Supervisor, Business Operations AEL-AMS

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Position Purpose

The post is based at the AEL-AMS national facility in the uOttawa Advanced Research Complex (ARC). The André E. Lalonde Accelerator Mass Spectrometry Laboratory is Canadas national centre for environmental radioisotope analysis and research that addresses issues of national interest and economic impact in the earth and environmental sciences nuclear energy and health sciences. The facility measures trace concentrations of radioisotopes and other rare elements that exist in the environment from natural sources and from human activities.

Manage the day-to-day administrative processes and activities by aligning the financial human physical and material resources with the faculty/services objectives. Act as a liaison between senior management and administrative staff to help operationalize and implement the strategic vision while optimizing resources.

The role involves serving onthe management team with responsibilities inStrategic Planning & Governance including organizing quarterly Board and Committee meetings preparingagendas recording minutes and managing Finance the role includes preparing the annual budget and forecast for Board approval handling quarterly and annual financial reports conducting variance analysis and ensuring full compliance with policies. Human Resources duties encompass staff recruitment onboarding HR coordination and performance management of a direct report. The operationsfocus is on client intakelaboratory unit communication and timely client report delivery. Physical Resources involve processing facilityrequests managing licenses and updating policies to support operational needs and outreach.

In this role your responsibilities will include:

• Team Supervision: Supervise the team engaged in the provision of administrative and transactional services. Monitor and assess the support services to ensure administrative staff is well coordinated and efficiently organized.

• Finance: Lead day-to-day financial operations for the sector. Ensure that all financial activity aligns with policy and practice as directed by the University of Ottawa governance and by government legislation. Ensure effective communication around ongoing changes and improvements to policies and systems among the team members providing financial activity support under his or her responsibility. Manage revenues generated and develop reports as needed.

• Physical Resources: Coordinate small to medium construction and renovation projects for the sector and act as main point of contact through project milestones. Responsible for purchasing goods and services for the sector and for liaising with Procurement Services for any requirements above the maximum delegated threshold. Actively manage inventories and records related to physical resources in order to ensure accurate information related to equipment and maintenance. Manage all records related to service contracts as needed.

• Human Resources: Act as main point of contact with Human Resources in relation to all recruitment salary leave and other related files. Maintain updated information on contract dates leaves and salaries in order to proactively manage human resources requirements. Verify payroll information and address any inconsistencies with Payroll in order to effectively manage the payroll budget. Contribute to analyses of internal salary equity as it relates to employees of the sector.

• Planning: Contribute expertise to the budget planning process for the sector by providing input on projections based on past performance and future requirements. Determine human resources requirements through close management of known factors. Plan all resources through a multi-faceted approach to optimization. Contribute to strategic planning by providing input on past and projected resource allocation.

What you will bring:

• University degree in business administration or in a related discipline or an equivalent combination education and work experience

• Five years of experience supervising administrative services

• Experience supervision ideally in a unionized environment

• Experience in financial management in budgeting and in human and physical resources coordination.

• Experience using integrated financial systems spreadsheets databases and other related tools

• Strong leadership skills

• Strong organizational and planning skills

• Strong communication and interpersonal skills

• Bilingualism French and English (spoken and written)

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Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect teamwork and inclusion where collaboration innovation and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply we welcome applications from qualified Indigenous persons racialized persons persons with disabilities women and LGBTQIA2S persons. The University is committed to creating and maintaining an accessible barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 Covid-19 Vaccination. This policy was suspended effective May 1 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.