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Business Operations Manager, Olympic Oval, Faculty of Kinesiology

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Job ID: 15926

Updated: July 13, 2018

Location: Main Campus

Position Overview

The Olympic Oval in the Faculty of Kinesiology is currently seeking a Full-time Regular Business Operations Manager .

The Administrative and Business Operations Manager is a key member of the senior management team and assists in developing the vision, planning, execution, and management of the Olympic Oval in meeting expectations of major stakeholders, partners and the University of Calgary.

This full time management position reports directly to the Director of the Olympic Oval. Hours of work vary throughout the year, including some evening and weekend hours. During peak competition season (October-March), there is a high volume and variety of work demands, much of which is driven by internal and external deadlines and overtime will be required. Some travel is required throughout the year.

Position Description

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

Management Team

  • Effectively and efficiently manage the operation of the Director's office by responding, prioritizing and redirecting requests, mail, email, telephone inquiries as required
  • Responsible for daily administrative functions of the Director, as well as planning and coordinating meetings, retreats, and projects as required
  • Maintain awareness of and ensure the Director is aware of all scheduled meetings/activities, and that his/her schedule is organized in an efficient manner
  • Compose important and confidential correspondence requiring broad knowledge
  • Pro-actively identify and attend to any administrative issues or outcomes that may be forthcoming
  • Provide recommendations, direction and support to the senior management team related to various administrative, operational, and HR and budget functions and processes to ensure and/or improve overall effectiveness
  • Maintain confidentiality for all issues as necessary
  • Work directly with HR Partner/Adviser and Olympic Oval managers and supervisors to ensure all HR practices and processes are applied in accordance to the AUPE collective agreement
  • Liaise with HR Partner/Advisor to ensure the Olympic Oval is compliant with all processes and procedures, provides feedback to HR on unique department needs and qualities specific to the Olympic Oval for effective resolution
  • Support all administrative elements in the recruitment and hiring processes for Olympic Oval staff, including onboarding and offboarding
  • Oversee budget processes and planning, working closely with all department managers, Business Operations Coordinator and Finance Partner to ensure sound budget planning, monitoring and reporting
  • Provide continual input and direction in the development, implementation and maintenance of improved office standards, processes, policies and procedures
  • Ensure Policy and Procedure Manual is kept up to date and accurate
  • Liaise with staff, athletes, faculty and stakeholders in a respectful, courteous, and professional man ¿

Supervision

  • Direct supervision of Business Operations Coordinator including performance management, time off requests, etc.
  • Direct and advise staff in determining priorities, anticipated outcomes and deadlines as necessary
  • Supervise occasional part time staff as necessary
  • Ensure that support staff work effectively as a team. Provide quality leadership to support staff in multiple roles and phases of development. This includes business process assessments, recruitment, mentoring, performance management, and discipline of support staff, performance management including termination if necessary

Administrative and Business Processes

  • Participate in the development of new/improved processes, analyze/track information where applicable and make recommendations for changes to processes/systems
  • Assume a leadership role in the facilitation of various projects as required
  • Ensure collaborative problem solving and analysis with the Faculty's HR Partner/Adviser and Oval staff regarding Human Resources issues
  • Develop and maintain positive, problem-solving relationships with colleagues, employees and other departments across campus
  • Maintain complete and accurate staff departmental files and ensures their privacy and confidentiality
  • Oversee preparation of applicable forms as required as staff changes occur to ensure accurate and timely changes to pay, benefits and associated records
  • Deal with a variety of issues using tact and diplomacy when dealing with all employee groups, including senior members of University staff
  • Answer inquiries from all Oval staff regarding all HR issues, referring to appropriate resources for accurate resolution
  • Ensure sound and accurate budgeting processes are implemented and maintained as necessary
  • Participate in team environment for information, skills and knowledge sharing
  • Maintain an effective filing and records system, including accurate and timely filing of confidential documents for easy retrieval

Professional Development

  • Ensure continual professional development plan of self and continual learning is in place

Qualifications / Requirements:

  • A University degree in a related field focusing on business administration, with a minimum of 10 years of progressively responsible experience in a senior administrative role. An equivalent combination of education and experience will also be considered
  • Previous experience in a supervisory role would be an asset
    Previous experience managing budgets would be an asset
  • Strong organizational, communication and interpersonal skills, and writing and editing skills
  • Ability to deal with highly confidential and sensitive matters
  • Strong attention to detail
  • Work well under pressure and deadlines
  • Ability to multi-task and deal with conflicting priorities simultaneously, ensuring deadlines are met
  • Excellent customer service and communication skills for internal and external departments, staff at all levels, using tact and diplomacy in all situations
  • Must be a strong team player and provide assistance as required, initiating discussion and problem solving to resolve issues
  • Understanding of University environment would be an asset
  • Advanced proficiency in Microsoft Office applications such as Word, Excel, Access and PowerPoint is essential

Application Deadline: July 12, 2018

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.

Additional Information

This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework. 

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Faculty of Kinesiology visit Careers in the Faculty of Kinesiology.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

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 professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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