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Business Manager, Olympic Oval

Job ID: 30883
Location: Main Campus
Updated March 11, 2024

This job posting is no longer active.

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Position Overview

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

The Olympic Oval is the premier Winter Olympic legacy facility from the 1988 Winter Olympic Games and part of the University of Calgary's Faculty of Kinesiology. The facility provides for a number of local, national, and international stakeholders and is home to high performance athletes, world-class high performance program areas, and excellent research. The Oval provides a dynamic environment for Faculty of Kinesiology programs including Dino Athletics, Active Living, and Faculty courses and research initiatives. The Olympic Oval brings international recognition to the University of Calgary through the hosting of major international world class events, the training of Olympic athletes, and ongoing development of high performance programs.  Additionally, the Olympic Oval contributes to and is recognized locally as a major part of the Calgary community providing public skating, events and bookable space for various public user groups and entities.

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.  The position exercises considerable independent managerial discretion and handling of highly confidential and sensitive material.  The position deals with moderate to highly complex issues and requires decision making and the determining of policies and procedures that have a significant impact on the Olympic Oval and the University of Calgary.

As a member of team, the Business Manager 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. The incumbent must be able to work in an environment where there is ambiguity, continuous change and shifting priorities.

Position Description

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

  • 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
  • Maintains awareness of and ensures 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 a broad knowledge of department operations and regulations, both internal and external
  • Pro-actively identify and attends to any administrative issues or outcomes that may be forthcoming
  • Provides 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
  • Works 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
  • Liaises 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
  • Supports all administrative elements in the recruitment and hiring processes for Olympic Oval staff, including onboarding and offboarding
  • Oversees budget processes and planning, working closely with all department managers, Finance Officer and Finance Partner to ensure sound budget planning, monitoring and reporting
  • Provides 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
  • Liaises with staff, athletes, faculty and stakeholders in a respectful, courteous, and professional manner
  • Direct supervision of Finance Officer 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
  • Ensures that support staff work effectively as a team. Provides 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
  • Participate in the development of new/improved processes, analyze/track information where applicable and make recommendations for changes to processes/systems
  • Assumes 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
  • Maintains complete and accurate staff departmental files and ensures their privacy and confidentiality
  • Oversees 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
  • Ensures sound and accurate budgeting processes are implemented and maintained as necessary
  • Participate in team environment for information, skills and knowledge sharing
  • Maintains an effective filing and records system, including accurate and timely filing of confidential documents for easy retrieval
  • Ensures 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
  • Experience in high performance sport with an understanding of roles and relationships with NSOs, PTSOs, and other sport partners and sport governing bodies would be an asset
  • 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: February 09, 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.

Additional Information

This position is classified in the Management & Professional  Career Band, Level M2 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 ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

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.

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