Want to know if this job is worth applying to?
Vancouver, British Columbia, Canada
Onsite
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.
Job End Date
OngoingNote: Applications will be accepted until 11:59 PM on the Posting End Date.
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 Description Summary
The Director of Strategic Planning & Operations is responsible for providing comprehensive strategic oversight and management in all areas of administration and school operations including human resources, financial planning, resources allocation, space management, capital projects, health and safety, strategic plan implementation, project management, policy development and implementation, IT and communications for the School of Biomedical Engineering. This senior leader role provides direction in establishing innovative practices and programs in support of strategic priorities and operational requirements to meet the School s mandate of teaching, research and service. This position provides authoritative administrative advice to the School Director on finance, human resources, resources allocation, school operations and implementation of strategic priorities.
The incumbent requires a high degree of independent, executive decision-making, an ability to assess and implement work required to achieve objectives, strong organizational skills, diplomacy and the ability to provide leadership in creating positive and supportive work environments. The incumbent provides indirect and direct supervision and oversight to staff in all units in the School. The incumbent provides authoritative advice to faculty and develops infrastructure systems of support in all areas of administration, policy and procedure interpretation, human resources, financial planning, proposal development, IT support, and other resources to support faculty in their work.
The incumbent is required to develop, foster and maintain excellent relationships, both internal and external to the School, with an awareness of external and internal political and economic environments. This position acts as the senior administrative representative for the School, contributing to the School, the Faculties of Applied Science and Medicine, UBC units and partner organizations through participation in various committees, working groups, meetings and projects.
Organizational Status
The School of Biomedical Engineering (SBME) at the University of British Columbia (UBC) was established as a strategic partnership between the Faculties of Applied Science and Medicine in 2017, with more than 20 core and joint faculty currently. The School is a nucleus for education and training, research, and innovation in biomedical engineering, creating new knowledge, new academic and training programs, and fostering translation and innovation, aspiring to be a global leader in the field. Over the next few years, the School will be recruiting 15+ new faculty. At steady state, SBME will be responsible for as many as 400+ undergraduate students, 150+ graduate students, 45+ faculty and 15+ staff. In addition, the Biomedical Research Centre (BRC), an interdisciplinary research centre with over two decades of history focused on regenerative medicine that also acts as a technology hub on the UBC campus, has been transferred into the School, which has over 30 faculty, staff and students.
The Director of Strategic Planning and Operations is the school s senior administrative liaison for the Faculties of Applied Science and Medicine and central UBC units, responding to queries and directives, contributing to administrative policies and processes, participating in committees, and disseminating communications and changes in institution and specific policies of the Faculties to School members as appropriate. This position develops relationships with those internal to UBC and the Faculties of Applied Science and Medicine as well as those external including partner institutions, health authorities, collaborative research partners and others as required to facilitate appropriate administrative support and ensure consistent application of policies and practices in School operations and relationships.
Work Performed
Strategic Initiatives and Direction
Participates as a member of the School’s Leadership Team in the development of strategic priorities, goals and objectives for the School; establishes and participates in other School committees, working groups, task forces as required in support of strategic priorities and administrative and operational efficiencies ensuring stakeholder representation;
Works under the direction of and in partnership with the School Director, meeting weekly to develop strategies to improve School operations, advance strategic priorities, and implement new initiatives;
Develops and provides leadership, direction and guidance for strategic administrative and financial efficiencies for the School and its members; aligns overall management and administrative functions of the School within its mission, vision and strategic priorities and those of the Faculties of Applied Science and Medicine and UBC;
Directs the development and implementation of specific initiatives in support of School strategic and operational priorities and opportunities; provides administrative leadership, project oversight and reporting as needed;
Responsible for maintaining and reviewing faculty demographic data and salary information as a part of 5 and 10 year financial planning for faculty retention and recruitment for the School considering salary award end dates, secondments, study leaves, etc.;
Works with the School Director, Director Graduate Program and Director Undergraduate Program to further advance and improve core education programs and to establish priorities for the development and implementation of new education programs;
Develops and implements School policies and procedures to achieve administrative and financial efficiencies while ensuring compliance with UBC and Faculties of Applied Science and Medicine policies, procedures and employment agreements; advises School members on policies, procedures and employment agreements;
Initiates and provides direction for business and workflow process reviews in the School; develops and implements changes to improve administrative efficiency and internal controls in support of new initiatives and priorities within the School, Faculties of Applied Science and Medicine and UBC; and
Authorizes staff appointments; hires, develops, supervises, coaches, evaluates, disciplines and terminates staff; overall responsibility for directly or indirectly managing 15+ staff appointees.
Human Resources and Leadership
Directs the strategic planning and management of human resource activities in the School ensuring equity and compliance with employment agreements;
Provides leadership and oversees School human resources services, employee relations, staff development, equity and terms of employment;
Ensures engagement opportunities for staff through staff meetings, participating in projects and committees, inclusion in School wide activities, individual and group consultation, etc.;
Develops, implements and oversees organizational changes to meet objectives of new initiatives and evolving needs with the School.;
Provides leadership with regards to challenging issues such as performance management, grievance meetings, bullying and harassment complaints and other matters that require diplomatic resolution and/or investigation; supports School Director in investigations as required;
Provides advice and support to School Director on faculty recruitment, retention, appointment, re-appointment, promotion, tenure and compensation terms consulting with appropriate UBC units as required; oversees and provides direction to staff in carrying out related processes ensuring compliance with policies and procedures; and
Responsible for School procedures related to faculty annual reviews and salary increases; maintains records of merit rankings, salary increases, funding resource complexities to administrate (external support, salary award end dates, leaves, etc.) and to support decision-making; ensures compliance with Faculty Association agreement and Faculties of Applied Science and Medicine policies and procedures and the timely consideration and review of faculty eligible for merit or other salary increases and monitors their implementation; works in partnership with School Director and provides advice on recommendations for faculty salary increases (PSA) based upon data analysis.
Finance and Resources
Oversees all financial activity in the School and the development of financial models to manage School budgets, funding allocations, revenue and expense projection and analysis in support of School business operations, strategic priorities and long term (5-10 year) planning; oversees the development of systems and processes to resolve problems and improve management of financial resources;
Forecasts trends and salary commitments. Develops funding strategies for salary bridges and start-up grants (e.g. through external salary awards);
Troubleshoots to resolve issues and follows up on problems with appropriate offices, e.g. Research Services, Finance, and other related units on campus;.
Recommends, develops, implements policies, standards, procedures and budgetary controls with respect to financial and budget issues;.
Provides financial guidance, recommendations and training to department faculty and staff in the area of financial management;.
Manages financial aspects of special events such as holiday activities, retreats, and symposiums;
Oversees and guides the work of the Finance Assistant;.
Ensures timely review of funding supporting faculty positions and directs changes in earnings distribution as required to maximize external funding, while ensuring agreements on funding support are observed;
Reviews School budgets and financial analyses/summaries, evaluates priorities and makes recommendations to the School Director for budget reductions and management of available resources; provides advice and recommendations to other worktag holders in managing budgets;
Signing authority on all School worktags;
Makes recommendations on significant investment of school resources; approves expenditures for standard business equipment, equipment replacement, leases, computers and systems, renovations and repairs, etc. upon appropriate cost/benefit analysis and risk assessment; and
Liaises with Faculty of Medicine Finance staff and other UBC finance personnel.
Communications and IT
Directs and oversees the development, implementation and maintenance of School communication systems, tools and projects (website, email distribution lists, communication bulletins/newsletters, reports, etc.);
Oversees School internal and external communications ensuring recognition of school members and achievements;
Ensures emerging communication vehicles are evaluated from a technical and user perspective and cost/benefit perspective prior to implementing; and
Working with Applied Science, Medicine and UBC IT, approves recommendations for information systems to support school operations, including new technology implementation, software and hardware upgrades, custom applications, etc.
Facilities and Health & Safety
Oversees and reviews space inventory; provides recommendations to the School Director on the utilization, assignment and management of space to meet current and future needs of the school and its members;
Authorizes maintenance and repair costs; ensures appropriate engagement with UBC, Health Authority and other external units and vendors for work sites;
Oversees School Health & Safety activities and participation; and
Oversees authorization of key requires to the Biomedical Research Centre and access to secure areas with key cards.
Other
Interprets University, Faculties of Applied Science and Medicine and partner institution policies and procedures; develops and implements School policies and procedures in alignment with these and to meet goals and objectives in consideration of relevant internal and external requirements;
Liaises with internal and external units and organizations on behalf of the School; participates in various committees and working groups, contributing towards goals and objectives;
Exercises considerable judgment and decision making in school operations, resources allocation and human resource management;
Participates in School, Faculties, University and other committees and meetings;
Acts on behalf of the School Director as delegated/requested;
Oversees event organization and management and related costs; and
Performs other related duties as required.
Consequence of Error/Judgement
Considerable judgement is required for all areas of school operations and resource management including the delegation of responsibilities and decision-making. Errors in judgment could lead to inappropriate decisions impacting school finances and other resources, the efficiency and effectiveness of School operations and the reputation of the School, Faculties and University.
A high degree of accuracy and initiative is required and relied upon by the School Director and others in decision-making and effective implementation of strategic priorities, operational management, problem resolution and in addressing unique situations and opportunities.
Errors in judgement in handling personnel issues could lead to legal/financial issues, disruption to School activities, grievances and impact the reputation of the School, Faculties and University.
Supervision Received
The Director of Strategic Planning and Operations works independently, reporting to the School Director. Work is reviewed in terms of achievement of long-term goals. This position provides advice and works in partnership with the School Director in achieving strategic priorities for the School.
Supervision Given
Direct and indirect supervision of administrative and education office staff groups through multiple levels of subordinates with responsibilities in administration, research, human resources, finance, education, IT, space, health and safety, communications and faculty support.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of seven 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
Ideally a Post Graduate degree in business administration and molecular biology, microbiology, biochemical engineering or an acceptable combination of education and experience. Masters is a strong asset. Experience working at a management level within an academic setting with related experience in strategy development and implementation of academic and research programs. Experience in a senior administrative role managing complex relationships, preferably in a University environment or other large organization is also desirable. Knowledge and experience in organizational governance. Demonstrated experience in financial, human resources and communications management. Proven ability to successfully recruit, mentor, manage, discipline and terminate staff. Proven ability to work with or direct and lead a team. Proven ability assessing opportunities in a variety of science and technical disciplines. Excellent research, analytical, negotiation, partnership development, project management, organizational and interpersonal skills. Ability to deal tactfully with a diversity of people in a calm, courteous, and effective manner. Excellent oral and written communication skills. Creative problem solving and decision-making; mentorship abilities. Computer competency with knowledge of spreadsheet, database, and word processing applications. Ability to work at the highest strategic levels, to gain and maintain the respect of senior administration and also to take strategy and move it through to tactics and action. Ability to deal with senior University Officers and external stakeholders in a manner which facilitates cooperation and consensus building. Ability to be comfortable, credible and persuasive within academic, government or business environments; ability to initiate, build and nurture academic and research partnerships. Demonstrated effective leadership, motivational and planning abilities. Excellent political acuity, tact, judgment and discretion. Ability to interpret and evaluate policy and procedural requirements. Must be highly self-motivated and sustain a high degree of initiative. Proven ability to analyze, prioritize and work effectively under pressure to meet deadlines. Proven judgment and decision-making skills, particularly in areas where there are no established policies or guidelines. Ability to take initiative, manage effectively and meet goals in a complex environment. Ability to foresee, prevent and resolve conflicts and other problems. Must be a talented and fluent writer, able to concisely summarize information and provide a rationale for action.
