Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level C

Job Title Operations Manager

Department Research Administration | Office of Research | Faculty of Medicine

Compensation Range $6,677.33 - $10,433.50 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 April 29, 2023

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

Job End Date Mar 31, 2027

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  This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
Canada\xe2\x80\x99s Immuno-Engineering and Biomanufacturing Hub (
CIEBH ) (the \xe2\x80\x98Hub\xe2\x80\x99) aims to align the critical mass of immuno-engineering with biomanufacturing and public health strengths concentrated in BC academic institutions and industry, with our Pan-Canadian, multidisciplinary, multisectoral coalition of partner institutions across six provinces. CIEBH\xe2\x80\x99s vision is to make Canada a global powerhouse for developing next-generation immune-based therapies in response to pandemics and other health threats that can be rapidly produced domestically using the latest innovations in biomanufacturing. Through strong and coordinated governance, CIEBH will facilitate multidisciplinary applied research, increase specialized infrastructure, and support training and talent development in biomanufacturing in order to accelerate the translation of promising research into commercially viable products and processes.

Working under broad directions from the Executive Director, the Operations Manager will manage operational activities of CIEBH, while supporting implementation of initiatives for CIEBH.

Organizational Status
Our Vision: To Transform Health for Everyone.

Ranked among the world\xe2\x80\x99s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty \xe2\x80\x93 comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well as approximately 650 full-time academic and 8,500 clinical faculty members, is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally-based centres across the province.

This position reports to Executive Director, CIEBH. This person will work with staff within CIEBH, as well as external agencies and health care professionals, community organizations, and the general public. The incumbent plays an important role in the administration and execution of CIEBH.

Work Performed
Strategic Initiatives and Direction:

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  Manages and oversees the implementation, project planning, and development and execution of strategic priorities, goals and objectives for CIEBH from inception through completion; participates in committees, working groups, task forces as required in support of strategic priorities and administrative and operational efficiencies ensuring wide ranging stakeholder representation and engagement.
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  Researches, designs and delivers regular reports to the Executive Director for discussion with the UBC and Faculty Executives regarding progress towards plan initiatives and actions.
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  Works under the direction of the Executive Director to develop and recommend a plan for long-term sustainability to support the continuation and expansion of the Hub.
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  Manages the development of strategic administrative and research initiatives for CIEBH and its members; responsible for developing management and administrative functions for the Hub that align with its mission, vision and strategic priorities and those of UBC.
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  Plans and directs delivery of operational services and systems; leads business process reviews and operational effectiveness initiatives.
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  Leads operational change initiatives., including, but not limited to, improving the overall operational practices, policies and procedures.
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  Develops and implements the required operational and system changes required to maintain optimal support

Human Resources and Finance:

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  Manages with the strategic planning and management of human resource activities in CIEBH ensuring equity and compliance with employment agreements.
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  Manages the Hub\xe2\x80\x99s human resources services, employee relations, staff development, equity and terms of employment.
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  Directs, creates and implements short and long-term strategic human resources plans
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  Ensures engagement opportunities for staff, faculty, and trainees involved in the Hub through meetings, events, participating in projects and committees, inclusion in CIEBH and UBC-wide activities, individual and group consultation, etc.
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  Liaises with Faculty of Medicine Finance staff and other UBC finance personnel to prepare budgets and provide support on finance matters.
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  Ensures training needs are identified and training opportunities are made available.

Communications and Knowledge Translation:

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  Works with UBC Communications, Faculty of Medicine\xe2\x80\x99s Office of Creative and Communications and Development and Alumni Engagement Office to assist with development, implementation and maintenance of CIEBH communication strategies and systems, tools and projects (website, email distribution lists, communication, social media accounts, bulletins/newsletters, reports, etc.).
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  Oversees CIEBH\xe2\x80\x99s internal and external communications ensuring recognition of the Hub\xe2\x80\x99s achievements.
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  Identifies relevant external stakeholders and develops effective knowledge translation activities (e.g., lay summaries, workshops, etc.) to disseminate research findings from the Hub\xe2\x80\x99s research activities of faculty and trainees.

Other:

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  Interprets University, Faculty, and partner institution policies and procedures; develops and implements CIEBH policies and procedures in alignment with these and to meet goals and objectives in consideration of relevant internal and external requirements.
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  Participates in various committees and working groups, contributing towards goals and objectives.
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  Exercises considerable judgment and decision making in CIEBH administration and human resource management.
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  Acts on behalf of CIEBH as delegated/requested by the Executive Director
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  Provide general day-to-day support, as required, to the Executive Director
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  Other related duties as required.

Consequence of Error/Judgement
Considerable judgement is required for all areas of the Hub\xe2\x80\x99s development, operations and resource management including the delegation of responsibilities and decision-making. Errors in judgment could lead to inappropriate decisions impacting CIEBH\xe2\x80\x99s finances and other resources, the efficiency and effectiveness of CIEBH\xe2\x80\x99s operations and the reputation of the Hub, involved Faculties and University.

A high degree of accuracy and initiative is required and relied upon by the Hub\xe2\x80\x99s academic leaders and others in decision-making and effective implementation of strategic priorities, operational management, problem resolution and in addressing unique situations and opportunities.

Errors in judgement in handling personnel issues could lead to legal/financial issues, disruption to the Hub\xe2\x80\x99s activities, grievances and impact the reputation of the Unit, Faculties and University. Failure to engage relevant parties and to provide strong leadership in the development and implementation of initiatives will negatively impact the effectiveness in achieving its strategic goals.

Supervision Received
The Operations Manager works independently, reporting to the Executive Director. Exercises considerable independent judgement and initiative in the planning and implementation of projects. Work is reviewed in terms of achievement of long-term goals.

Supervision Given
Supervise other Hub support staff and students as required. Provides direction and/or training around finance and HR policy and process to faculty, research staff and students.

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

• Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

• Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
A post graduate degree in a relevant discipline including the business, biological, biomedical, health, or social sciences is strongly preferred. Experience working at a management level within an academic setting with related experience in strategy development and implementation of academic and research programs. Experience in an administrative role managing complex relationships, preferably in a University environment or other large organization is also desirable. Faculty and leadership experience in a university environment preferred. Knowledge and experience in organizational governance. Demonstrated experience in financial, human resources and communications management.

Demonstrated experience in UBC financial, human resources and communications management is an asset. Proven ability to successfully recruit, mentor, manage, discipline and terminate staff. Proven ability to work with or direct and lead a team. Proven ability assessing opportunities in a variety of science and technical disciplines. Excellent research, analytical, negotiation, partnership development, project management, organizational and interpersonal skills. Ability to deal tactfully with a diversity of people in a calm, courteous, and effective manner. Excellent oral and written communication skills. Mastery of English grammar and punctuation is essential, with the ability to read health research text analytically and critically, and make substantive editorial recommendations to improve readability, clarity and impact.

Superior writing and effective translation of complex scientific information into clear and succinct language for a broader audience is essential. Creative problem solving and decision-making; mentorship abilities. Computer competency with knowledge of spreadsheet, database, and word processing applications. Ability to work at the highest strategic levels, to gain and maintain the respect of senior administration and also to take strategy and move it through to tactics and action. Ability to deal with senior University Officers and external stakeholders in a manner which facilitates cooperation and consensus building. Ability to be comfortable, credible and persuasive within academic, government or business environments; ability to initiate, build and nurture academic and research partnerships. Demonstrated effective leadership, motivational and planning abilities. Demonstrated ability to work collaboratively and interact with empathy, understanding, and humility with people from diverse backgrounds and with diverse identities, perspectives, and behaviors. Excellent political acuity, tact, judgment and discretion. Ability to interpret and evaluate policy and procedural requirements. Must be highly self-motivated and sustain a high degree of initiative. Proven ability to analyze, prioritize and work effectively under pressure to meet deadlines. Proven judgment and decision-making skills, particularly in areas where there are no established policies or guidelines. Ability to take initiative, manage effectively and meet goals in a complex environment. Ability to foresee, prevent and resolve conflicts and other problems.