| Date: |
September, 2012 |
| Reports to (Job Title): |
Director |
| Jobs Reporting (Job Titles): |
Financial Officer
Associate Director of Development & Alumni Affairs (co-supervision)
Senior Computing Support Specialist
Project Leader – Health Informatics
Administrative Assistant – Admissions/Undergraduate Studies
Electrical Instrument Technician
Shipper/Receiver
|
| Location: |
Main Campus |
| Grade: |
USG 14
35 hr/wk
|
Primary Purpose
The Administrative Officer is responsible for financial oversight of the School of Optometry & Vision Science, human resources administration, as well as management and oversight of other administrative functions required to support the School’s teaching and research missions. The Administrative Officer provides strategic advice and support to the School’s Director and senior administration. This position also provides leadership and support on special projects and strategic initiatives. As the senior administrative staff member in the School, the Administrative Officer provides continuity as academic leadership changes.
Key Accountabilities:
1.Financial oversight, including but not limited to:
- Oversee the development of the School’s annual operating budget
- Ensure that funds are available to support the School’s operations
- Ensure that all operating, trust, endowment, capital and research accounts are soundly managed
- Develop & implement financial controls within the School
- Work closely with the School’s Financial Officer to develop, improve, and promote internal financial controls throughout the School, ensuring that funds are available to support operations and that University policies and procedures are followed
- Monitor and report on the financial status of major strategic and operational priorities
- Develop and maintain business plans supporting planned or anticipated program changes & enhancements to ensure financial viability
2.Human resources administration
- Oversee staff performance evaluation process in the School
- Assist in recruitment of staff within the School
- Review all new staff position descriptions & reclassifications approving grading and compensation recommendations
- Review administrative hierarchy within the School and research centres including business practices to ensure effective personnel resource allocation
3.Strategic Planning
- Provide academic administrators confidential advice and strategies (e.g., human resources, organizational change, personnel issues, etc.)
- Provide strategic, confidential advice & direction to School senior administration (director, associate & clinic directors).
- Develop long-term strategies for the School (e.g., program expansion, external clinic development, clinical education funding, etc)
- Manage space and space allocations including capital space project renovations and new space creation
- Manage & coordinate renovation & new construction projects
- Manage building electronic security
- Sit on Space Committee
4.Provide continuity through academic administration succession.
- Ensure historical continuity through academic administration succession
5.Oversee School information systems and technology
- Oversee computing infrastructure environment (networks, servers & desktop computing) through Senior Computing Support Specialist
- Manage information systems development and acquisitions
6.Special projects, initiatives and responsibilities
- Manage Continuing Education/Ancillary Educations Programs
- Provide oversight & management of continuing education programs, annual program and periodic TPA offerings
- Provide advice and direction for development & delivery of International Optometric Bridging Program working with the of Director of IOBP
- Manage Professional program accreditation
- Manage and participate in periodic professional accreditation (7 year cycle), self-study, site visit and outcome response
- Be School Safety Officer
Position Requirements
Education:
BA in discipline related to business administration or finance preferred
Experience:
5+ years in academic setting, preferably at Waterloo, in a management or supervisory role. Competencies will include strategic and creative thinking, people management, interpersonal, organizational and communication skills. Tact, judgement & diplomacy are essential. Must demonstrate significant management & leadership skills. Multi-tasking, concurrent task and problem management essential assets with the ability to assess, analyze and resolve issues.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Basic |
Basic, Advanced preferred |
Not required |
Experience with MS Office tools, Sharepoint an asset |
Nature and Scope
Interpersonal Skills:
Within the School, communicates with all employees in all groups and areas at all levels to deal with, influence and motivate others, to promote, justify and settle highly sensitive matters. Externally, this position will have significant senior contacts with optometry professional organizations (schools, associations and regulators) as well as most academic support units including senior university administrators
Level of Responsibility:
Senior staff position in school managing School-wide processes and initiatives
Decision-Making Authority:
- Has signing authority on School operating, trust, capital & endowment funds
- Responsible and accountable for establishing and implementing, with the Director, the priorities for the school and addressing the changes to strategic business plans and direction of programs.
- Makes decisions on budget allocation, equipment acquisition and staffing resources to meet strategic and mission objectives
Physical and Sensory Demands:
Minimal demands typical of a senior executive position operating within an office environment
Working Environment:
Minimal exposure to disagreeable conditions typical of a senior executive position exposed to stress and pressure associated with senior level responsibilities.
