This job offer is closed.

Please see Special Instructions for more details.

  • The start date is negotiable and will depend on the successful candidate's availability.
  • Posting will be open until filled, however first review of candidates will take place May 31, 2022.

Posting Details

Position Information

Position Title

Academic Operations Manager (School of Community, Wellness & Health)

Position Summary

Motivated, problem-solver who thrives when working with numerous stakeholders to oversee and manage processes? If so, Red Deer Polytechnic has the opportunity for you in the role of Academic Operations Manager.

Red Deer Polytechnic is seeking an individual who will embrace our institutional values of agility, bravery, connection, discovery, and empowerment to meet the challenges of this key leadership position in our academic administration.

For further information contact:

School of Community, Wellness & Health

Email via Isarta

Position Responsibilities

The Academic Operations Manager is a leadership position that supports various academic programs by ensuring business operations work effectively and efficiently to deliver excellent service to staff, students, faculty, and internal and external partners. Some of the responsibilities of this position include:

Operational Management

  • Manages the operation systems of the School through the assessment and design of workflows that will respond to learner needs, enhance program and service delivery, and contribute to the growth and success of the designated School
  • Leads the coordination of the academic timetabling for the School
  • Develops administrative and financial reports that will provide the School with direction and guidance for planning and decision-making purposes
  • Participates in the annual operational planning cycle for the School in coordination with the annual budget process
  • Prepares and writes strategic planning documents resulting from initiatives identified in operational plans across the School
  • Provides consultation, where appropriate to programs and service areas in the development of operational plans, proposals and business cases
  • Provides training to faculty and staff on Institution policies and procedures (i.e. expense claims, vacation)
  • Identifies and evaluates unique opportunities for collaboration based on sound knowledge of each partner's business plans as well as the industries in which they operate
  • Coordinates work being performed by user groups and partnership stakeholders to ensure strategic directions are met, as applicable for designated School
  • Provides direction on policy compliance and participates in risk assessment and management
  • Ensures that necessary supports and resources are provided to the students, faculty and staff, collaborating as necessary with other service providers throughout the Institution
  • Coordinates the development of procedures manuals for the School to ensure consistency and enable knowledge transfer to the operations team
  • Participates in school initiatives as determined in collaboration with the Dean and Associate Deans, as appropriate

Enrollment and Project Management

  • Monitors enrolment and retention to ensure adequate sections of courses to accommodate student demand and to ensure students can graduate, while maximizing the efficiency of resource allocations, in conjunction with the Associate Dean
  • Coordination of seat allocation with external bodies as appropriate (AIT, Alberta Health) including all enrolment management processes (adding seats, cancelling seats, etc).
  • Collects enrolment, financial, etc. data, analyzes data and makes recommendations for strategic purposes as well as for operational decision making
  • Oversees School projects, providing project management expertise and/or acting as project lead for specific projects as delegated and where appropriate, including program development, program reviews, development of new centres, specific departmental projects, etc.
  • Performs stakeholder identification and manages stakeholder relations and communications
  • Coordinates projects related to program approval and evaluation, program reviews, program suspensions/cancellations, and accreditation processes
  • Investigates, facilitates workshops, and performs consultation and analysis in support of identified projects
  • Prepares related written documentation including project plans, scheduling updates & revisions, proposals, strategic plans, business cases/plans
  • Monitors project planning documents including developments, deliverables and timing
  • Identifies issues and provides advice on project progression
  • Acts as liaison with committees and task groups collaborating with faculty and staff to ensure project success
  • Maintains current records in Provider and Program Registry System (PAPRS)
  • Participates in the preparation and development of partnership agreements, as applicable
  • Completes internal environmental scanning and analysis to proactively identify and mitigate risk and issues of relevance to initiatives of the School
  • Identifies interdependencies of projects and facilitates communication and alignment among task groups
  • Provides coaching to project participants, monitors and facilitates potential conflicts affecting the partnership and/or project completion

Purchasing and Budget Management

  • Responsible for coordinating and monitoring operating and personnel budgets for the School in an accurate and timely manner, ensuring compliance with Institution - wide standard practices
  • Responsible for coordinating purchases, including Capital Requests, annual open purchase-requisitions, and other purchases as required by the School
  • Develops School budgets in consultation with budget holders and Dean; can include ad-hoc, collaborative partnership, and project budgets as required
  • Analyzes and interprets budget planning packages and directives from Finance; communicates those to the Dean, Associate Dean, and other budget holders
  • Prepares scenarios for consideration by the Dean and Associate Deans in response to the budget directives; these may include elimination of programs, services, or positions across bargaining units, as well as redetermination of job assignments
  • Leads budget processes for programs within the School to synchronize with Institution processes and timelines
  • Coordinates the implementation of approved budgets including personnel, capital, operations & renovations budgets, in collaboration with appropriate contacts
  • Provides coaching, information and advice on budget projections and processes to various budget holders within the school
  • Coordinates and monitors budget transactions within scope of authority and resolves issues as they arise, such as preparing and signing off purchase orders, annual and long-term purchasing contracts, and coordination of capital purchases
  • Assembles information and data in order to analyze current budgets for year-end projections
  • Analyzes budget reports to ensure accuracy and to forecast future expenditures and/or savings and to identify and recommend potential operational changes to improve efficiency and effectiveness of School operations
  • Solves budgetary and financial issues within scope of authority and communicate results to budget holder
  • Develops proposed project budgets and manages selected project budgets
  • Collaborates with service and program areas in the creation of external contracts (eg. Purchasing Contracts with various supplies, linen contract with AHS, etc)
  • Completes other budgetary tasks, such as tracking added/cancelled sections, preparing contingency requests, reporting on status of sessional positions, etc.

People Leadership

  • Responsible for effective recruitment and selection, retention, coaching, supervision, performance management in compliance with Human Resources policies and procedures, FOIPP, and collective agreements in support of a high performing team
  • Facilitates where necessary discipline and dismissal of reporting staff, in consultation with the Dean
  • Represents assigned work area as first level grievance reviewer and attempts resolution in consultation with Division of People & Culture
  • Direct the day-to-day operations of direct report(s)
  • Operationalizes and applies Collective Agreements and ensures Policy Compliance
  • Provides leadership by disseminating information, providing feedback, advising, and coaching for all staff under direct supervision
  • Maintains confidentiality of personal information in accordance with Red Deer Polytechnic policy, procedures, and the Freedom of Information and Protection of Privacy Act
  • Ensures that all regulations of Occupational Health and Safety (OH&S) are adhered to in order to provide a safe work environment and follows up on reports generated by People & Culture to ensure compliance with OH&S and WHMIS training
  • Approves, monitors, and reports vacation and other absences for all staff under the direct supervision; arrange coverage for all vacation and long-term absences as required
  • Develops, reviews, and is accountable for the fluid support structure and processes to ensure the effective and efficient distribution and delegation of work
  • Plans, organizes and coordinates the onboarding of new employees as well as maintains a current awareness of new staff and faculty orientation activities
  • Oversees the coordination of the exit procedures to ensure the appropriate collection and tracking of information

Hiring, Contracts and Workloads

  • Works in conjunction with People & Culture and Administrative Officer, Academic to prepare recruitment ads, shortlist applicants, chair selection committees and make selection decisions
  • Facilitates effective recruitment and retention of staff within designated School
  • Completes contract letters and distribute for signing as appropriate, ensuring step and grade calculations are accurate, and completes contract payroll entry
  • Works with staff to orient new hires and prepare them for success in the achievement of their responsibilities
  • Ensures accuracy and consistency of contract calculations, coding and identification in keeping with collective agreements, disbursement guidelines, approved budgets, program needs, standard practice, and precedents
  • Prepares and advises on salary scenarios for offers of employment
  • Ensures preparation and revision of workloads on an ongoing basis maintaining validity of the Banner faculty workload database in consultation with the Associate Dean(s)
  • Oversees the resource allocation and workload issues to ensure adequate support is available for service delivery
  • Coordinates and completes financial analysis including student enrolments for new hires (ie. Recommendation on overload contract, reallocation of workload, cancellation of contracts)

Required Qualifications

  • Minimum Bachelor's Degree in a relevant discipline such as Bachelor of Business Administration, Bachelor of Management or Bachelor of Commerce
  • Minimum three (3) years progressively responsible leadership experience including direct supervision of staff
  • Minimum three (3) years experience developing, analyzing and recording complex budgets, contracts and operation plans
  • The ability to champion and lead change with a professional, proactive, collaborative, and results-oriented style
  • Strong analytical skills, ability to think outside the box, and apply creative solutions to issues presented
  • Ability to work in a dynamic, ever-changing, fast-paced environment with multiple demands, competing priorities and numerous deadlines
  • Ability to exercise good judgement and discretion, and maintain confidentiality
  • Demonstrate commitment to fostering the principles of learner-centeredness in service delivery
  • Work as an effective team member and build rapport and trust with senior leaders, peers, employees, and strategic partners
  • Use and interpret complex data to accurately inform and advise decision makers
  • Ability to work autonomously, adapt to multiple competing priorities and work with multiple stakeholders to deliver results on time
  • Proficient in Microsoft Office Suite

Preferred Qualifications

  • Knowledge of the operation of a post-secondary institution is preferred
  • Process management experience is preferred

Salary or Hourly?

Salary

Salary

$75,052 - $91,225 annually

Benefits and Compensation Information

Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays.

  • Eligibility to access the above mentioned benefits is dependent upon the EXEMPT Terms and conditions of Employment and related RDP policies.

About Red Deer Polytechnic

Red Deer Polytechnic has been a pivotal part of central Alberta for nearly six decades. Since our story began as Red Deer College in 1964, we have proudly served our learners and communities with diverse programs, as well as impressive learning spaces and facilities.

In the spring of 2021, our institution was officially granted status as a polytechnic, and our new name and brand were announced soon after. As Red Deer Polytechnic, we will continue to offer the same breadth of credentials and mix of programs in a variety of subject areas that we currently offer. This means we will continue to offer apprenticeships, certificates, degrees, micro-credentials, and collaborative degrees, in addition to our own applied and baccalaureate degrees.

We welcome you to further your career with Red Deer Polytechnic. We also welcome you to join us as a vibrant gathering place creating connections our community. With two campuses and impressive facilities, Red Deer Polytechnic is an ideal place to learn, work, conduct research and enjoy events.

Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community.

Posting Detail Information

Competition Number

2022-E-013

Employment Type

Permanent Full-Time

Number of Vacancies

1

Desired Start Date

06/06/2022

Position End Date (if term-certain)

FTE

1.0

Hours of Work

You will be employed on a full-time basis. It is understood that the hours of work involved may vary and those are the hours of work required to meet the objectives of your employment. Normal hours of operation are 8:30 am to 4:30 pm, M - F

Open Date

05/24/2022

Close Date

Open Until Filled

Yes

Note to Applicant

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

Special Instructions to Applicants

  • The start date is negotiable and will depend on the successful candidate's availability.
  • Posting will be open until filled, however first review of candidates will take place May 31, 2022.

Required Documents

  • Cover Letter
  • Resume
  • References Names and Contact Information

Optional Documents

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