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Position Summary:
Reporting to the Director, Communications and Administration, the Associate Director, Administration supports the effective management of the Communications and Institutional Relations (CIR) portfolio by overseeing core administrative functions and contributing to the oversight of operations across units. The Associate Director plays a central role in ensuring that administrative activities including finance, human resources, and planning, are aligned with the portfolio's strategic priorities and the broader goals of the University. They support service delivery across CIR by contributing to the oversight and continuous improvement of specific shared service units, such as translation, editorial, and graphic design, on an as-needed basis. Working closely with functional leads, the incumbent helps ensure these services are delivered efficiently and in alignment with the evolving needs of the portfolio.
Primary Responsibilities:
Manage the administrative functions across the CIR portfolio, supporting unit heads in the areas of finance, human resources, operations, and reporting.
Provide operational oversight for specific units, as needed, with a primary focus on services such as translation, editorial and graphic design. Responsibilities include monitoring service levels, optimizing workflows and technology use, and incorporating client feedback to drive continuous improvement.
Supervise employee(s) with responsibilities in finance, human resources, and administrative support, ensuring clarity of roles, consistent standards, and strong performance management practices.
Support the Vice-President and the Director, Communications and Administration, in preparing and managing the annual budget, ensuring compliance with institutional guidelines and alignment with strategic objectives.
Liaise with Human Resources on staffing matters, including recruitment, onboarding, organizational planning, and staff development initiatives.
Contribute to CIR's planning cycles by developing internal tools and documentation and ensuring timely follow-up on strategic priorities.
Develop and implement internal procedures and workflows to support consistency, efficiency, and operational excellence across units.
Prepare reports, dashboards, and briefing materials for senior leadership, ensuring accurate and timely delivery of key information.
Serve as a resource and point of contact for administrative staff across the portfolio, providing guidance and promoting best practices.
Act on behalf of the Director, Communications and Administration, as needed on operational and administrative matters.
Other Qualifying Skills and/or Abilities
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