maintains effective working relationships with stakeholders, partners, vendors, distributors.
- Creates project plans, including identifying scope, targets, deadlines, relevant team member involvement, stakeholders, resources required, phasing, etc.
- Responsible for evaluating the progress of the team and the individual team members.
- Recruits team members as required.
- Recommends and coordinates team training.
- Ensures administrative best practices are researched and implemented in compliance with existing and proposed UAPPOL policies and procedures.
- Ensures that the Executive Director is briefed on all relevant issues, policies, procedures, problems and recommended solutions related to the responsibilities and duties of the CHANGE Health Team in a timely manner.
- Demonstrate professional and ethical conduct, represent CHANGE Health Community Program at meetings, create positive relationships.
Financial Management (15%)
Is the financial planning lead for the unit and is responsible for the following:
- Implements, maintains and updates financial practices and procedures in accordance with funding agencies such as CIHR (Canadian Institutes of Health Research), Alberta Health Services and University of Alberta policies and guidelines.
- Directs budget planning for CHANGE Health Community Program.
- Plans, prepares, and implements modifications to existing financial and budgeting plans as necessary to ensure effective use of resources and effective reporting about those resources.
- Directs the preparation of financial reports and financial analyses for the Executive Director for annual, short and long-range plans and projects.
- Prepares and submits financial and administrative reports for funders and key stakeholders as required.
- Reconciles financial reports against source documents (i.e. invoices, indents, purchases, etc.). Resolves discrepancies between account transactions and account balances.
- Assists Executive Director in the application process for grant applications.
- Assists in the preparation, submission, monitoring and reporting of various grant applications to ensure that budget implications and financial procedures are respected.
- Coordinates the development and processing of all unit contracts; provides advice on contract processes/competitive bid thresholds, etc.
- Provides advice to staff on financial procedures, where appropriate.
Human Resource Planning (25%)
Responsible for Human Resource planning for the Unit in conjunction with the Executive Director and for the coordination of all HR processing including:
- Ensures Unit HR staff procedures are developed and implemented.
- Ensures volunteer procedures are developed and implemented.
- Ensures that all Unit position descriptions and organization charts are kept current.
- Recruitment, retention and management of human resources within the Unit (may include recruitment, hiring, mentoring, training, supervision, annual reviews).
- Provide guidance, to staff, post docs, graduate students and supervise support staff.
- Monitors and ensures annual employee performance review processes are carried out as required.
- Ensures onboarding and offboarding procedures for all incoming and outgoing staff are in place and followed by the unit staff.
- Acts as a timekeeper and time approver, as necessary.
- Supervises and directs the day to day operations of administrative staff while providing leadership and guidance to senior staff in their supervisory roles and responsibilities.
Records Management (10%)
Responsible for leading the records management program (which includes managing physical and electronic records):
- Recommends best practices and systems for managing records.
- Develops procedures for implementing records management systems.
- Anticipates future unit/individual needs and plans for those needs.
- Monitors the system for deficiencies and makes modifications as required.
- Implements retention/destruction schedules for records management.
- Trains staff on proper filing procedures/practices.
- Informs staff of new filing procedures/practices.
Research Support (5%)
- Works with Evaluation Lead and evaluation team to ensure outcomes are relevant to individual families, communities, and sponsors.
- Provides sponsor with quarterly reports on research process.
- A recognized degree in a health education or business program with advanced training in business and/or health administration is preferred. Equivalent combinations of education and experience will be considered.
- Experience in managing human resources and related administration experience, with a broad in-depth knowledge of applicable policies and practices.
- Management expertise is required.
- Ability to successfully manage a diverse team-based workforce with multiple work units, foster a cooperative work environment and establish and maintain effective working relations with business partners, employees and professionals.
- Experience in conflict resolution.
- Strong leadership capabilities.
- Effective communication, management and interpersonal skills.
- Ability to manage multiple demands and interruptions while adhering to strict deadlines.
- Possesses the interpersonal and management skills and perspective necessary to effectively supervise a team of program coordinators, administrators, engagement facilitators, and others.
- 3 to 5 years human resources-related experience in leading, hiring, guiding, supervising, mentoring, and managing performance of staff within a large unionized environment.
- Excellent working knowledge of HR best practice, Collective Agreement requirements, and relevant U of A policies and procedures.
In accordance with the Trust/Research Academic Staff Agreement, this position has an approximate appointment until July 31, 2021 (with possibility of extension) and offers a comprehensive benefits package found at Faculty & Staff Benefits and annual salary range of $74,084
How to Apply
Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. If suitable Canadian citizens or permanent residents cannot be found, other individuals will be considered. The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.