Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Business Operations, Level D

Job Title Operations Manager

Department Leadership | Bookstore | Student Housing and Community Services

Compensation Range $6,378.58 - $9,189.17 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 March 20, 2023

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

Job End Date

Job Summary
The Operations Manager is responsible for managing the UBC Campus Mail department and the UBC Bookstore\'s warehouse operation, both units are within the Student Housing and Community Services portfolio. The Operations Manager provides operational management for the department of Campus Mailing Services at the Vancouver Point Grey campus. This position is responsible for the University\'s relationship with Canada Post managing the on-campus courier program for the University. The Operations Manager is also responsible for the oversight of the Bookstore\'s warehouse facility that handles merchandise for multiple store locations. The nature of the work requires a knowledge of warehousing, warehousing systems, Bookstore and University policy and the ability to co-ordinate and facilitate work processes through discussion, analytical evaluation and scheduling to accomplish tasks in keeping with needs, policies and goals of the Bookstore.

Organizational Status
Reports to the Associate Director, Bookstore and Campus Mail and works with department managers within Student Housing and Community Services and across campus to support their needs.

Work Performed

Campus Mail Management Responsibilities

Develops and implements department-wide policies, procedures and programs to meet the targets and objectives of aforementioned strategic business plans and ensures consistent and effective implementation of all initiatives.

Establishes short term operational goals for the department, ensuring alignment with overarching department strategies and objectives.

Responsible for the University\'s relationship with Canada Post. Negotiates mail contracts and terms for the University.

Manages the on-campus courier program for the University. Ensures that couriers are used in a sustainable, cost effective way. Is responsible for the organization of courier shipments through Campus mail and the re-distribution of packages on campus.

Oversees the daily operations of UBC Campus Mailing Services which provides mail sorting and distribution to the entire UBC Vancouver campus, as well as to various off-campus UBC libraries and hospitals.

Manages the processing and movement of University records and other confidential packages and goods between different locations and Campuses.

Liaises with Central Receiving and Mail Services on the Okanagan Campus to leverage common practices and vendors where possible.

Continually, examines and evaluates work processes to find the most efficient, sustainable and cost effective ways to move packages, information and goods on Campus (both internally and externally).

Prepares, manages and continuously reviews the departmental budget. Makes recommendations for improvement to financial policies and procedures and the financial reporting system to provide increased efficiency, effectiveness and useful data for better decision making.

Manages all human resources issues at the department level; executes full cycle recruitment for all Campus Mailing Services Staff, oversees the new employee onboarding process, ensuring all new employees receive timely and accurate training and orientation and manages employee performance, empowerment and engagement programs and all employee relations for the department.

Bookstore Warehouse Responsibilities

Utilizing sound logistics and warehouse expertise, develops the overall strategic and long-range plans for the Bookstore\'s warehouse operation. Develops and executes department-wide policies, procedures and programs to meet the targets and objectives of aforementioned strategic business plans and ensures consistent and effective implementation of all initiatives.

Establishes short term operational goals for the department, ensuring alignment with overarching Bookstore strategies.

Oversees all logistical elements related to Freight (inbound and outbound) for the Bookstore operations (excludes billing).

Continually, examines and evaluates work processes, warehouse layout and merchandise movement to provide optimal warehouse operation, moving merchandise efficiently to the retail floor to support sales targets.

Liaises with departmental Managers to rationalize ordering and in-flow of merchandise so as to better utilize available space and staff resources.

Establishes key performance metrics and manages against these goals.

Manages all human resources issues; executes full cycle recruitment for all warehouse staff ensuring all new employees receive timely and accurate training and orientation and manages employee performance, empowerment and engagement programs and all employee relations for the department.

Prepares, manages and continuously reviews the warehouse budget including operational and capital expenses. Makes recommendations for improvement to financial policies and procedures and the financial reporting system to provide increased efficiency, effectiveness and useful data for better decision making.

General Responsibilities

Responsible for ensuring overall safety within Campus Mail and the UBC Bookstore operations. Co-chairs the safety committees.

Responsible for the distribution of regalia on the Vancouver campus; liaising with the Ceremonies Office, regalia supplier, customers and Faculty.

Manages the year-end inventory in cooperation with the Associate Director and the Finance Manager by liaising with the external inventory firm, setting store procedures and timelines for the count, managing the count process and ensuring that all information is properly documented.

Consequence of Error/Judgement
The Operations Manager is expected to make decisions with limited consultation. All processes and reporting must be accurate to ensure long-term viability of both departments. Poor decisions regarding campus mail and warehouse resource allocation could cause service delays and damage client relationships. Inability to effectively forecast campus mail service and warehouse demands and analyze costs can have a negative financial impact for Student Housing and Community Services.

Supervision Received
The Operations Manager works independently with considerable autonomy. Work is reviewed in terms of achievement of operational targets and long-term strategic goals as well as adherence with UBC policies and procedures and relevant accounting legislation. The position reports directly to the Associate Director, Bookstore and Campus Mail.

Supervision Given
The Operations Manager provides leadership to over 25 unionized employees through union supervisors in Campus Mail and the UBC Bookstore. Responsible for hiring, developing, reviewing and discipline utilizing University guidelines.

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

Preferred Qualifications

Experience working in a mail room an asset.

Strong financial and business acumen with a proven ability to interpret and analyze financial information.

Ability to develop and implement strategic plans, policies and procedures and manage projects through to completion.

Ability to effectively manage and prioritize organizational resources (e.g. people, materials, assets, budget).

Strong leadership skills with an emphasis on decision making, problem solving and the ability to foster a motivating and respectful work environment.

Ability to effectively manage and lead people, with preferred experience in a unionized setting.

Ability to innovate and streamline processes.

Familiarity with computerized financial systems and applications.

Familiarity with UBC financial and accounting systems is an asset.

Ability to assess, develop, coordinate, lead and evaluate training requirements.

Effective interpersonal, verbal and written communications skills.

University of British Columbia