Manager, Strategic Initiatives and Operations

Wilfrid Laurier University•Waterloo, ON

1d•CA$85,357 - CA$106,696•Hybrid

About The Position

Reporting to the Vice President: Finance & Administration, the Manager, Strategic Initiatives and Operations serves as the strategic and operational lead for the Office of the Vice-President, Finance & Administration, providing high-level project management, executive support, policy advice, and office leadership. The incumbent manages complex, cross-functional initiatives on behalf of the Vice-President, conducts research and analysis to support strategic decision-making, coordinates communications with internal and external stakeholders, and ensures the effective operation of the executive office. The incumbent will have responsibility over the planning, coordination, and project evaluation in conjunction with AVP’s in the VPOF portfolio. In addition, the Manager, Strategic Initiatives and Operations will oversee the operation of the Office of the VP, Finance & Administration including decision support, communications, and financial and strategic planning. The role also oversees administrative staff, office budgets, events, and operational processes while acting as a trusted advisor to the Vice-President on institutional priorities, policy matters, and emerging issues. The incumbent contributes to the strategic planning process and facilitates the work of the Finance and Administration team of the University by identifying emerging issues and opportunities and making recommendations that enhance systems/processes/programs that support the efforts of the team. The incumbent assists the VP with integrative planning, including the integration of budget allocations with strategic priorities. Working independently, the Manager, Strategic Initiatives and Operations must function with a high degree of integrity, authenticity, neutrality and flexibility to provide guidance to cross-functional and pan-university project teams. Project success will be directly related to the incumbent’s ability to create a work environment that stimulates teamwork and high levels of personal motivation among diverse members representing all stakeholder groups. The incumbent evaluates project outcomes against progress toward institutional goals and ensures integration with future planning. The role recognizes that change in a university environment demands high levels of tact, diplomacy, sophisticated listening and creativity. Working closely with the VP, Finance & Administration, the Manager, Strategic Initiatives and Operations will ensure the smooth functioning of the Office and its activities. They will oversee the prioritization of material, written information and communications flowing in and out of the office to determine the proper course of action to enable departmental staff to respond in a timely and appropriate manner. The Manager, Strategic Initiatives and Operations will lead the work of the administrative and financial staff within the office. The incumbent will assign work and establish work priorities and deadlines. The successful candidate will bring a combination of strategic understanding, analytical capability and project management skills in managing the day-to-day execution of these noted deliverables. This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Brantford Campus and Milton Campus and external partners. The Manager will ensure the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders.

Requirements

Masters degree or a combination of undergraduate degree and significant related experience
5-8 years of experience providing project, senior administrative, and/or management support to a senior role, preferably in a post-secondary environment
Demonstrated ability to lead, support, manage, and motivate diverse teams
Excellent interpersonal skills with the ability to establish and maintain trust and credibility
Excellent communication skills (oral, written, and non-verbal) as well as relationship-building skills
Demonstrated ability to be a creative problem solver and to plan, prioritize, and deliver tasks on time in a fast-paced environment
Strong research, analytical, and technological skills
Strong project management skills and demonstrated completion of projects with multi-stakeholder involvement in a complex environment
Acceptance of additional responsibilities and capacity to work under pressure and in a changeable environment
Ability to consistently exercise independent judgment

Nice To Haves

Knowledge of integrated strategic planning and budgeting in higher education is an asset
Demonstrated strengths in managing an office and/or team environment in such a way as to ensure efficient and coordinated administration an asset
In-depth knowledge of the University’s governance processes an asset

Responsibilities

Works with the Vice President, Finance & Administration to plan, direct, coordinate, monitor and complete activities of assigned projects.
Leading and/or assisting projects that arise through prioritization of activities in the VP, Finance & Administration portfolio, including direct responsibility for the effective leadership of project management, research, coordination, communications, and expediting of project related activities.
Developing effective project elements and procedures based on the goals set out by the VP.
Developing relationships with key partners (e.g. senior administration, faculty, staff, students, academic partners and alumni).
Leading and/or supporting cross-functional and pan-university project teams that are the responsibility of the VP, Finance & Administration portfolio.
Engendering trust, teamwork, and high levels of personal motivation among project members.
Conducting required research in support of project objectives.
Undertaking overall responsibility for scheduling, resource planning, risk assessment & risk management, meeting facilitation, financial status reporting, presentations, etc.
Maintaining quality control over all aspects of assigned projects.
Taking the necessary initiatives to drive the project agenda forward.
Coordinating effective communication with project partners, both within the university and the external community, as appropriate.
Assisting with new project development through research and proposal preparation as requested by the VP.
Serve as policy advisor to the VP on issues related to the intersection of public policy with wider university interests and needs.
Oversees the management of the Vice-President’s schedule and activities through administrative staff to ensure their calendar is up-to-date, accurate and manageable and that is aligned to their strategic priorities. Independently adjusts the VP’s schedule when priorities change unexpectedly.
Ensures the Vice-President is briefed for all meetings. This includes providing all necessary research and required documentation. Prepares and organizes support materials for the VP by personally researching, analyzing, composing and/or synthesizing and formatting documents ensuring materials are submitted by others as required.
Oversees the scheduling and agenda coordination of various committees: arranging meetings, agendas, recording minutes, drafting required correspondence.
Effectively manages incoming and outgoing correspondence: Analyzes, evaluates and refers only as necessary to VP for action. Provides written and verbal responses to enquiries on behalf of the VP. Redirects items for action to appropriate individuals and follows up as appropriate.
Drafts correspondence for the VP signature.
Advises the VP on a regular basis, i.e., advises on priority conflicts and provides options, making recommendations, and suggesting impact of various courses of action.
Handles a large number of inquiries, special requests and concerns about University Finance and Administration. Must determine the urgency of the matter as well as what should be handled personally by the incumbent, the VP, or directed elsewhere.
Acts as liaison with internal and external groups on behalf of VP, requiring extensive knowledge of the subject matter and wise, tactful interactions within and outside the organization.
Oversees the development and execution of social media and digital media content strategies for VPFA web properties and social media channel(s), ensuring content and messaging consistency with broader university communications activities.
Oversees the staff in the Finance and Administration Office, including hiring, evaluation, and mentorship and assigns priorities to ensure the effective, efficient and professional operation of the Office.
Ensures a professional, knowledgeable and welcoming environment in the Finance and Administration Office that fosters optimal co-ordination and encourages individual initiative.
Oversees the management of all events in the Finance and Administration Office and works with the VP to develop culture for the division within the broader University.
Oversees the budgeting and finances of the Finance and Administration Office, including developing and implementing strategies to distribute internal and external sponsorship funds for activities or events.
Coordinates administrative staff activities to ensure maximum efficiency.
Establishes procedures for record keeping and monitors to ensure security and confidentiality of data.
Respects office policies and procedures and ensures adherence.