Operations and Portfolio Specialist- Arts and Sciences

Okanagan College•Kelowna, BC

1d•CA$67,893 - CA$95,050•Onsite

About The Position

The Office of the Dean, Arts and Sciences is seeking a term, full-time Operations & Portfolio Specialist at the Kelowna Campus until April 30, 2027. This role assists in the coordination of a broad range of activities consistent with the Portfolio’s annual and long-term plans. The Specialist is responsible for implementing and evaluating a broad range of courses, programs, and projects; monitoring and tracking portfolio budgets and providing analysis; and coordination of instructional workload assignments.

Requirements

Bachelor’s degree in a related field
2 to 5 years related experience preferably in a post-secondary education environment
Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines
Ability to synthesize data/information and develop/deliver findings and recommendations
Proven project management skills
Excellent organizational, budgeting and financial management skills
Ability to plan and think strategically
Outstanding computer skills with proficiency using Microsoft Office
Ability to generate and analyze reports

Responsibilities

Assists in the budget process; monitors adherence to submission timelines and requirements including compliance to required formats and guidelines.
Responsible for tracking the operating, special purpose, and new initiatives budgets including reviewing programs, projects, and services and providing recommendations to the Dean; implements appropriate follow-up actions.
Collaborates and consults with Financial Services on the preparation of the annual portfolio planning and budget process.
Responsible for tracking and expenditure of the capital budgets and for analyzing financial information that affects the financial results of the portfolio.
Monitors and assists with each of the department’s annual and capital budgets; works with the Dean to identify accountabilities for projections for each component of the budget; monitors expenditures within each departmental budget.
Liaises with businesses, government agencies, community organizations, and with professional associations and Program Advisory Committees and disseminates information on programs.
Coordinates department accreditation requirements for the portfolio including the tracking of deadlines, coordination of reports, document submissions and coordination of required site visits.
Tracks and identifies financial need and makes recommendations to the Dean and ensure that portfolio resources are used appropriately.
Provides financial information and analysis pertaining to portfolio statistics, reports, proposals and business plans, including confidential reports.
Identifies and investigates unusual transactions, and ensures adherence to financial processes and procedures; assesses the causes of variances and recommends corrective actions.
Generates requests to purchase and payment vouchers, as related to the program activities.
Coordinates and tracks workload for instructional employees within the portfolio.
Assists the Dean with complex, confidential and sensitive staffing issues that affect the portfolio.
Assists with the planning and implementation of the annual departmental class scheduling in consultation with the department Chairs and the Registrar’s Office.
Coordinates the office assignments for the portfolio, in consultation with the Regional Deans.
Assists in developing and updating annual and long term plans.
Participates on OC committees, and various ad hoc committees, teams, and task forces as appropriate.
Plans, coordinates and implements courses, programs and contracts as per the educational plan.
Works collaboratively with other institutions in coordinating and delivering specific programs.
Develops and maintains effective communication within the portfolio and between other departments, portfolios, centres, and the external community.
Assists with student recruitment strategies and activities.
Assists with the planning, implementation, and tracking of all marketing strategies and activities of all programs areas in the portfolio.
Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities.
Provides information about course offerings to OC Educational Advisors, prospective students and senior secondary schools.
Provides replacement coverage for Executive Assistant, as required.
May be assigned special projects in other areas of the portfolio.
Performs other duties as assigned.