Operations and Special Projects Manager

University of British Columbia · Vancouver · CA$8,087–CA$12,117/month (stated in the posting)

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

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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
The Operations and Special Projects Manager is responsible for leadership and oversight of a broad range of functions, resources, and systems for the Indian Residential School History and Dialogue Centre (IRSHDC or “Centre”). The position provides senior-level oversight for special projects, including multiple, concurrent and large-scale grant-funded research projects and initiatives arising from the Centre’s ongoing programs and relationships. The Manager also directs the Centre’s core operational and administrative functions, including facility and building operations, financial management, and the development and implementation of comprehensive policies and procedures.

Central to this role is meaningful, ongoing engagement with Survivors and Indigenous and community organizations. This work requires a deep understanding of the historical and ongoing impacts of the Indian Residential School system, and demands exceptional cultural humility, relational sensitivity, and trauma-informed awareness in every aspect of the position’s responsibilities. The ability to build and sustain trust with Survivors, Indigenous communities, rights holders, and Indigenous-led organizations is foundational to this role.

This position is further responsible for facilitating high-level collaboration across portfolios to advance the Centre’s strategic planning and priorities.

Organizational Status
This position reports to the Director, IRSHDC, under broad strategic direction of the Academic Director. The Operations and Special Projects Manager works closely with the IRSHDC’s management team and with staff and project teams across all functional areas of the Centre. The position regularly works with UBC departments and stakeholders (e.g. First Nations House of Learning, Building Operations, Academic Directors and leadership in other units, Indigenous elders, etc.), as well as external contractors and suppliers, funding bodies, research centres, and governmental organizations and bodies (e.g. Ministry of Indigenous Relations and Reconciliation, Crown-Indigenous Relations and Northern Affairs Canada, etc.) in addition to Indigenous individuals and community groups throughout BC and Canada . Given the Centre’s mandate, the incumbent must approach all interactions, both internal and external, with a high degree of tact, discretion and respect for the dignity and lived experiences of those the Centre serves.

As this position manages procedures, projects, and initiatives that are regularly in a state of evolution and adaptation, it requires an individual who is comfortable providing cross-team leadership in an atmosphere of iteration, complexity, and ambiguity while systems and processes are being established and continue to evolve. It requires someone who can demonstrate flexibility, cultural humility, and relational leadership in shaping those systems and processes.

Work Performed

Special Projects

• Provides oversight of the Centre’s special projects, ensuring that projects are initiated, resourced and executed in alignment with the Centre’s strategic priorities and in a manner that honours the dignity and trust of Survivors, Indigenous communities, and other partners. Navigates the complex relational, cultural and institutional considerations that shape each project’s design and implementation.

• Identifies and proposes potential projects, drawing on knowledge of the Centre’s strategic direction and community relationships to surface initiatives that merit attention, while respecting that final decisions rest with the relevant advisory bodies.

• Leads projects from inception to completion, including the development of comprehensive project plans, timelines, budgets and risk mitigation strategies.  May design or collaborate with community partners in the creation of project ideas.  Ensures projects outcomes are delivered to the satisfaction of all partners and collaborators.

• Facilitates communication and collaboration between project teams, partners, stakeholders, exercising a high degree of cultural sensitivity, tact and discretion. Navigates relationships with Survivors, Indigenous communities, and external funding bodies and research partners with care and relational integrity.

• Identifies, analyzes, and manages risks and opportunities unique to each project, and recommends improvements to community partners on the design and/or implementation of the project to ensure project objectives are met in an efficient, timely, and economical manner.

• Leads the planning and coordination of Centre-wide events, working with event leads and support staff to assess event logistics and execution. Oversees event planning budgets and expenditures from start to finish. Works across the team to improve event coordination and execution processes.

Operations

• Advises Director and Academic Director on strategic planning and Centre-wide policy development, providing analysis and recommendations that inform senior-level decision-making.

• Provides strategic leadership for the Centre’s operational infrastructure including capital projects and renovations, developing, implementing, and maintaining comprehensive policies and procedures with broad impact across the Centre. This includes policies governing safety and risk management, data security and quality assurance, and facility and space use.

• Responsible for the office facilities, and oversees records management and service contracts. Researches, negotiates, and finalizes agreements, contracts, and purchases relating to building maintenance, equipment, and furniture. Identifies and recommends effective space utilization methods.

• Develops, implements and maintains comprehensive operational policies and procedures having broad impact across the Centre, including policies that govern safety and risk management, quality assurance and data security.

• Provides leadership and guidance for addressing confidential, sensitive and/or urgent communications received by the Centre, maintaining a comprehensive understanding of the Centre’s structure, mandate and priorities. Ensures that all incoming communications are triaged and responded to with the care, sensitivity and discretion that the Centre’s relationships require.

• Ensures compliance with UBC and IRSHDC policies and procedures, including quality assurance and data security. Contributes to internal health, safety, and wellbeing strategies and initiatives.

Administration

• Works with Director to plan the Centre’s Operating Budget, providing strategic analysis and recommendations relating to budget directions.

• Serves as the Secretariat for Indigenous Advisory Committee (IAC) and other advisory and consultative bodies, requiring a high degree of cultural sensitivity, discretion, and understanding of the Centre’s relationships with Survivors and Indigenous communities.
• Manages HR and staffing operations for the unit, including developing consistent and culturally appropriate HR procedures and practices, and ensuring compliance with UBC collective agreements, policies and procedures.
• Other appropriate and related duties as assigned

Consequence of Error/Judgement
This position requires a high level of judgement, tact, discretion and initiative. Given the Centre’s mandate and its relationship with Survivors and Indigenous communities, the consequences of errors in judgement extend beyond organizational risk; they carry the potential to cause direct harm to individuals and communities who have already experienced loss and trauma. The incumbent must approach every interaction and decision with this responsibility clearly in mind.

Errors in judgement with internal or external stakeholders could have serious negative impact on the IRSHDC and the University, resulting in legal suits, poor public relations, financial costs or loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent is expected to respond well to unexpected circumstances and exercise good independent judgment.

Must demonstrate exceptional public relations and interpersonal skills in dealing with the high-profile members of Indigenous community, Survivors, the university, staff and faculty, senior administrators and members of the government. Inappropriate or errant communication of sensitive issues could have a serious impact and have legal implications.

Supervision Received
Must be highly self-directed and take initiative, while working autonomously under the direction of the IRSHDC Director. Receives strategic leadership from the Academic Director.

Supervision Given
Manages and supervises staff, including administrative and project coordinators, assistants, student staff.  Responsible for hiring and performance evaluations. Oversees project teams and provides management and direction for their work.

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’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Masters degree in relevant discipline preferred (e.g. MLIS, Indigenous Studies).

• Proven record of successfully managing complex projects, including experience with project planning, budgeting, and risk management.

• Strong leadership skills, including experience managing cross-functional projects and teams, with the ability to lead project teams, engage productively with conflict, and utilize the strengths of team members to achieve optimal outcomes.

• Demonstrated initiative and skills to solve problems independently and collaboratively, with excellent analytical thinking and sound independent judgement.

• Ability to work independently and productively within a highly collaborative team environment

• Familiarity with both traditional and agile forms of project management; proficiency in project management software and tools, and high proficiency with Microsoft suite of programs

• Ability to skillfully negotiate, compromise and resolve issues; excellent organizational, oral and written communication and interpersonal skills.

• Demonstrated experience developing and maintaining respectful relationships with Survivors, Indigenous communities, rights holders, or Indigenous-led organizations, including familiarity with appropriate cultural protocols and consultation practices. Experience engaging with First Nations, Metis and Inuit peoples and communities, demonstrated Indigenous cultural competency including knowledge of Indian Residential School system, and prior work with cultural centers or museums, is strongly preferred.

• Experience working in trauma-informed or culturally safe environments, or willingness to undertake relevant training

• High level of emotional intelligence and awareness with the ability to work and lead in a relational manner and exercise confidentiality, tact, cultural humility, and discretion in all aspects of the role.

• Demonstrated ability to maintain accuracy, attention to detail, prioritize work, manage multiple projects and tasks, and work under pressure to meet deadlines in an environment of complexity and cultural sensitivity, exercising confidentiality, tact, cultural humility, and discretion

• Ability to plan and ensure efficient records management procedures and practices are followed
• Excellent time management skills and the ability to work flexible hours, including evenings and weekends, as required
  

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