Operations & Administrative Coordinator

Your Opportunity

Under the general direction of the Dean, Teaching & Learning Innovations, and indirectly the Associate Dean, the Operations and Administrative Coordinator coordinates a broad range of activities in line with the portfolio's annual and long-term plans. The OPS tracks the portfolio budgets and provides financial analysis and recommendations to the Deans. This position coordinates instructional workload and contracts, and it plans and implements portfolio projects and initiatives. The Coordinator provides administrative support to the Dean's Office.

Functions and Duties

1. Financial and Budget Management:

• Assists in the budget process. Monitors submission timelines and requirements, including required formats and guidelines.

• Collaborates and consults with Financial Services to prepare the annual portfolio planning and budget submission.

• Tracks the operating, special purpose, new initiatives and capital budgets of the portfolio. Reviews programs, projects and services and provides recommendations to the Deans. Implements the follow-up actions.

• Works with the Deans to identify the projections in each part of the budget. Monitors expenditures within each departmental and unit budget.

• Identifies financial needs and provides recommendations to the Deans so that the portfolio uses its resources appropriately.

• Prepares financial information and analysis for portfolio statistics, reports, proposals and business plans, including confidential reports.

• Identifies and investigates unusual transactions. Ensures that the portfolio follows financial processes and procedures. Finds the causes of variances and recommends corrective actions.

• Generates requests to purchase and payment vouchers for portfolio activities.

• Routes business contracts, license agreements and other items for approval.

1. Portfolio Operations and Planning:

• Assists in the development and update of the annual and long-term portfolio plans.

• Plans, coordinates and implements projects, initiatives and contracts in line with the educational plan and the portfolio plan.

• Coordinates and tracks the workload of instructional employees assigned to the portfolio. Prepares the related contracts and staffing worksheets.

• Assists the Dean and Associate Dean with complex, confidential and sensitive staffing issues that affect the portfolio.

• Coordinates office and space assignments for the portfolio, in consultation with the Campus Administrators.

• Works with other departments, portfolios and institutions to coordinate and deliver specific initiatives.

• Develops and maintains effective communication within the portfolio and with other departments, portfolios, centres and campuses.

• Keeps the portfolio orientation materials, standard operating procedures and policy manuals current.

• Participates on Okanagan College committees and on ad hoc committees, working groups and task forces, as appropriate.

1. Supervision:

• Supervises support staff positions on the Kelowna Campus and assigns duties, sets work priorities and schedules work.

• Orients and trains supervised staff and supports their professional development.

• Completes performance evaluations and manages performance for supervised staff, as required.

• Monitors health and safety for supervised staff.

• Completes recruitment and selection for supervised positions, in consultation with the Dean and Associate Dean.

• Leads, guides and motivates staff to keep high standards of performance and service.

1. Administrative and Dean's Office Support:

• Prepares confidential and sensitive correspondence, letters and reports for the Dean and Associate Dean.

• Manages the schedules, calendars and travel arrangements of the Dean, Associate Dean and Library Operations Manager.

• Acts as the first point of contact for the Dean and Associate Dean. Answers inquiries and resolves issues.

• Organizes and schedules conferences, workshops, meetings and other events. Resolves schedule conflicts.

• Schedules and attends department chair meetings. Records and distributes minutes and related materials.

• Manages the onboarding and exit process for new and departing portfolio employees.

• Assists with recruitment and selection for portfolio positions.

• Tracks and submits employee evaluations for the portfolio.

• Keeps records of vacation, illness, professional development and other absences.

• Coordinates health and safety requirements and training for support staff in the portfolio.

1. Other Responsibilities:

• Performs other duties and assists with special projects as assigned by the Dean or Associate Dean.

Education and Experience

• Bachelor's degree in business administration or a related field.

• Four or more years of related experience, preferably in a post-secondary education environment.

• Experience in budget and financial management.

• Experience in the supervision of staff.

• Experience in a unionized environment is preferred.

• An equivalent combination of education and experience may be considered.

Skills and Abilities

• Proven project management skills.

• Excellent organizational, budgeting and financial management skills.

• Ability to synthesize data and information and to present findings and recommendations.

• Ability to generate and analyze reports.

• Ability to supervise, lead and motivate staff.

• Ability to deal with internal and external contacts with tact and diplomacy.

• Ability to handle confidential information with discretion.

• Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines.

• Strong written and verbal communication skills.

• Strong analytical and problem-solving skills.

• Ability to plan and think strategically.

• Team player who works well in a collegial and collaborative environment.

• Advanced computer skills, with proficiency in Microsoft Office, complex databases and financial systems.

Our Values

• Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.
• Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.
• Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.
• Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.
• Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.
• Distinction: We choose activities in which we can achieve excellence and positively impact society.