Operations Lead

Competition 1595

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - This position is eligible to apply for the Work from Home Program following a successful probation period, which allows for flexibility in a hybrid in-office and at-home work environment. When in office, the work location will be at North Campus Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

The Department of Family Medicine is a top school for Family Medicine in Canada. The department is responsible for educational innovations and research that have been adopted across Canada and internationally. We are innovative and creative thinkers, producing high-quality work. As a learning organization, we constantly seek to improve how we do what we do for our learners, patients, and communities.

Position

Reporting to the Academic Department Manager (ADM), and leading the Operations Team, the position will be of interest to individuals with a keen interest in developing or refining computer and human-based systems in a complex environment. Combining an interest in applying new IT tools with a deep knowledge of employee dynamics, they will employ continuous improvement methodologies to create systems and processes that support the rapid growth of the Department.

We seek a dynamic individual with above-average curiosity and a willingness to do whatever it takes to ensure that the Department’s central HR and financial management functions are performed to the standards required by Department leadership.

Duties

Operations Management

• Leads and optimizes operational support for the Department, collaborating with Communications, Finance, HR, and other U of A units to ensure compliance with institutional policies and efficient service delivery.
• Oversees departmental communications, including organizing events and preparing standard and ad-hoc reports, in collaboration with the ADM and Chair.

Academic Faculty & Human Resources Management

• Oversees all department recruitment and onboarding, from identifying recruitment needs to managing Search & Selection Committees, coordinating candidate visits, facilitating relocations, and ensuring compliance with AMHSP ISA processes.
• Prepares letters in collaboration with the Department Chair for Dean's approval and processes accordingly (e.g., FTE changes, leave requests, resignations, and retirements).

Financial Leadership & Reporting

• Provides financial oversight, collaborating with the Finance Partner, ADM, and Chair on financial strategies, managing routine transactions, budget tracking, and reviewing financial reports.
• Assists with annual budget planning and projections, engaging with each budgeted area regularly to review and update budgets.

Team Supervision & Mentorship

• Supervises the Operations Team, managing staff development, cross-training, and the orientation and onboarding of new staff to ensure appropriate support and coverage.

Minimum Qualifications

• Undergraduate degree in Business, Commerce, Accounting, Human Resources, or a related field relevant to financial management, HR, or operations oversight.
• Minimum 2 years of progressive experience in hiring, supervising, mentoring, and managing employee performance, specifically within a mid-sized or large, complex, organization, including overseeing operational teams and developing staff.
• Proficiency in financial management software for handling budget tracking, reporting, and routine financial transactions.
• Proven ability to communicate complex information clearly to diverse audiences, both verbally and in writing (e.g., preparing reports, and delivering presentations to faculty and administrative staff).
• Proficiency in Microsoft Office, and Google applications, specifically for preparing detailed reports, and handling administrative workflows.
• Strong abilities with spreadsheet software (i.e., Microsoft Excel) including the use of conditional formatting, sorting, LOOKUP tables, and pivot tables.

Preferred Qualifications

• Experience in financial strategy development and reporting procedures, including creating custom financial reports and managing dashboards for budget projections.
• Demonstrated ability to collaborate with faculty, staff, and external partners to coordinate operational activities, including recruitment, onboarding, and event planning.
• Strong organizational and time management skills with the ability to manage multiple priorities, including financial oversight, recruitment processes, and event coordination, while ensuring deadlines are met.