Job Description:
Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 38 majors.
Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.
Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.
Our vision at Career Services is to engage students in transformative experiences beyond the classroom, through work integrated learning and career exploration. We connect industry partners with skilled and motivated students who positively impact our local, national and global community.
We are intentional in our approach and have our mission, vision and guiding principles to direct us in the transformative services we offer.
We believe that no student is left behind and are committed to four objectives to ensure this; growing experiential career development for all students, delivering exceptional value to our partners (internal/ external), increasing graduate employment, and ensuring sustainability through diversification of services and funding.
Career Services is going through its own transformation, and as a high performing team, this will enable us to innovate and build an agile ecosystem that delivers new services and experiences for our students and partners.
Reporting to the Director of Career Services, this position oversees the portfolio of department operations, which includes administrative, technology, communications, promotions, events, data, and the financial review and reporting for Career Services.
This role is responsible for the supervision of the Operations Support team and provides leadership continuous improvement of processes and systems that supports Career Services ongoing service delivery, operations, new initiatives and meeting of goals.
The role is accountable for integrated coordination of departmental processes and technology to ensure efficiency, service excellence, and continuous improvement that ensures scalable and sustainable services.
The incumbent is a member of the Career Services leadership team and is a major contributor in designing and delivering the departmental vision and the strategic plan. The incumbent works in close collaboration with the Director and Managers, to support and deliver impactful services to MRU students and partners.
The position requires a high level of independence and responsibility, initiative, effective oral and written communication skills and exceptional organizational, analytical and critical thinking skills to meet all department needs. A high degree of discretion and confidentiality must be demonstrated.
This position is a full-time role working 35 hours per week.
Operations and Continuous Improvement
Lead an operations team that supports the administrative, technology, communications, recruitment, engagement, events, data, job boards, and the financial review and reporting for Career Services
Act as a departmental continuous improvement lead to ensure highest possible service standards and efficiency
Work together with the operations support team to ensure work is done with accuracy, in set time lines and delivered with service excellence
Utilize change and project management skills when implementing new services, technology, and processes, driving innovation and continuous improvement initiatives and programs
Implement business continuity and quality assurance protocols to ensure quality service and uninterrupted operations
Continually assess, and collaboratively work with cross-functional teams to actively search for and implement improvement to processes, and systems, while maintaining value to stakeholders
Create process maps, process documentation, templated emails and other work tools to support training, and clear processes for ongoing operations
Research and enable technology integration and automation of processes to improve service quality and speed
Manage timely data collection and reporting to keep department members and Leaders informed to meet targets
Facilitate resolution of issues/problems between business units and/or departments
Resolve enquiries and complaints which are escalated
Conduct budget reviews and financial reporting; monthly, quarterly and year end for MRU budget system and department E-commerce system; report concerns to the Director
Ensure operational activities remain within a defined budget
Process vendor contracts
Assist the Director with the development and forecast of budget and staffing plans
Ensure department activities are compliant with MRU policies, procedures throughout the workflow process
Act as the main point of contact with other departments at the University (i.e. FOIP, Legal, Risk, Finance, etc.)
Coordinate staff meetings and planning sessions; agenda, prepare materials, catering, set up and tear down
Ensure all repairs and maintenance requests and renovations, purchases are carried out and resolved
Oversee materials and inventory management
Leadership and Supervision
Lead, motivate, and support the operations support team that executes the administrative, technology, communications, promotions, events, data collection and reporting, and job boards
As a member of the leadership team, work closely with the Director and Managers to develop services and goals
Work together with the Leadership Team to ensure all programs, services, and projects are resourced and executed in an efficient and coordinated manner and able to sustain in ongoing operations
Set priorities, and provide direction to the staff to meet established goals
Monitor departmental performance against goals to ensure that progress is being made, and collaboratively course correct to ensure success
Support team productivity by ensuring effective process design and workflow; address inefficiencies, ensure proper technology integration and utilization of resources, tools, and talent
Responsible for recruitment, hiring, training, coaching, mentoring and performance management of direct reports
Develop and maintain effective training and development plans, with accompanying user guides and other work tools
Develop the strengths and competencies of staff in applying learning and development theory to practice to support team group and development
Provide staff with support and resources and work performance plans to help them to effectively do their jobs to the best of their abilities
Cultivate organizational success through leading, motivating, influencing, mentoring and inspiring based on strengths, competencies, performance, and merit
Support the departmental effort in building a culture of evidence-based decision making, innovation and outstanding efficiency
Lead by example to foster and support a culture of service excellence, collaboration, solution driven for the purpose of maintaining a strong business unit
Establish and promote a climate of inclusion, diversity, and transparency, unifying the department to deliver exceptional value to our students, partners, and stakeholders
Applied Research and Continuous Improvement
Research and maintain currency in process best practices, systems development and technology integration
Research and analyze problems presented by the Director, to determine information requirements and identify possible solutions/responses. Identify data sources, collect and organize information as necessary
Undertake policy-related research and other special assignments, as requested by the Director
Ensure accurate data collection and reporting by collaborating with the team of Career Services, and relevant university departments
Operating in a dynamic environment, contribute to annual planning and improvement initiatives which may require pivot or perseverance strategies in response to environmental or funding changes
Conduct research on companies to provide credibility and support the work of the Mount Royal Foundation
Other
Three or four year bachelor degree or equivalent related credential
Minimum 3 - 5 years of experience in application management and technology support
Decision maker with a creative solution-based mindset
Proven track record in collaborating with strategy and administrative teams to execute initiatives and projects
Experience leading a team with a passion for client excellence
Ability to meet deadlines; strong organization skills and ability to prioritize multiple tasks and projects
Dynamic verbal and written and visual communication skills with the ability to express ideas and solutions to all stakeholders in clear understandable language
Outstanding analytical skills
Strong attention to detail and ability to focus on complex tasks in a dynamic office environment
Experience and comfort in liaising with clients at various levels of authority
Ability to work both independently and on various teams/working groups
Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.
At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.
Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre.
Our campus offers the convenience of a full medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees and the public.
MRU supports full immunization as the best way to protect yourself and our campus community and strongly recommends vaccination against COVID-19.
Union: MRSA
Position Class: (SAD10) Administrative Services X
Salary: $69,794 - $88,321 per annum
Closing Date: June 20, 2023
A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).
All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.
Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. Please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at http://www.cic.gc.ca/english/study/index.asp.
