Manager, Operations and Administration

University of Toronto•Mississauga, ON

1d•CA$83,560 - CA$139,264•Onsite

About The Position

The Manager, Operations and Administration provides operational and administrative leadership for the Office of the Vice-Principal Academic and Dean (OVPAD). This role ensures the effective, efficient, and professional delivery of administrative, financial, communications, governance, and events and awards management functions. The Manager oversees day-to-day office operations supporting five portfolios and ten administrative units, contributing to the Office’s mandate of supporting the division’s 19 academic departments and institutes. The role operates in a complex, high-volume environment, exercising a high degree of independence, judgment, discretion, responsiveness, and political acuity in managing confidential and sensitive matters related to human resources, labour relations, financial administration, governance, and executive operations. The Manager provides leadership to administrative staff, develops and continuously improves business processes, systems, and operational practices to enhance service delivery, strengthen accountability, and advance institutional priorities. The role oversees key operational functions including onboarding and offboarding, facilities and space management, records management, health and safety coordination, administrative systems, and office operations. The Manager also provides leadership in the financial management and administration of the Office, overseeing multiple operating budgets and supporting strategic financial planning, forecasting, analysis, reporting, and resource allocation. The role monitors financial performance, advises on financial implications, emerging risks, and operational impacts, ensures compliance with University financial policies and procedures, and oversees financial transactions, procurement, and controls. As a central point of coordination, the Manager leads and supports initiatives, projects, governance activities, committees, awards programs, and events. The role develops operational processes, conducts research and analysis, prepares briefing materials, reports, correspondence, and governance documentation, and ensures the timely execution of strategic and operational priorities. The Manager oversees executive communications and information management, including records management, coordinating sensitive internal and external communications, and providing leadership for digital communications platforms like SharePoint and public-facing websites. The role works collaboratively with senior academic leaders, central administrative divisions, and stakeholders across the University to build partnerships, provide operational and financial advice, identify emerging issues and risks, and support informed decision-making. The Manager operates with a high degree of autonomy, contributing to the operational effectiveness and strategic objectives of OVPAD.

Requirements

University degree or an equivalent combination of education and experience.
Minimum six (6) years’ experience in administration and/or event/project coordination support preferably in a University setting.
Experience coordinating complex and multi-stakeholder event/projects including planning, production and management of large and small high profile events for diverse and distinguished guests.
Experience with the University would be an asset.
Knowledge of university policies and procedures.
Understanding of the University’s organizational structure, including its governance.
Experience conducting research, producing detailed and comprehensive reports from a large volume of information and presenting on the research.
Experience with higher education sector and public sector administration is an asset.
Experience using AMS is highly desirable including experience reconciling month end reports.
Experience overseeing digital and public-facing communications, including the strategic management of websites and related content is highly desirable.
Experience administrating awards through ServiceNow is an asset.
Experience managing unionized staff is an asset.
Advanced computer skills in Microsoft Office (must be able to set up templates in Word and Excel, and prepare sophisticated PowerPoint presentations).
Familiarity with Acrobat and other Adobe software.
Capable of setting up and organizing shared drives.
Familiarity with scheduling software.
Demonstrated excellent writing, editing, and communication skills.
Superior organizational skills in planning, events/project management and task coordination with a demonstrated high level of attention to detail.
Strong analytical, and problem solving skills.
Excellent presentation, intercultural, and interpersonal skills.
Ability to maintain strict confidentiality.
Demonstrated ability to track, manage and compile information and data.
Proficiency in AMS.
Proficiency in Drupal.
Ability to work under pressure, high degree of acuity and judgment.
Ability to deal with senior University officers in a manner which facilitates cooperation and consensus building.
Ability to work independently with a high degree of initiative, discretion, and tact.
Flexibility and problem-solving orientation.
Strong leadership capabilities.
Evidence of commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

Nice To Haves

Experience with the University.
Experience with higher education sector and public sector administration.
Experience using AMS.
Experience overseeing digital and public-facing communications, including the strategic management of websites and related content.
Experience administrating awards through ServiceNow.
Experience managing unionized staff.

Responsibilities

Provides operational and administrative leadership for the Office of the Vice-Principal Academic and Dean (OVPAD).
Ensures the effective, efficient, and professional delivery of administrative, financial, communications, governance, and events and awards management functions.
Oversees day-to-day office operations supporting five portfolios and ten administrative units.
Manages confidential and sensitive matters related to human resources, labour relations, financial administration, governance, and executive operations.
Provides leadership to administrative staff.
Develops and continuously improves business processes, systems, and operational practices.
Oversees key operational functions, including onboarding and offboarding, facilities and space management, records management, health and safety coordination, administrative systems, and office operations.
Provides leadership in the financial management and administration of the Office, overseeing multiple operating budgets.
Supports strategic financial planning, forecasting, analysis, reporting, and resource allocation.
Monitors financial performance and advises on financial implications, emerging risks, and operational impacts.
Ensures compliance with University financial policies and procedures.
Oversees financial transactions, procurement, and controls.
Leads and supports a broad portfolio of initiatives, projects, governance activities, committees, awards programs, and high-profile events.
Develops operational processes, conducts research and analysis, prepares briefing materials, reports, correspondence, and governance documentation.
Oversees executive communications and information management, including records management and digital communications platforms.
Builds strong partnerships with senior academic leaders, central administrative divisions, and stakeholders.
Provides operational and financial advice to stakeholders.
Identifies emerging issues and risks.
Supports informed decision-making through analysis, reporting, and strategic recommendations.