Manager, Special Projects and Operations
Ontario Physiotherapy Association
Vancouver, Canada
4d ago

Job Posting Job ID : 36510 Location : Vancouver - Point Grey Campus Employment Group : Management&Professional (AAPS) Job Category : Administration Classification Title : Administration, Level A Business Title : Manager, Special Projects and Operations VP / Faculty : Faculty of Arts Department : Psychology Salary Range : $57,260.

00 (minimum) - $68,738.00 (midpoint) - $82,485.00 (maximum) Full / Part Time : Full-Time Desired Start Date : 2020 / 02 / 10 Job End Date : Possibility of Extension : Yes 2020 / 12 / 31 Funding Type : Budget Funded Closing Date : 2020 / 01 / 25 Available Openings : 1 Return to Previous Page Guiding principle : "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary Manages operational functions related to department facilities, safety and special projects. Provides executive level support to Director, Administration.

Major responsibilities include managing facility resources, coordinating major and minor renovation projects, managing local safety program, developing and implementing departmental policies and procedures, and providing advice to faculty, staff and students on UBC policies and procedures.

  • Researches and prepares reports for department executive in order to inform and make recommendations on strategic activities;
  • develops and implements operational elements of approved projects. Organizational Status Reports to the Department Head and to the Director, Administration.

    Works closely with faculty, researchers and other support staff and students. Interacts and liaises with numerous university departments including the office of the Dean of Arts, UBC Project Services, Building Operations, Human Resources, and with external vendors.

    The position manages special projects, activities and events in a department with over 400 active positions including 56 faculty, 42 Postdoctoral Fellows and lecturers, 119 graduate students and approximately 2250 undergraduates, many of whom hold RA or TA positions.

    Department offices and facilities for over 50 active research labs are located across four campus buildings. Work Performed Facilities management

  • Manages operational functions of teaching, research and administrative space in the Department, including space inventory, planning and assignment of space.
  • Identifies current and future space and facility needs, problems, and concerns; considers possible future requirements and creates plans for multiple scenarios, considering strategic priorities of the Department.
  • Resolves conflicts within the constraints of budget and physical space.

  • Manages complex concurrent timelines and communications related to a major renovation project taking place in the department's primary facility.
  • Advises on and ensures compliance with policies, procedures and standards for facility use and inventory management.
  • Identifies opportunities for space improvement, including efficient allocation of shared spaces. Prioritizes opportunities based on needs and projected costs;
  • makes recommendations for renovations to Director, Administration.

  • Reviews new space requests and proposals on behalf of the Executive Advisory committee.
  • Develops and implements policies and procedures for the acquisition, utilization, maintenance and replacement of furniture, office equipment, research support equipment and supplies.
  • Oversees the department safety program, serving as co-Chair of the Local Safety Team (LST).
  • Develops and coordinates safety related training specific to department facilities. Ensures all new employees complete mandated training provided through UBC Risk Management.
  • Maintains LST website. Regularly reviews CAIRS access and reports.

  • Acts as a resource on all accident, incident, and near miss investigations. Assesses and ensures all incident investigations are completed in a timely manner and in compliance with WorkSafe and UBC / JOHSC protocol.
  • Special Projects

  • Develops and implements special projects in line with the strategic direction provided by the Department Head and Executive Advisory.
  • This may include planning and managing short term working groups, developing new training programs and supporting strategic partnership opportunities.

  • Responsible for developing timelines, monitoring resource allocation, defining deliverables, evaluating progress and outcomes.
  • Organizes and coordinates the activities of other staff when needed for special events including visiting guests, information sessions, workshops and colloquia.
  • Works with special working groups and committees which may include; research and information synthesizing and analysis, planning meetings, development of actions plans, and evaluation of outcomes and preparation of reports.
  • Plans and implements communication strategies for key projects
  • Advises and serves on relevant staff and faculty committees.
  • Provides executive-level support for the Director, Administration, Department of Psychology.

  • Researches, analyzes and generates reports for a variety of academic, research and budget forecasting and monitoring purposes using databases, spreadsheets, the Internet and other media.
  • Communicates on behalf of the Director, Administration as needed. Writes / initiates drafts of confidential communications pertaining to the department, faculty and university matters, external relations and activities.
  • These communications may deal with sensitive matters and must be prepared using tact and diplomacy.

  • Completes other operational duties as required and appropriate to the classification Supervision Received Reports to the Department Head and the Director, Administration.
  • Works independently under broad supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete assignments independently, and judgement to select the appropriate method.

    High work volume requires ongoing prioritization and the ability to deal proactively with potential problems. Supervision Given Supervises CUPE 2950 staff and WorkLearn students, including hiring, training, performance evaluation, discipline and termination in consultation with the Director, Administration.

    Consequence of Error / Judgement Works with conflicting demands and must be able to determine and implement priorities while maintaining a cooperative atmosphere among individuals with competing needs.

    Exercises considerable judgement. Deals with highly sensitive and confidential information. Initiative and flexibility are required in creating and adapting procedures to meet new and unusual situations.

    Failing to ensure that standard operating procedures are followed, and safety inspections move along in a timely way, could result in legal action or grievances.

    Errors in facility management or special projects could result in disruptions to teaching and research programs, which would create a negative impression of the department.

    Failing to interpret directions concerning research projects may result in accurate or misleading information being presented by the Head at meetings or in published material.

    Qualifications Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience.

    Thorough knowledge of UBC practices, procedures and policies. Proficiency in MS Office, Excel, Access, PowerPoint, Adobe, and Wordpress required.

    Ability to effectively manage multiple tasks and priorities, and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion.

    Excellent oral and written communication, interpersonal and organizational skills. Ability to be thorough, accurate, and have a high level of attention to detail.

    Ability to exercise sound judgment. Ability to develop and maintain cooperative and productive working relationships. Ability to work effectively in a team environment and to work independently with minimal supervision.

    Ability to locate required information using a variety of methods (e.g., online sources, reports, library searchers) and to review, analyze and synthesize complex information into summaries and reports.

    Ability to coordinate and oversee work processes as well as to develop and implement improvements. Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve.

    Must be a self-starter, flexible and adaptable, and have the ability to deal effectively with people at all levels. .

    Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

    We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person.

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