Description
The Department Operations Team in the Faculty of Arts is currently seeking a Full-time Regular Manager.
The Faculty of Arts is home to highly motivated educators, researchers, and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. The Faculty of Arts is central to the Ahead of Tomorrow strategic priorities of our journey toward long-term, foundational commitments to: Equity, Diversity, Inclusion, and Accessibility; Indigenous Engagement; Mental Health; Global Engagement; and Sustainability.
The Manager reports directly to the Vice-Dean, Faculty of Arts, the position works in collaboration with the Department Head / School Director. The Manager is also part of the Faculty of Arts managerial leadership team, comprised of a peer group of managers who work collectively on activities and initiatives related to the business function within the Faculty. This team will help to drive the faculty strategic priorities and is a critical leadership role, focused on leading strategic direction and managing the operational needs of the academic unit(s). This position requires interaction with faculty, staff and students across a diverse and complex environment. The Manager takes a proactive leadership approach to the organization, management, and strategic integration of the unit(s) operations.
Summary of Key Responsibilities (job functions include but are not limited to):
- Leads and implements the units operational strategic planning and direction with respect to staffing, budget, resource allocation, program operations, and space planning /maintenance.
- Develops and maintains the units Business Continuity Plan, and Emergency Response Plan.
- Completes all aspects of the units workplace safety plans and audits, including hazard assessments, incident identification, reporting, and compliance; takes action as necessary.
- Manages unit review processes (i.e. curriculum review, unit review) for respective department(s).
- Manages unit spaces and other resources to ensure effective utilization.
- Provides advice and support to individual faculty members with regard to individualized strategic planning and long-range planning.
- Management, forecasting and oversight of all discretionary and non-discretionary budgets.
- Manages a comprehensive financial plan for the unit, coordinating a variety of budgets including operational, research, graduate, and other funding sources.
- Maintain detailed budget reports, modeling and analyses.
- Management and oversight of grant funding and endowments.
- Assists Head/Director in developing short and long-range unit budget plans.
- Accountability for all operational transactions and reporting for the unit(s).
- Acts as a resource for academics with regard to processes pertaining to research / project funding, regulations, and compliance.
- Responsible for tracking actual spending, variance reporting and analysis.
- Mitigate unit and faculty liability related to overspent research project or non-compliant project budget owner.
- Responsible for updating all established policies in order to ensure strategic and operational guidance.
- Responsible for identifying, developing, and implementing new policies to support governance and operational requirements, and ensuring such policies are aligned with the Faculty of Arts strategic direction.
- Initiate, implement, and support new or modified approaches, practices and processes at the unit level to support the strategic direction of the unit(s), and faculty.
- Understand the high-level business requirements of the unit(s) in order to deploy resources, forecast requirements, and support change.
- Liaison / mediator within the department, as well as between other university business units.
- Manage the transition associated with academic administrative leadership appointee changes (i.e, Department Heads; School Directors).
- Influence others through personal advocacy.
- Develop and adapt unit plans and priorities to address resource and operational challenges.
- Reports-To-Manager for 1 or 2 teams of AUPE administrative and technical staff including recruitment, annual performance reviews, development, performance management, and discipline up to and including termination.
- Oversees hiring of all unclassified appointments (i.e. reader/demonstrators).
- Plans, develops and implements administrative policies and procedures which promote staff competency, effectiveness and development.
- Onboards new academic leadership (i. e., Department Heads / School Directors).
- Manages the recruitment, hiring, and onboarding processes for Faculty, Sessional Instructors, Postdocs and other academic and non-academic staff, including participating on selection committees for Department Heads, and Managers, Department Operations.
- Responsible for the organizational structure of the units operational teams including role design, job profiles, and job reviews, to ensure effective and efficient management of the units operational workload.
- In consultation and collaboration with HR Advisors (Academic), oversee the various academic career process cycles at the unit level (promotion & tenure; merit; research and scholarship leaves).
- In consultation and collaboration with HR Advisors (Academic), actively supports all academic recruitment initiatives within the unit(s).
- Cultivate a collaborative and productive work environment to ensure the operational effectiveness and efficiency of the team(s).
- Oversees the team responsible for all unit timetabling, graduate and undergraduate student operations, course administration and other related processes.
- Oversees all special projects and initiatives within the unit(s).
- Represents the units interests on various internal and external committees.
- Develops and maintains positive and productive working relationships with counterparts in other units, both within the Faculty of Arts and at the university-level.
- Oversees all unit-related event planning.
- Initiates and guides community engagement activities in the unit(s) to achieve positive community-building and relationships of importance to the unit(s) and the university as a whole.
Qualifications / Requirements:
REQUIRED:
- Undergraduate degree.
- Minimum 7 years proven experience in a managerial role.
- Proven experience with budget oversight, preparation, and adherence.
- Strong organizational, analytical, and problem-solving skills.
- Demonstrated leadership skills.
- Proven strategic planning skillset.
- Proven experience in hiring, managing, and leading a team of direct reports.
- Demonstrated conflict management skills.
- Strong written and verbal communication skills.
- Proven capability to manage multiple competing priorities.
- Attention to detail.
- Excellent analytical and problem-solving skills to deal effectively with complex decisions, issues and initiatives.
- Excellent interpersonal and change management skills.
- Advanced computer skills in the Microsoft Office suite of programs (MS Word, Excel, SharePoint), with an emphasis on intermediate skills in Excel and database/reporting tools.
CONSIDERED AN ASSET:
- Graduate degree.
- Knowledge of University of Calgary core business systems (e.g.PeopleSoft, eFIN, Enterprise Reporting).
- Familiarity with academic career processes, as well as familiarity with undergraduate and graduate programs.
- Familiarity with managing a team of direct reports within a unionized environment.
Application Deadline: May 6, 2025
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.
This position is classified in the Management Career Band, Level 2 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 Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
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.
