Ubc 23 24 Operations Manager Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

UBC 23 24 Operations Manager

Department

Centre for Excellence in Indigenous Health | School of Population and Public Health | Faculty of Medicine

Compensation Range

$5,063.67 - $7,294.50 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

July 7, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Jul 23, 2025

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The ‘UBC 23 24’ program was originally developed by UBC’s Centre for Excellence in Indigenous Health (CEIH) to prepare the next generation of health care professionals to provide quality culturally safe care to Indigenous peoples and communities. The Centre is now in the process of expanding UBC 23 24’s reach from health professional program (HPP) students to students, staff and faculty from all health sciences programs in response to priorities set by Indigenous communities, UBC’s Indigenous Strategic Plan (ISP), the Truth and Reconciliation Commission's (TRC) “Calls to Action”, the ‘In-Plain Sight Report’ regarding Indigenous specific racism in the health care system, and the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP).

As is covered in UBC 23 24’s current curriculum for students, new and future curricula will continue to include foundational topics in Indigenous Cultural Safety (ICS) such as: building skills in ICS, cultural humility and allyship; learning about the history and present-day impacts of colonization; understanding the diversity of Indigenous perspectives on health and well-being and social determinants of health; and ways to effect reconciliatory change on individual, systemic and collective levels.

The UBC 23 24 Operations Manager will be responsible for the maintenance, development and evaluation of current and future operational infrastructure required for the expansion of the program in addition to the management of administrative staff under direct supervision and leadership of the UBC 23 24 Co-Associate Directors and Senior Operations Manager. A central focus of this role will involve project management, strategic planning and liaising with other operational units to expand the program to meet demands for access to ICS training across health sciences at UBC and beyond.

This position will also work to: create, maintain and evaluate moderating training activities; support with Learning Management Systems (LMS), curriculum design software and website stewardship; manage and support staff and learning spaces and; help to manage the ‘UBC 23 24 Advisory Faculty’. Some examples of this include taking an active role in coordinating, helping to facilitate the ‘UBC 23 24 Faculty Advisory’ meetings and working with program partners to collect, incorporate and report back on the maintenance and development of new and existing curricula internally and externally.

The Operations Manager will also participate in some funding and budget related tasks under the supervision and leadership of the UBC 23 24 Co-Associate Directors and Senior Operations Manager.

Organizational Status

The CEIH provides a single coordinating point for Indigenous health initiatives within UBC and is a contact for community, governmental and educational institutions external to UBC. The CEIH works together with Indigenous leadership to improve wellness, health care, and patient outcomes, and works to advance the health of Indigenous people through innovative thinking, research, and education. The CEIH has a mandate applied to all health sciences and is located in the School of Population and Public Health (SPPH), which is in the Faculty of Medicine.

This position reports directly to the UBC 23 24 Co-Associate Directors, indirectly to the CEIH Director, and will work closely with and report to the CEIH Senior Operations Manager for operations related issues. This position will interact with students, operational leads, managers, faculty and relevant administrative staff from all health sciences units, in addition to contracted facilitators, Elders, Indigenous community members and other Indigenous units within and external to UBC for operations related issues.

This position will also work under the guidance of the ‘UBC 23 24 Faculty Advisory’ and in partnership with the UBC 23 24 Curriculum & Facilitation Manager to ensure all operational systems and structures are in alignment with Indigenous-based curricular and pedagogical approaches.

The CEIH strives towards actively decolonizing and Indigenizing all of its internal and external processes including; applying collaborative and strength based leadership models; taking equity based approaches to disrupting power and privilege imbalances; ensuring safe spaces are created to foster meaningful dialogue amongst team members; ensuring diverse Indigenous community perspectives and voices are centered in all activities; valuing individual team member’s voices for unique strengths, gifts and perspectives, and ensuring that relationship based approaches are centered in all the we do.

Work Performed

The following tasks are performed under the direct supervision and leadership of the UBC 23 24 Co-Associate Directors.

• The Operations Manager will work in close collaboration with the Curriculum & Facilitation Manager to ensure that operational lenses are considered in all planning and implementation of tasks related to the curriculum and facilitation of UBC 23 24. The main focus of this position will be maintaining and building operational systems and structures to support the administration of the curriculum.

Systems, Policies and Procedures

• Create policies and procedures to support the successful implementation of UBC 23 24 to various learner groups in a way that reflects Indigenous values and decolonial agendas
• Build and maintain relationships with relevant counterparts and administrative staff in health sciences units who access the UBC 23 24 curriculum
• Create systems, policies and procedures that support the registration and tracking of learners in partnership with units at the university and partners beyond the university as directed by the
• Support faculty and administrative staff from health sciences programs to implement new and existing UBC 23 24 policies and procedures, which support the curriculum
• Maintain, strengthen, develop and evaluate new and existing operations systems to support the sustainment and expansion of the UBC 23 24 learning experience to faculty, students and staff in the health sciences at UBC and potentially beyond

Operations

• Supporting students, faculty and staff in operations related issues associated with accessing and interfacing with UBC 23 24
• Ensuring UBC 23 24 staff are supported in accessing Indigenous cultural supports and activities that benefit the individual, team and program
• Manage the UBC 23 24 Operations Coordinator, Program Assistants, facilitators and contractors
• Recruiting, interviewing and hiring new staff, facilitators and contractors in partnership with the Curriculum & Facilitation Manager
• Constructing job descriptions and contracts for new hires in partnership with the Curriculum & Facilitation Manager
• Address operational challenges as they arise in regards to events, facilitators, contractors, faculty and administrative staff from health sciences units
• Leading team meetings and creating opportunities for staff to engage in wellness activities

Project Management and Strategy

• Work in partnership with the Curriculum & Facilitation Manager to prepare annual and long-term budgets and track and report on all program costs related curriculum and facilitation
• Ensure deliverables required of this position, the Operations Coordinator and the Program Assistants are met
• Provide ongoing work-plans and year end reporting to the UBC 23 24 Co-Associate Directors on all operations related activities and supporting administrative staff to do the same
• Work in partnership with the Curriculum & Facilitation Manager to plan, coordinate, track and report on all ‘UBC 23 24 Faculty Advisory’ activities
• Participate in strategic planning activities as needed
• Support the UBC 23 24 Co-Associate Directors in working with the ‘UBC 23 24 Faculty Advisory’ and Deans and Directors group to: plan and coordinate meetings and; evaluate and report on expansion activities

Curriculum, Facilitation and Event Planning

• Evaluate the moderator training and its proficiency in supporting UBC 23 24 workshops
• Develop curriculum for synchronous and asynchronous moderator trainings with support from the Operations Coordinator and Assistants
• Supervise the Operations Coordinator to ensure the curriculum is copyright compliant and contract permission agreements are current
• Works in partnership with the Curriculum & Facilitation Manager to manage the design and content of the UBC 23 24 website with support of the Coordinators and CEIH Communications Specialist
• Work with the Curriculum & Facilitation Manager and Coordinators to ensure operational processes and procedures work in harmony with the curricular and pedagogical needs utilized in the program
• Work in partnership with the Curriculum & Facilitation manager to plan and implement UBC 23 24 events
• Develop and implements recruitment strategies for moderators with support of Operations coordinator and Assistants

Technological Support and Learning Management Systems (LMS)

• Oversees the design and layout of new modules and learning resources using Canvas, Articulate Storyline and any other relevant LMS in partnership with the Curriculum & Facilitation Manager
• Responsible for managing tech related issues in regards to modules, the website, moderator and facilitator trainings, Canvas and other LMS platforms. This may involve liaising with UBC and LMS IT support with the support of the Operation’s Coordinator

Office and Learning Space Management

• Responsible for working with relevant UBC units to ensure the Program has access to teaching, meeting and event spaces
• Creates budgets and tracks expenses associated with facilitator and workshop supplies
• Oversees the Operations Coordinator and Program Assistant in the ordering of facilitator and workshop supplies
• Responsible for ensuring UBC 23 24 staff have appropriate office equipment and supplies in order to carry out their jobs

Funding

• Manages grant writing and submission processes for operations related projects

Other

• Supports with other duties as required

Consequence of Error/Judgement

The UBC 23 24 Operations Manager is responsible for Managing the UBC 23 24 Program in partnership with the Curriculum & Facilitation Manager under the direct supervision and leadership of the UBC 23 24 Co-Associate Directors. As such, this position will exercise considerable judgment, as well as initiate and carry through activities important to the functioning of the CEIH. Poor judgment or ineffective communications with community partners (i.e., Indigenous peoples, faculty members, Department Heads, and Deans) could impede or seriously compromise relations and UBC programs, and adversely affect UBC's reputation. The incumbent must exercise judgment to recognize potential conflicts, relationship and financial risks, and act accordingly. The incumbent is expected to display considerable personal initiative and has wide latitude in decision-making. Errors in judgment or procedure would lead to serious administrative problems for the CEIH. The incumbent is accountable for the timely delivery and reliability of their work. Poor decisions and errors in judgment could result in delayed completion of projects or inappropriate planning, result in financial loss, and damage the reputation of the CEIH, the Faculty of Medicine and the University of British Columbia. In addition, the impact, if an error occurred, would be the misinterpretation of results in information disseminated to decision-makers, the public, and academic audiences. The consequences could lead to inappropriate policy and decision-making related to CEIH programming.

The incumbent is expected to display conduct in accordance with the, UBC Statement on Respectful Environment for students, faculty and staff. The CEIH Director may need to intercede in order to resume a productive working relationship. Generally, most errors can be rectified.

This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received

The position works independently with direct reporting to the UBC 23 24 Co-Associate Directors, with operational and administrative reporting to the Senior Operations Manager.

Supervision Given

Manages the Operations Coordinator and Program Assistants directly.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

• Builds and maintains strong relationships with team members and partners by operating from a place kindness, patience, understanding, compassion and empathy
• Candidate must be highly motivated and have the tools to work under pressure to meet deadlines.
• Extensive experience managing, supporting and motivating large teams of Indigenous and non-Indigenous staff and contractors
• Experience working with diverse Learning Management Systems (LMS), design software and web-based platforms
• Ability to exercise a high level of tact, diplomacy and discretion in work-related situations
• Proven project management, strategic planning, organization and forecasting skills
• Excellent verbal and written communication skills, including the ability to compose correspondence and reports of a complex nature
• Experience preparing, facilitating and giving presentations and workshops to small and large groups of people in a variety of different settings
• Strong evaluation skills and ability to work with, analyze and write reports using large data sets
• Preference in Master’s Degree in Education of Higher Education or Education in Educational Administration and Leadership in Indigenous streams (if possible), or equivalent experience
• Proven ability to engage and support in complex dialogues regarding race, power, privilege and positionality in the workplace and beyond
• Strong knowledge base and skills working within higher education administration systems
• Ability to effectively use the Microsoft Office Suite (e.g., Outlook, Word, Excel) and WordPress at an intermediate to advanced level.
• Experience preparing, managing and reporting on budgets
• Proven experience working with Indigenous people for Indigenous initiatives is required
• Skills in addressing and working through intrapersonal conflicts by confronting issues and taking appropriate action
• Experience working in post-secondary institutions is preferred