| Date: |
January 1, 2016 |
| Reports to (Job Title): |
Chief Information Officer |
| Jobs Reporting (Job Titles): |
Executive Assistant
Administrative Assistant
Financial Administrative Assistant |
| Department: |
Information Systems & Technology |
Location: |
Main Campus |
Grade: |
USG 14
35 hr/wk
|
Primary Purpose
This position is responsible for financial oversight, human resources administration, and management and oversight of administrative functions within Information Systems and Technology (IST). The Executive Officer provides strategic and operational advice and support to the Chief Information Officer (CIO) and the IST Directors. This position also provides leadership and support on special projects and strategic initiatives.
Key Accountabilities:
1. Financial management, including but not limited to:
- Co-ordinates the development of IST’s annual operating and project budget, working closely with the CIO and IST Directors regarding IST and UW initiatives
- Review IST’s operating and project budget with the CIO on a regular basis certifying that funds are available to support IST’s activities
- Works in alignment with the CIO to assess, develop, improve and promote strong financial controls in IST, ensuring that university policies and procedures are followed
- Ensure coordination among IST groups in the development of the IST’s annual operating and project budget
- Monitor and report on the financial status of IST projects and operations
- Liaison with IST groups with respect to budget issues
- Administers the salary increase process for staff in IST
- Provides direction to others in IST with regard to financial structures for operating and research funds
- Authority for all IST accounts
2. Human Resources Administration, including but not limited to:
- Support the CIO in the recruitment, retention, and advancing outstanding staff within IST
- Monitor and align the administrative structure of IST to ensure that human resources are efficiently and effectively managed
- Oversee development of all new staff position descriptions and reclassification requests
- Coordinate the staff performance evaluation process in IST, ensuring that the criteria for performance ratings are consistent across units
- Ensuring adherence to University policies in all human resource operations and activities
- Review and assess new position requests for financial viability and alignment with IST’s mission to support UW with effective information systems and information technology for administration, teaching/learning, and research.
- Ensure hiring guidelines established by the CIO are being implemented by the organization
- Monitors and provides advice for the recruitment and hiring of staff in the units, and participates in the hiring process on request
- Is available for consultation on all issues related to staff, including performance concerns
- Coordinates training and development programs for staff
- Serves as liaison to Human Resources with regard to all IST staffing issues. This includes job descriptions, performance evaluations, and payroll records
3.Administrative Leadership
- Support the CIO in advancing internal and external relationships
- Provide advice and support to the CIO’s direct reports
- Attend meetings with or on behalf of the CIO to ensure that appropriate follow-up occurs and that the CIO is briefed on all issues and outcomes
- Serving as a resource to consult and advise on internal and external information and the interpretation and application of UW policies, procedures, guidelines and practices
- Provide leadership and direction to administrative staff in IST, fostering constructive working relationships, setting an effective team agenda and ensuring performance goals are set and achieved.
- Oversee the efficient day-to-day operation of IST’s administrative activities
- Responsible for records and information management within IST in accordance with University records management and retention policies, guidelines and legislated requirements.
- Writes and disseminates departmental procedures and guidelines
- Works on continuous improvement of business practices across the department
- In consultation with the CIO, allocates space to groups within IST
- Oversees and co-ordinates short-term and long-term space planning for the department
- Oversees all moves and renovations
- Oversees all operations of IST space, including reporting necessary repairs and alterations, advising occupants of shutdowns, processing lock changes, and monitoring security and safety conditions
- Provides direction on space-related problems and issues
- Oversees issuing of work requests, provides client approval for all expenditures in IST
4. Strategic Advice and support, including but not limited to:
- Provide decision making support for financial and administrative areas in alignment with the CIO
- Assist the CIO to set priorities and ensure that resources are aligned with those priorities
- Integral member of the IST management team
- Provides confidential and strategic advice and decision support to the CIO as required
- Provides strategic information, advice, and counsel to IST Directors and staff
5. Special projects and strategic initiatives, including but not limited to:
- Work with IST Directors and Managers to develop and implement training for staff within IST
- Assisting in the design and implementation of strategic planning activities
- Design and implement new processes related to hiring
Position Requirements
Education:
University degree or equivalent education and experience in an administrative unit.
Experience:
The Executive Officer is the senior administrative staff position in IST. Applicants must have experience in roles of progressive responsibility and senior administrative experience in an academic setting. Advanced knowledge of and experience interpreting UW policies, procedures, and guidelines preferred.
Proven financial management experience including budget development and allocation, strong research, analytical, and technological skills with superior organizational skills and detail oriented.
Must demonstrate outstanding leadership and management skills. Excellent interpersonal skills with outstanding verbal and written communication skills, is a must. Tact, judgment, and diplomacy are essential. Must be confident, organized, and an accomplished problem solver. Must be able to quickly assimilate information and analyze data. Demonstrated ability to make independent decisions required. Ability to adapt to varying management styles is an asset.
Technical:
Experience with Microsoft Office programs, advanced experience with Microsoft Excel and Financial Oracle system required. Experience with myHRinfo as it relates to recruitment. Experience with SharePoint an asset.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| word |
excel |
powerpoint |
other |
Nature and Scope
Interpersonal Skills:
Within IST,
- Communicates with staff at all levels to deal with, influence and motivate.
- Communicates with IST management to promote, justify and settle highly sensitive matters.
Outside of IST,
- Communicates with IST management and staff to promote, justify and settle highly sensitive matters.
- Externally, this position will be involved in settling highly sensitive, confidential matters that are critical to the organization.
The Executive Officer is responsible for developing and maintaining strategic working relationships in all these areas in order to fulfill the primary purpose of the position.
Internal and External Contacts
Internal:
- CIO
- IST Directors
- IST Management Team
- IST Administrative Support staff and others in IST
- Senior administrative staff in other departments and Faculties
- Secretariat
- Vice-President, Administration & Finance
- Associate Provost, Human Resources
- Finance
- Human Resources
- Institutional Analysis and Planning
- Plant Operations
- Police Services
- Procurement and Contract Services
- Safety Office
External:
- Senior administrators and staff at other universities
- Contractors, suppliers
Level of Responsibility:
- Has signing authority for all operating and project funds within IST and ensures that the CIO’s decisions with respect to these funds are implemented.
- Is responsible for identifying changes in policies or systems and ensuring that they are communicated and procedures are put into place to implement them within IST.
- Acts on the CIO’s behalf for delegated tasks
Problem Solving
- The Executive Officer provides guidance and problem-solving support to the CIO and IST management on a wide range of issues involving budget and personnel matters, including interpretation of UW policies and procedures.
- Provides solutions to administrative problems, as appropriate; responds to these issues on behalf of the CIO as required.
Financial Accountability
- Responsible for ensuring proper administration and reconciling all IST accounts.
Decision-Making Authority:
Physical and Sensory Demands:
- Minimal demands typical of an administrative position operating within an office environment
Working Environment:
Travel
Occasional travel required.
Working Hours
Regular working hours, some evening/weekend work required.
Risks – physical and psychological
- Physical Risks – No significant risks
- Psychological Risks – Exposed to stress and pressure associated with senior level responsibilities, significant financial oversight and confidential human resource leadership.
