Administrative Officer

University of Waterloo•Waterloo, ON

5d•CA$95,538 - CA$119,423•Onsite

About The Position

The Centre for Education in Mathematics & Computing (CEMC) is Canada’s largest and most recognized outreach organization for promoting and creating activities and materials in mathematics and computer science, housed within the Faculty of Mathematics at the University of Waterloo. Our mission is to increase interest, enjoyment, confidence, and ability in mathematics and computer science among learners and educators in Canada and internationally. The CEMC is the first point of contact at Waterloo for a significant percentage of our future undergraduate and graduate students and their parents. This role is the senior administrator of the Centre, accountable for the strategic development and management of administrative operations, including contests, outreach activities, student and teacher workshops, online resources, and graduate/undergraduate programs. The Administrative Officer is also responsible for financial oversight of the unit’s Operating, Trust, and Endowment funds, with an annual budget exceeding $6 million dollars.

Requirements

Bachelor’s Degree required (preferably in a STEM discipline) and post-graduate work in a business-related or STEM-related discipline.
Extensive experience in financial, technical and human resource management and project management.
8-10 years of progressive and related business experience.
Strategic and long-term planning experience.
Senior financial management, budgeting, and planning experience.
Senior human resource management with significant experience in human resource best practice, conflict management, negotiation and issue resolution and team development.
Managing technical and infrastructure resources experience.
Project management experience.
Exceptional oral and written communication skills.
Strong leadership and management skills with record of demonstrating competence in making and executing decisions.
Proven ability to manage and engage people, direct and guide staff on large volumes of work, conflicting priorities, and competing deadlines.
Collaborative team player comfortable leading as well as executing and receiving constructive input from multiple sources.
Excellent problem solving, organization, creative thinking, interpersonal, technical and writing skills.
Ability to communicate effectively, precisely, and professionally with internal and external sources.
Proactive in anticipating needs and the ability to manage tight deadlines.
Exceptional client service skills to support an academic setting and multi-stakeholder environment.
Possesses strong critical thinking skills and a motivated problem-solver with high degree of professionalism.
Ability to think strategically and with a high capacity for success.
Proven ability to lead, guide and mentor a team by establishing trust and confidence.
High standard of commitment, ethics, respect, care in program delivery to stakeholders.
The ability to handle sensitive and confidential information, to work independently and as part of a team.
Capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous deadlines and priorities.
Thorough knowledge of the university and its policies and procedures.
Intermediate experience with database systems and computing technology.
Advanced experience with Microsoft Office.
Advanced personnel and department resource management.
Advanced financial management, planning, budgeting, reporting.
Advanced spoken and written communication skills.

Responsibilities

Establishes the direction and emerging priorities of the CEMC administration with the Director and Associate Director.
Plans for growth of CEMC initiatives and oversees the implementation of new and emerging programs.
Manages the creation, ongoing maintenance, and adherence to a strategic plan for the CEMC, including long-range strategies and operational plans.
Builds a framework that enables employees to create new processes and enhance current processes.
Aligns mission and activities of CEMC with those of the Faculty of Mathematics and the University of Waterloo.
Identifies and evaluates risks to program participants, stakeholders, staff, infrastructure, finances, and reputation, and recommends and implements measures to mitigate risk.
Conducts reviews and audits of CEMC financial procedures and transactions.
Monitors and prepares reports for CEMC operating, endowment, and trust funds.
Identifies training and performance needs and develops and implements training initiatives for administrative staff.
Reviews non-routine contracts and agreements.
Develops business plans for new outreach programs/initiatives.
Provides strategic advice and recommends courses of action regarding risk management.
Leads and provides guidance to program audit processes.
Oversees the recruitment, evaluation, job descriptions, reclassification, promotion, professional development, and retention processes of all direct report staff.
Oversees crisis management and unit compliance with regard to health & safety policies, procedures, and legislative requirements.
Supports the Operations Manager in the development of new guidelines, processes, and training requirements.
Manages human resources related projects such as reviewing administrative structure.
Oversees the scheduling of work responsibilities for CEMC staff.
Coaches and mentors staff managers, including conflict management, mediation, and performance improvement plans.
Administers the salary increase pool process for faculty and staff in the CEMC.
Provides staffing and systems support for the recruitment, evaluation, promotion, and retention of faculty.
Promotes team spirit, cohesiveness, motivation, and commitment to customer-focused service.
Oversees technical and computing management of the CEMC.
Oversees the events and marketing plan and execution for CEMC initiatives.
Supports the Operations Manager with the strategic management of the complex contest process.
Provides guidance in the management and execution of outreach events operations.
Prepares multi-year projections of the CEMC financial position of all funds.
Sources development opportunities and funding potential for the continuous sustainability of the CEMC.
Investigates possible non-corporate sources of funding for CEMC.
Creates proposals and co-authors reports to external funding agencies and individuals.
Provides support, oversight, and one-over-level approvals in the development and preparation of budgets for all CEMC activities.
Accountable for budget planning and for developing strategies to allocate resources funded by endowment and trust to operating budget.
Oversees preparation of financial reports for various stakeholders.
Ensures financial policies and funding terms of reference are understood and followed correctly.
Oversees the travel expense budget related to domestic and international school visits.
Ensures funding stability by expertly managing revenue, providing monthly reconciliation reports, identifying risks to operational revenue stability, and predicting cash flow.
Manages the development and oversees multi-year marketing and brand campaigns.
Provides strategic direction for brand cohesion.
Oversees the efficient and equitable use of facilities and equipment.
Authorizes computing hardware purchases and other equipment needs.
Provides direction to Information Systems group regarding strategic needs and direction.
Serves as a resource for faculty and staff within the CEMC for the interpretation and application of UW policies, guidelines, and practices.