Senior Operations Speclialist
About The Position
Reporting to the Programs & Business Operations Manager, this role provides dedicated operations coordination support to Associate Deans across schools within the Academic portfolio. This role provides high-level analysis, planning, and coordination support to enable the Associate Deans to lead the schools they are assigned as high-performing academic business units. The role operates within a hybrid reporting structure, balancing portfolio-based coordination support to Associate Deans with institution-wide operational coordination and standardization under the leadership of the Programs & Business Operations Manager. This position synthesizes data, helps identifies risk, provides information to support decision-making, and ensures alignment between school-level operations and strategy. This position does not hold direct supervisory responsibility for Program Leads (such as Program Chairs, Associate Chairs or similar) or the faculties but may influence outcomes through expertise, facilitation, and coordination support. This position enhances Associate Dean’s ability to: Lead strategically rather than react operationally, Make data-informed, financially sound decisions, Anticipate and mitigate risks, Integrate institutional priorities into School operations, Strengthen execution discipline across the school. The Programs & Business Operations Manager will be responsible for setting up the standard, processes, and performance expectations for this position. This position would act as partners but remain structurally centralized.
Requirements
- Undergraduate degree (minimum requirement)
- 3-5 years of progressive experience in post-secondary education or similarly complex public-sector environments
- Demonstrated strength in planning and analysis
- Experience providing senior leaders with operational direction
- Business analysis experience with a focus on process improvement and automation
- Knowledge of academic governance and quality assurance frameworks
- Strong system capabilities (Microsoft Suite, PeopleSoft, Power Platform, CoPilot or similar)
- Knowledge of academic timetabling processes or similar
Nice To Haves
- Process improvement and/or change management formal training/certifications is considered an asset.
- Advanced communication skills
- Integrated systems thinking
- Senior-leadership level communication
- Financial literacy and analytical reasoning
- Risk assessment and mitigation
- Data interpretation and performance insight
- High discretion and professional judgement
- Process improvement, standardization and automation
Responsibilities
- Coordinate annual and multi-year school planning priorities
- Work with the Associate Dean to translate institutional strategy into actionable school-level objectives
- Monitor key performance indicators and flag emerging risks or opportunities
- Oversee faculty records management to ensure compliance, accuracy and regular upkeep
- Coordinate purchasing of goods and services in collaboration with the Associate Dean, ensuring requests follow institutional approval processes (Lab Kits – Relates to enrolment changes/increases)
- Prepare high-level presentations, reports, and briefing materials in collaboration with the Associate Dean and Deans’ Office Administrators to support leadership decision-making
- Contribute to the development of standardized planning tools, reporting templates, and performance frameworks across Schools
- Collaborate with members of the team holding the same position to ensure consistency in analytical approaches, planning processes, and governance documentation
- Participate in community of practice forums to share risks, insights, and best practices across Schools
- Provide operational support to Senior Leadership on enterprise-level initiatives beyond the assigned School portfolio, as required
- Coordinate academic scheduling and course delivery planning for assigned Schools, ensuring alignment with enrolment targets, faculty complement, and delivery strategies
- Develop and finalize timetables, addressing delivery formats (in-person, hybrid, online, intensive) to optimize program objectives and resources
- Liaise with Program Administrators and central scheduling/timetabling units to implement schedule adjustments, resolve conflicts, and address space or resource constraints
Benefits
- comprehensive pension and benefits programs
- generous vacation entitlements
- a flexible benefits package
- a strong culture of continuous learning
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What This Job Offers
Job Type
Full-time
Career Level
Senior
