University of Waterloo

  • Associate Director, Operations

    Requisition ID
    2018-3336
    Job Category
    Other
    Department
    5480 - Waterloo International
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $83,875 - $104,844
  • Overview

    Term: 18 months

     

    The Associate Director, Operations - Waterloo International is currently the senior managerial lead for the Waterloo International office. In collaboration with the Faculties and Academic Support Units, Waterloo International advances the University of Waterloo’s multiple international goals (in particular, those noted in the Strategic Plan). Accountable to the Associate Vice-President, International (AVPI), the Director is responsible for overseeing effective delivery of Waterloo International’s services to the University of Waterloo campus.

     

     

    Responsibilities

    Leads, Manages and Coaches the Waterloo International team

    • Directs, coordinates and advises to ensure that the day-to-day operations of Waterloo International are supported effectively and efficiently
    • Provides hands-on leadership to ensure compliance with both internal policies and external legal requirements, where applicable
    • Prioritizes projects and activities, and appropriately delegates responsibility and allocates work among Waterloo International team members
    • Monitors and aligns the administrative structure of Waterloo International to ensure that human resources are efficiently and effectively managed
    • Manages the administration of all HR processes such as recruitment, performance evaluations, coaching, training and compensation for Waterloo International
    • Develops all new staff position descriptions and reclassification requests for Waterloo International
    • Investigates, recommends and manages initiatives to ensure continued operational excellence
    • Responsible for records and information management within Waterloo International in accordance with University records management and retention policies, guidelines and legislated requirements to ensure compliance with federal (FIPPA), provincial (PIPEDA) and accessibility legislation
    • Fosters and maintains strong internal relationships with key university community members and strong external relationships with key university contacts
    • Ensures by monitoring current practices, keeping aware of new trends, and recommending changes as appropriate that all areas under her/his direction operate from a perspective of continuous improvement
    • Leads the acquisition of feedback regarding the effectiveness of services provided by the areas under her/his direction

    Business Processes and Procedures

    • Identifies the key business processes and procedures in the suite of responsibilities that, collectively, form Waterloo International’s mandate
    • Develops, maintains, and continuously improves processes, systems and technology, measurement practices, and metrics for reporting by Waterloo International to the broader University community.
    • Analyzes and measures processes to ensure delivery against targets.
    • Determines and secures the resources required for successful execution of those processes.
    • The above applies to the following critical areas: communications, agreements, outbound and inbound delegations (and intercultural relations), relationship management, international travel safety and security, information management, and risk management.
    • Collaboratively develops and implements office policies

    Financial Management

    • Oversees development of Waterloo International’s annual operation budget.
    • Has signing authority for all operating funds and special purpose accounts within Waterloo International.
    • Reviews all expense claims for all Waterloo International team members and approves all expenditures for Waterloo International including
    • expense claims made by the Associate VicePresident, International ensuring compliance with policies and procedures.
    • Reviews Waterloo International’s financial position with the Associate Vice-President, International on a regular basis.
    • Oversees all financial reporting of Waterloo International

    Representative of Waterloo International

    • Ensures the Associate Vice-President, International is prepared for meetings, events and other engagements by means of briefing notes, briefing binders, speaking notes, policy documents, and consultation on strategic approaches to issues
    • Ensures managerial portfolios provide the Associate Vice-President, International with operational information to facilitate strategic planning decisions
    • Attends meetings with or on behalf of the Associate Vice-President, International to ensure that appropriate follow up occurs and that the Associate Vice-President, International is briefed on all issues and outcomes
    • Acts as the designated senior representative for Waterloo International when the Associate VicePresident, Waterloo International is absent

    Qualifications

    • Bachelor’s degree or equivalent combination of education and extensive experience required
    • 7 years+ of demonstrated progressive senior leadership experience in a post-secondary service delivery environment; experience working with international focused teams and international relationship management is an asset
    • Excellent communication and interpersonal skills, with a deep commitment to customer service, proven financial acumen and negotiation skills, innovative approach to problem solving and a track record for leading high performance delivery teams defined by a culture of excellence and
      responsiveness
    • Essential: flexibility, diplomacy, sound judgment, and relations-management skills coupled with the ability to influence and motivate others and to manage crisis situations effectively
      Evidence of highly developed budget, project and human resources management abilities, including hiring, directing, evaluating and developing employees
    • Proficient in the development and implementation of business processes and procedures in a collaborative, decentralized, multi-resource environment
    • Proven ability to effectively manage multiple priorities and exercise independent, prudent
      judgement
    • Intermediate Microsoft Office skills
    • Experience working with the University of Waterloo financial systems is an asset.

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