Manager, Leadership Team Operations

Reporting to the Director, College Governance & Strategy, the Manager, Leadership Team Operations is responsible for the management and efficient operation of the executive office. The Manager acts as an advisor to the Leadership Team and provides effective management, direction, research, and recommendations to the Leadership Team and leadership support team of executive and administrative assistants. The Manager, Leadership Team Operations manages and coordinates the leadership support team. Key positions reporting directly to the Manager, Leadership Team Operations are:

• Executive Assistant to the President, Vice President, Finance & College Services and Associate Vice President, People, Equity & Inclusion
• Executive Assistant to the Vice President, Academic
• Executive Assistant to the Vice President, Students & Community Engagement

Working closely with the Director, College Governance & Strategy, the position is responsible for ensuring overall consistency and compliance with college policies, procedures, and frameworks. This involves a thorough knowledge of the College’s vision, mission, strategic goals, collective agreements, partnerships, agencies, and any other associated documents or agreements that govern the College’s compliance with policies and standards. The Manager, Leadership Team Operations is responsible for providing independent leadership on committees, projects, and initiatives that support the overall operations and goals of the Leadership Team. With the authority to act on behalf of the Director, College Governance & Strategy, the Manager, Leadership Team Operations must use sound judgment and diplomacy to manage and solution around issues and concerns brought to the attention of the Leadership Team. NIC is an inclusive College and accordingly the Manager, Leadership Team Operations must demonstrate a strong commitment to teamwork, collaboration, equity, and inclusion.

Position Competencies

• Creates a Positive Climate and Culture
• Effective Communication Skills
• Effectively Develops Goals and Objectives
• Focuses Effectively on Key Results and Priorities
• Demonstrates a Focus on Continuous Improvement
• Interpersonal Effectiveness
• Developing Others
• Championing and Adapting to Change

Duties & Responsibilities

Management of the Executive Office and Leadership Support Team

• Oversee and effectively manage the day-to-day operations of the Leadership Support Team.
• Manage and support the positions directly reporting to the Manager, Leadership Team Operations by delegating tasks, providing direction and support, and ensuring responsibilities are met to the College and its policies, processes, and standards.
• Develop the annual work cycle for the Leadership Team and establish weekly and daily priorities in consultation with the Director, College Governance & Strategy and Leadership Team.
• Coordinate and manage various committees and/or funds within the responsibility of the Leadership Team.
• Manage and support the activities of the Leadership Team including researching issues or questions, initiating follow-up activities from meetings and advising colleagues of decisions affecting operations, and coordinating and monitoring policies, processes, and procedures that govern College-wide decision-making authority.
• Assist the Leadership Team in handling personnel issues including complaints, concerns, and reports.
• Assist the Leadership Team in handling labour relations and collective bargaining issues by meeting with appropriate parties to gather information on issues and provide information and recommendations to the Director, College Governance & Strategy as well as provide direction on behalf of the Director, College Governance & Strategy.
• Coordinate and ensure the completion of the performance evaluation process for all direct reports.

Operational Coordination & Communications

• Liaise with the College community and direct staff in other divisions and departments on behalf of the Leadership Team.
• Act on behalf of the Leadership Team in appropriately communicating to provincial ministries and other agencies when requesting information and addressing critical issues.
• Coordinate informational responses to inquiries directed to the Leadership Team regarding policies and procedures, administrative issues, financial issues, and educational programs.
• Lead the development of policies and procedures in consultation with the Leadership Team.
• Develop the process for the assignment of workspaces and coordinate multidivisional space needs in consultation with Facilities and other departments on behalf of the Leadership Team.
• Coordinate planning and the development of processes in consultation with the Director, College Governance & Strategy.

Project Management & Budgeting

• Monitor and report on the progress of projects under the oversight of the Leadership Team.
• Work closely with the Leadership Team to develop, coordinate, and implement project framework, plans/documents, and procedures.
• Prepare, manage, and monitor budgets under the direct purview of the Leadership Team, providing recommendations on priorities as applicable.
• Work closely with the Leadership Team and Budget Officers regarding concerns with budgets and the budgeting process.

Records Management & Reporting

• Maintain and update significant and confidential documents.
• Support the handling of internal and external queries regarding the Freedom of Information and Protection of Privacy Act (FOIPPA) and ensure all documents presented for requests are in accordance with FOIPPA.
• Support the development, review, and revision of policy and procedures to ensure college compliance with FIPPA legislation, including record storage and retention.
• Prepare and coordinate submissions, reports, and other documents.
• Research and compose a wide variety of notices, reports, contracts, and other documents intended for both internal and external audiences, including government offices, agencies, and community organizations.

Required Education & Experience

• A Bachelor’s degree or equivalent in a relevant discipline.
• Minimum five years of administrative management experience, preferably in a managerial or senior support role within a post-secondary environment.
• Experience with or knowledge of budgetary processes including the administration and monitoring of budgets.
• Demonstrated experience managing employees in a unionized environment and administering collective agreements.

Required Knowledge Skills & Abilities

• Exceptional leadership and management skills.
• Excellent verbal and written communication and presentation skills.
• Demonstrated ability to undertake research projects and to create reports and documents.
• Demonstrated strong work ethic.
• Ability to communicate professionally and to effectively and respectfully work with individuals at all levels within the College in a variety of consultative and collaborative processes.
• Strong self-starter and superior team player.
• Advanced proficiency in business software, applications, and technology, including but not limited to Microsoft Professional Suite applications, Adobe Acrobat, and videoconferencing.
• Committed to upholding confidentiality, sensitivity, and exercising discretion when dealing with contentious issues in an environment of changing priorities and demanding timelines.