Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level B
Job Title
Operations & Program Manager
Department
Institute for Computing, Information and Cognitive Systems | Faculty of Applied Science
Compensation Range
$6,747.50 - $9,701.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
August 14, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Operations & Program Manager is the senior advisor to the Director of the Institute for Computing, Information and Cognitive Systems (ICICS) and provides leadership to ensure integration, communication, and execution of ICICS’s strategic priorities and aligning them with the Faculty of Applied Science and Faculty of Science strategic plans. This role is responsible for the administrative, financial, operational and managerial leaderships of ICICS, supporting the Director to ensure smooth functioning of the Institute.
This role also manages the new technology incubator, including the coordination and engagement of 15-35 individual companies. This includes developing and managing new and existing initiatives including creating operational policies, event and logistics management, and regular data analysis including the management of data reporting for current and alumni ventures, reporting statistics to multiple stakeholders, and analyzing and identifying process improvements, with a focus on improving productivity and workflow.
Organizational Status
ICICS is an interdisciplinary research institute with 160 members from 18 different departments and 7 UBC faculties. ICICS provides laboratory space and limited research support, communications, project management, operations and grant support to its members. The Operations & Program Manager reports to the Director and liaises with various UBC departments and units [APSC and Science Deans’ offices, HR, Finance, Payroll, Faculty Relations, HSE, Plant Operations, ORS, UILO, etc.], and with relevant off-campus organizations (e.g., CFI, NSERC, etc.).
Work Performed
Finance and Budget Management
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Manages ICICS budget including GPOF ($800k), research grants (over $1M annually), endowments; reviewing, monitoring and reconciling discrepancies in all Institute. MAGIC (now called DFP) and incubator ledgers and closing year-end books. Working with the administrators of CS, EECE, and MECH on matters related to departmental budget allocations from ICICS and research support programs
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Responsible for all financial analyses and budget planning, advising and collaborating with the Director on developing financial priorities, short- and long-term fiscal planning, and making decisions on future acquisitions such as major equipment and capital purchases
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Develops tactical plans for budget control and projections. Performs budgetary analysis and provides financial reports and annual/monthly forecasts to the Director
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Manages and approves account expenditures for all ICICS, DFP, Rogers, CAIDA, and HATCH including research grants.
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Manages research and infrastructure grants on behalf of the Institute and DFP
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Liaises with the Provost’s Office, APSC Dean’s Office and other UBC units on matters related to GPOF budget and other funding
Operations and Human Resources
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Manages a team of ICICS staff members including CUPE and Management level roles; responsible for setting objectives and priorities, planning and implementing internal processes for annual reviews and staff performance evaluation, absence management, training and development and all other HR matters.
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Responsible for administrative management for staff members working directly for PIs across the University; duties may include providing PIs support and reminders regarding performance review, approving pre-approved time off in Workday, and engaging in dialogue with PIs regarding extensions, salary progression, and other employee life cycle processes
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Works closely with APSC HR on all matters related to collective agreement/employee handbook interpretation, performance management, conflict resolution, investigations, and/or terminations and any other issues as required.
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Responsible for ensuring accurate and timely employment life-cycle administration for all GPOF and grant funded staff including appointment, reappointment, end of term/voluntary termination, promotion, overtime and salary progression
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Manages the administration for Visitors, Postdoctoral Fellows and Research Associates, generating official letters, preparing appointments and working with associated Faculties to ensure compliance with Faculty Relations practices
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Responsible for student recruitment and engagement initiatives through various programs and internal/external outreach to source opportunities to engage students and alumni
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Provides administrative support and direction for 5-8 start up clusters- hiring, planning special events and workshops and managing their staff.
Strategic Projects and Program Design
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Serves as ICICS representative for HATCH (50% partnership with e@UBC). In collaboration with the Director, provides management and direction related to HATCH; manages ventures/teams using HATCH space in ICICS and makerspace, resolves challenges with resource usage, supports events, tours, and fundraising including storytelling about ICICS/HATCH. Manages the ICICS portion of the HATCH budget, the concept fund, grant and fellowship opportunities.
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Collaborates with key stakeholders to design and implement ICICS-wide processes to streamline and improve program model
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Develops and implements programs and events in ICICS, working closely with departments and research groups to ensure events are successful; identifying opportunities for improvement
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Responsible for program/project delivery; developing initiatives, identifying resources and/or opportunities, creating standard operating procedures, and managing projects to ensure they are delivered on time and within budget; updating key stakeholders along the way
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Manages the data analytic needs of ICICS including, redesigning, developing and planning the data analytics needs/requirements. Accountable for the collection and reporting of key organizational and venture performance metrics, ensuring compliance with funding bodies
Facilities and Space Management
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Manages and processes the ICICS office and laboratory lease agreements and all lease agreements for DFP and the Incubator
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Responsible for decision making, budget forecasting, and planning and coordinating with other departments regarding space planning and office, laboratory and incubator assignments, repairs/renovations, security and furniture/equipment procurement. Consulting with the Director and liaising with Building Operations as required.
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Manages the assignment of roles in the Access Control Management System and services on the Safety Committee, assisting in developing and implementing policies and procedures to meeting WCB and HSE safety requirements; working close with the Safety Program Administrator
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Manages the procedures surrounding Worker Safety Orientations and coordinates with the relevant academic units to ensure faculty, students and researches receive adequate safety training
Performs other duties as required
Consequence of Error/Judgement
This role is expected to work independently with a high level of accuracy in work and advice given. Errors in interpretation or judgment may affect overall operation of the Institute, or bring internal policy into conflict with collective agreements, WCB, HSE and so forth. Decisions taken may also affect external relationships [other UBC units and non-UBC organizations].
Supervision Received
The Operations & Program Manager reports directly to the Director of ICICS. This role has accountability to APSC Director Finance and/or Associate Director Finance and APSC Director HR and/or HR Manager to ensure ICICS finance and HR process and best practice align with the Faculty and University.
Supervision Given
Directly manages M&P and CUPE level staff. Responsible for the administrative management (Workday approvals/processing) of grant funded staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
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Previous experience in accounting, financial management and/or human resources
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Experience in financial reporting, budget planning and forecasting required
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Experience with and knowledge of University financial policies and procedures is an asset
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Intermediate level experience with MS Office
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Demonstrated experience in training and workplace health and safety
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Proven ability to coach, counsel, mentor, lead and identify staff strengths with the capacity to team build
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Ability to effectively recruit, train, supervise and motivate employees
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Demonstrated professionalism demeanour and diplomacy with excellent oral and written communication
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Ability to demonstrate tact and discretion dealing with sensitive information
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Extensive knowledge of process optimization and policy development and implementation processes in universities, and the ability to effectively manage projects
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Proven ability to work under pressure to meeting competing deadlines
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Ability to develop and implement strategic business plans
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Ability to develop and implement policies and procedures
