Senior Operations Manager - Beaty Biodiversity Museum

University of British Columbia•Vancouver, BC

About The Position

The Beaty Biodiversity Museum, part of UBC's Beaty Biodiversity Centre, houses over 2.1 million natural history specimens, presents educational programs and exhibits and includes a teaching lab, auditorium, and a museum store. The Beaty Biodiversity Museum is divided into several major collections - Spencer Entomological Collection, Cowan Tetrapod Collection, Fossil Collection, Fish Collection, Marine Invertebrate Collection and the Herbarium which has several collections within itself. The Museum is a major public outreach focus for the Faculty of Science and attracts in excess of 50,000 visitors per year. Responsible for the day-to-day and longer term operational and strategic leadership of the Beaty Biodiversity Museum (The Museum) in support of the Museum Director's administrative, intellectual social and academic leadership. The position oversees the Museum's administrative activities for all museum functions and collections. The position is responsible for strategic and operational planning, finance and human resources.

Requirements

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
Undergraduate degree in a relevant discipline.
Graduate degree in Business Administration or Cultural Management preferred.
A minimum of 5 years of experience or the equivalent combination of education and experience.
Relevant administrative experience including supervisory experience required.
Knowledge of University policies and procedures, and accounting principles and practices.
Ability to interpret, develop and implement policies and procedures.
Ability to establish and maintain effective working relationships with a variety of internal and external contacts and a diversity of people
Ability to efficiently organize many projects within the same time frame and work under deadline pressures and budget limitations.
Ability to identify, obtain, and effectively manage organizational resources (e.g., people, materials, assets, budgets).
A high degree of independent decision-making and ability to exercise diplomacy and tact in sensitive situations
Ability to manage complex financial arrangements and design and implement financial models
Excellent oral and written communication skills.
Knowledge of marketing and communications and business practices.
Ability to effectively market, promote, and sell products and services.
Extensive experience working with human resource and labour relations issues.
Ability to work with, train and supervise a variety of staff, students and volunteers.
Ability to motivate employees.
Ability to work effectively independently and in a team environment.

Nice To Haves

Graduate degree in Business Administration or Cultural Management preferred.

Responsibilities

Chairs the Strategic Planning Committee and leads the annual operational planning cycle
Oversees the development of institutional priorities and policies and brings recommendations to the Director for final approval
Works closely with the Director to develop strategies to reach the Museum's short- and long-term operational goals
Develops business/financial plans to meet specific operational initiatives
Works with the Museum Director and staff to ensure institutional targets are being met
Provides operational guidance to faculty and staff on all administrative, human resources and financial matters
Oversees general administration of all museum collections and functions including teaching & learning, exhibitions, visitor services, marketing, communications & special events, and cross-collections care and directly supervises approximately15 staff under these functions
Liaises with Faculty Collection Directors to ensure alignment of collections staff activities with strategic and operational plans
On behalf of the Director, meets regularly and works closely with the Managers and Collections Curators, providing operational guidance to ensure alignment of staff activities with strategic and operational plans
Works closely with and advises the Director to ensure effective coordination between all operational core areas and alignment with strategic directions
Overseas Project Management/Administration for all special projects, monitoring budgets and timelines, negotiating and preparing contracts with consultants and service providers in accordance to university polices and guidelines
Oversees and manages the complex fiscal environment of the Beaty Biodiversity Museum including the Museum's operating budget, developing annual and multi-year budgets and projects, setting revenue targets, and monitoring expenses and revenue
Maintains multiple accounts including endowment and specific purpose funds; monitors expenditures and reconciliations
Develops business plans, budget projections, statistical and financial reports as required.
Prepares budgets relative to specific projects and grant applications.
Manages a budget of approximately $2.5 million in general operating funds, revenues from admissions, memberships, and merchandise sales, and in specific purpose funds, grants, endowments & donations
Oversees all financial activities and operations of the Museum Store
Authorizes all payments and expenditures, and ensures that all financial activities adhere to University guidelines and policies
Oversees all expenses and revenues that occur at the Beaty Biodiversity Museum and ensures that support staff are completing reconciliations of these financial accounts
Develops and enforces policy for all Museum purchasing
Responsible for oversight on all UBC Visa in the unit. Ensures compliance with Payment Card Industry Policy and Standards and reports to Central Finance on Compliance Status
Provides monthly reports and updates to the Director.
Prepares and analyzes materials for statistics and reports of various activities of the Beaty Biodiversity Museum including financial, visitor surveys/statistics, etc
Develops and oversees the Museum's strategies for securing support from federal, provincial and private funding bodies
Oversees the process of developing, writing and submitting Museum grants to funding agencies, including approving budgets and project schedules
Serves as the Museum's liaison with funding agencies
Prepares reports to granting agencies, Dean, President, and other bodies
Prepares statistics for outside agencies (e.g. Museum Assistance Program, Canadian Heritage, BC Museums Association, Canadian Museums Association, etc.
Works closely with the Science Development Office to develop initiatives and proposals for fund development, and donor stewardship.
Responsible for gift management to ensure that donations received are administered and tracked accurately
Oversees the Museum's earned revenue activities including the Store, Admissions, Membership and Facility Rentals
Works with staff to set revenue targets and develop strategies for meeting these targets
Provides leadership to approximately 46 staff and students directly and through direct reports, overseeing all HR and administrative matters
Manages union and non-union staff and resolves employment conflicts as they arise.
Provides leadership to staff in matters related towards achievements of strategic and operational goals
Leads the recruitment process working with the Museum Director and Collections' Directors and hires, trains, disciplines and terminates staff
Provides information and advice to faculty, management and staff regarding the interpretation of agreements governing conditions of employment
Oversees performance review process for all unit staff with the Director and Collections' Directors as required.
Develops and implements formal performance review procedures, leading or assisting in the facilitation of reviews as required
Participates in the coordination of training programs and workshops for staff and volunteers.
Manages compensation matters and advises on salary administration for all staff groups including progression to midpoint increases and annual approved merit increases
Researches & Develops safety and security procedures within the Museum considering the museum as a workplace and public facility and repository of collections
Oversee museum facilities in partnership with the Biodiversity Research Centre Administrator who is responsible for the Beaty Biodiversity Centre facilities.
Provides oversight of special projects such as capital projects, building and improvement projects.
Researches and develops policies regarding the use of facility/grounds rentals by other UBC units, the public, and the entertainment/film industry
Resolves facilities' problems as they arise and liaises with the Biodiversity Research Centre, Plant Operations, Campus Planning & Development, Access Control, and IT Services as necessary
Manages space use and assignments within the museum building and related areas
Oversees the assessment, development and implementation of administrative policies, practices and procedures to be observed by faculty and staff in the Museum
Provides administrative guidance to Faculty, Staff & Volunteers
Represents the Museum and serves on Faculty and University committees, regional & provincial and national organizations and committees as appropriate
Liaises with Campus and Community Planning, University Neighbourhood Association, community groups and agencies to further the mission of the Museum as appropriate
Reviews internal controls on a regular basis to ensure that staff are following appropriate procedures.
Reviews and revises procedures as necessary for reconciling cash receipts at the Admissions desk
Manages the retail function of the Museum Store and Admission Desk in conjunction with the admissions' staff and UBC Bookstore including inventory control, merchandising, marketing and security
Other related duties