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Job Requisition ID:

2025-01111

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty of Environment - Dean of Environment Office

Hiring Range:

$131,704.19 - $164,630.24

Posting Information:

The internal posting deadline for this position is January 8, 2025 at 11:59PM

This is a Career Path position. The final level will bedeterminedbased ondemonstratedskills and experience.
Anticipated hiring ranges:

USG 16: $131,704.19– $164,630.24
USG17: $143,945.56– $179,931.96

Job Description:

Primary Purpose

The Executive Officer (EO) is a strategic leader and advisor, ensuring that each Faculty is well positioned to achieve its bold vision and strategy. As the most senior staff member in the Faculty, the EO is responsible for overall business operations, administrative infrastructure, and the advancement of strategic initiatives. Reporting directly to the Dean, the EO is accountable for a wide variety of executive duties, initiatives, and special projects that have a far-reaching impact on the future success of the Faculty, the University and beyond. The EO also provides continuity within the Faculty during times of transition such as the Dean’s turnover. The EO exercises considerable judgment and discretion in her/his capacity. The role has significant influence and responsibility for strategic planning, policy development and execution.

Key Accountabilities

Establishes the Strategies, Directions and Priorities of the Faculty’s Administrative Infrastructure

Supports the Dean to develop long-term vision and strategy for the Faculty, with particular focus on business operations and infrastructure, and their integration with academic programs
Translates vision and strategy into operational plans
Aligns resources (budget, staff, systems and processes) with strategy
Responsible for annual reporting on faculty, staff and administrative infrastructure

Responsible for Implementing and Achieving Long-Term and Short-Term Operational Plans

Provides strategic and operational leadership for the design, implementation and continuous improvement of non-academic services within the Faculty, including finance, budget planning, human resources, governance, facilities management, capital construction (e.g. new buildings) and renovations
Ensures that the operational plans are delivered on time and on budget
Integrates functional areas to ensure effective and efficient delivery of services
Provides advice and expertise to the Faculty leadership on issues relating to operational activities
Resolves complex operational issues

Responsible for Creating Strategies, Proposing Changing and Directing the Administrative Service Delivery Models Across the Faculty

Develops, reviews and continuously improves administrative and business systems/processes to enhance service quality while maintaining/improving cost efficiency
Deploys technologies where appropriate to optimize systems and processes
Integrates systems and processes to enhance user experience

Provides Strategic Advice and Insights to Leadership and Various Committees

Ensures that advice is evidence based and data informed, and connects decision making with budgetary/financial impact
Takes into consideration a wide variety of viewpoints and perspectives that may be in conflict with each other
Builds consensus in a highly decentralized, and collegial environment
Works closely with departmental Chairs, School Directors and/or Associate Deans, either individually or as a group, to facilitate decision-making on matters of strategic importance to the Faculty, for example:
Incentive structure to promote and reward service teaching
Funding scheme to initiate/accelerate collaborative programs

Ensures the Effective and Efficient Utilization, Deployment and Development of Resources

Responsible for the management of the Waterloo Budget Model (WBM) on behalf of the Faculty
Provides advice, insights and intelligence on the theory and application of the decentralized, activity-based budget model
Directs scenario analysis to demonstrate the impact of decisions
Anticipates potential evolution to the WBM and develops corresponding strategy and action plans
Oversees the development and the implementation of a Faculty specific resource allocation model – for example, the Engineering Budget Model (EBM), a complex activity-based budgeting model for the Faculty of Engineering
Achieves consensus with departmental Chairs and Directors on the design of the model
Directs the long-range forecast of revenue and expenditures
Directs data analytics, and reports to leadership on important findings/trends
Proposes solutions to issues relating to the model
Develops and implements an accountability framework within the Faculty
Oversees Faculty’s internal budgeting process
Oversees the development of tools, systems, databases to facilitate the implementation of the resource allocation model within the Faculty

Risk Mitigation and Management

Reviews non-routine contracts and agreements, and consults central units (e.g. Legal Services, Secretariat, Insurance) where appropriate
Negotiates changes to contracts/agreements
Develops business plans for new academic programs/initiatives
Identifies risks and performs risk assessment
Manages risks to control/minimize risk exposure while maximizing the opportunities
Provide strategic advice and recommends courses of action to Faculty leadership regarding risk management
Lead and provide guidance to audit processes; provide management responses, and track actions

Faculty Governance

Serves as Secretary (or a member) on the Faculty Council – one of the Council’s three officers (Chair, Vice-Chair and Secretary)
Serves as a member of the standing committees, such as the Chairs and Associate Deans Committee (CAD), the Academic Policy Committee (APC), the Planning Committee and the Staff Advisory Committee
Oversees the faculty Tenure and Promotion process
Oversees searches for departmental Chairs/unit Directors and equivalent
Liaises between the Faculty and the University governance e.g. University Secretariat on policy matters
Responds to queries from the University governance on behalf of the Faculty
Responds to information requests (e.g. FIPPA requests)

Policy Development and Compliance

Develops Faculty-wide policies, in consideration of Faculty practices as well as University policies and procedures
Interprets University policies and seeks clarification from the Secretariat where appropriate
Recommends solutions to complex policy issues

Special Projects

Assumes administrative leadership of special projects, as directed by the Dean;
Supports the development of new academic programs/initiatives, new research centres, and the re-alignment of existing programs/structures/systems; the focus may evolve from time to time
Provides administrative leadership for new strategic initiatives
Transforms the administrative infrastructure in support of the Faculty’s strategic plan, e.g. automation of faculty/non-faculty appointment processes
Provides critical support and prompt responses during crises

Communications and Relationship Management

Drafts and finalizes important memos, emails or other forms of communication on behalf of the Dean or the Vice-Dean
Assists the Faculty leadership with correspondence dealing with sensitive matters that may require considerable discretion and judgement
Establishes and nurtures sound working relationships with the leadership team as well as internal and external stakeholders
Interacts regularly with members at all levels of the community
Accurately represents the Faculty leadership’s position to help move forward decision making

Leadership on Finance, Budget and Human Resources

Oversees financial administration and management including financial planning, budgeting, accounting, reporting and internal audits to maintain financial integrity
Design and implement organizational structure changes in response to Strategic priorities
Directs staff merit reviews, goal setting strategies, and compensation reviews
Provide leadership for faculty review processes
Provides oversight with specific guidance and support to academic units as required
Ensures optimal resource allocation in support of the mission and priorities of the Faculty
Fosters a positive, nimble, cohesive and constructive working environment across the Faculty
Recommends and implements structural re-alignment if necessary
Advises on staff- and faculty-relations which may involve discipline in accordance with University policies
Approves budgets in consultation with the Dean/Vice-Dean as appropriate
Resolves complex budgetary issues
Monitors the cost of the Faculty level administrative services, analyzes data and recommends solutions

Represents the Faculty on Administrative, HR and Financial Matters

Serves on University committees and working groups to support institutional strategic initiatives

Required Qualifications

Education

University degree is required; an MBA or equivalent combination of education and experience will be considered an asset
Understanding of legal and contractual framework/terms an asset

Experience

10 years of extensive and relevant experience in a university or comparable environment; with proven track record of achievement
5-year direct experience in proactive management of large budgets; specific experience in activity-based budget model will be an asset
Significant experience in building consensus and influencing decisions in an academic environment

Knowledge/Skills/Abilities

Exceptional interpersonal, communication and presentation skills with proven strength in building relationships with stakeholders at all levels
Extensive experience in operational leadership, strategic thinking, and change management, with the ability to identify inefficiencies and implement solutions to improve processes and systems
Demonstrated experience in taking a strategic approach, ability to track key performance indicators, metrics and measures to ensure success and accountability
Exceptional organization and time management skills with a proven commitment to quality assurance, accuracy and fiscal responsibility
Proven ability to work cohesively to encourage change management while communicating broadly with key stakeholders
Expert knowledge of trends and alternatives in relation to activity-based budgeting
An enthusiastic and motivated individual with the ability to help create, and sustain a transparent and collaborative organizational structure focused on continuous improvement
Advanced proficiency with Microsoft Office suite

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

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Executive Officer, Faculty of Environment