Non-Academic Position Postings

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Posting Number: CPM-10498
Position Title: Executive Officer
Department: Office of the Dean, Lassonde School of Engineering
Category: Managerial/Professional
Reports To: Dean, Lassonde School of Engineering
Affiliation/Union: CPM
Salary Grade: H
Hiring Salary Range: $113,856 - $128,085
Maximum of Salary Range: $156,549
Hours of Work: 8:30 am - 4:30 pm
Full-Time / Part-Time: Full-Time
Duration: Permanent
 
Purpose:

Note: Application submission deadline is July 14, 2017.

Reporting to the Dean of the Lassonde School of Engineering, the Executive Officer is the chief non-academic administrator of the School, responsible providing strategic direction and operational oversight of all non-academic services in the School. The incumbent will have a focus on the financial management, planning and budgeting for the School and will provide direction and oversightto the Faculty management team related to : human resources activities; academic resource planning; strategic planning; School policy development; communications; facilities management and special projects. In consultation with the management team, the incumbent identifies researches and develops strategies to meet present and future needs in-line with School and University objectives. In addition, the Executive Officer represents the Faculty at meetings and liaises with senior administrators on behalf of the office of the Dean.
 
Responsibilities:
FINANCIAL MANAGEMENT:
Has primary responsibility for the development of multi-year financial plans that include revenue, enrolment income and cost projections. Oversees the production of financial reports and summaries, and multi-year modelling. Interprets and advises on the impact of various financial planning scenarios to support effective academic decision making. Leads the creation of business plans and models for new academic initiatives. Directs development and implementation, through subordinate resources, of School-specific financial policies, practices and procedures to ensure compliance with standards, policies and protocols and practices. Oversees audit and compliance reviews and provides guidance to academic leaders on implementation of required changes resulting from recommendations of such reviews. Participates with senior academic leaders and Provost in budget planning and review meetings. Maintains an understanding of budget pressures, to provide input to central complement and resource analyses, and to negotiate details of resource transfer or sharing. Overall responsibility for Risk Management of the School including ensuring the development and execution of Risk Management plans and measures considering appropriate financial and operational controls and processes are in place.

STRATEGIC PLANNING, MANAGEMENT AND IMPLEMENTATION OF FACULTY OBJECTIVES:
With the Director, Strategic Policy and Planning, oversees the development of the strategic planning process. Develops a framework to ensure alignment with institutional and academic objectives and promotes and ensures the efficient, accountable use of resources. Oversees the implementation of strategic and operational plans ensuring a high level of integrated functioning.

ADVISORY SUPPORT TO ACADEMIC LEADERS:
Acts as an advisor to the Dean on matters related to policy and procedure, often of a confidential nature, including drafting policy papers and consulting on ramifications of policy decisions. Represents and takes action on behalf of the Dean and Associate Deans across a wide range of responsibilities. Responds on behalf of the Dean to critical incidents related to a wide variety of circumstances surrounding labour relations, health & safety, and emergency preparedness, providing advice, guidance and mitigation strategies to resolve issues with minimal negative impacts. Provides advice to assist the Dean, Associate Deans, Chairs, Directors and Managers in achieving their mandates. Assists with and provides advice on University policy drafts that specifically affect academic units; is responsible for informing and administering policies on behalf of the School. Reviews, investigates, analyzes, and make recommendations to the Dean regarding highly sensitive personnel issues , including crisis coordination; and will advise the Dean on other issues as requested; may require liaising with the Provost's Office other Deans, Associate Deans and Chairs/Directors, and other senior administrative leaders across the organization. Plays an active role in planning and decision-making in special initiatives with significant long-term importance and consequence, ensuring sustainable frameworks and agreements are in place.

STRATEGIC ENROLMENT MANAGEMENT:
responsible for ensuring that School-wide vision, strategic priorities and operational plan reflect strategic enrolment imperatives that span marketing, recruitment, conversion, admissions and retention. Responsible for ensuring that all functional areas of the School, including academic departmental operations, maintain high consideration of the student experience and maximum enrolment outcomes.

HUMAN RESOURCES:
Non-Academic: Provides strategic Human Resources leadership to the School developing strategies to meet the human resource requirements and minimize costs and maximize service levels. Keeps the Dean involved and abreast of all major human resource issues. Reviews and analyzes organizational structures and work practices within the Faculty and units on a continuous basis and implements plans to achieve change where necessary in order to meet current and future demands in support of the University Plan, Faculty goals and objectives and the alignment with the IRP. Together with Director, identifies learning and development needs and supports implementation of learning programs.
ACADEMIC:
Provides input to the Dean and Vice Dean on the application of York University Faculty Association (YUFA) collective agreement, dealing with and/or advising on faculty issues as they arise, including the development of faculty complement plan. Administer the annual merit, in accordance with YUFA collective agreements and Vice President Academicís procedures. Ensure confidentiality policy is followed for all matters related to faculty members; ensures official faculty member files are properly maintained in accordance with University Records Management policies and FIPPA legislation.

POLICY DEVELOPMENT AND COMPLIANCE:
Drafts administrative policies for the Faculty and implements those that have been approved. In conjunction with the Dean and the other members of the Faculty management team, contributes to the drafting of policies that can impact academic plans and programs and financial and operational processes. Liaises with senior management within the University to set policies. Responsible for the communication and distribution of polices and SOPs and for establishing an ongoing process for ensuring compliance and the documentation of those audits.

SPECIAL ACADEMIC INITIATIVES AND FUNDRAISING:
On behalf of the Dean, steers special academic initiatives, serves as liaison with institutional and external partners, works with the Facultyís Senior Development Officer to formulate special project funding proposals. Provides contract, budget and administrative support to Faculty-based projects.

COMMUNICATIONS AND SPECIAL PROJECTS:
In conjunction with the Dean, directs the activities of the Communications staff. Devise plans, timelines and budgets required for effective completion of projects and programs (i.e. 50:50). Monitors and manages projects/programs to ensure delivery on time and within budget.

FACILITIES MANAGEMENT:
Responsible for resource management and space utilization and oversees the Facilities Manager for the Faculty. Coordinate the planning and negotiation of space requirements and the annual space plan related to all Faculty units and off campus teaching sites leases/agreements. Plan with senior staff in the Faculty and CSBO Facilities Services approaches to measure the relative needs of the Faculty units and plans for appropriately meeting unit level needs as local needs change with technology, enrolment and faculty complement. Provide advice and support to Dean and/or Associate Deans. Provide policy direction to Facilities Manager. Review recommendations for annual department renovations to ensure Faculty and University priorities are met and recommend funding approval to the Dean.

REPRESENTATIVE ON UNIVERSITY COMMITTEES:
Participates in Faculty Committees. Represents Lassonde on University working groups and steering committees. Recommends and coordinates the participation of Lassonde management staff on key University committees.
 
Contacts:
Type: Office of the President, Vice-Presidents, University Secretariat and General Counsel, Associate and Assistant Vice-Presidents, Provost Office, Faculty Chairs/Directors, and academic leaders.
Purpose: Planning, policy formulation and implementation, analysis, advice, policy and procedural interpretation, consultation and provision of information; to develop effective working relationships for planning purposes, articulating and implementing strategic directives; collaborating on development of strategic planning and goals; inputs for reporting and planning, discussion of scenario modelling impact in related portfolios.

Type: Office of the Dean, Faculty Chairs/Directors, Managers, and staff.
Purpose: Exchange information and provide policy/SOP clarification interpretation, consultations, advice.

Type: Officials at other universities, private and public sector partners, government agencies, other University representatives.
Purpose: To receive exchange and provide information regarding projects; conducting environmental scan of develops at other public sector institutions and other universities.
 
Supervisory Responsibilities:
Affiliation   Number of Individuals   Direct/Indirect   Type
CPM   8   Direct   Managerial/Professional
YUSA   1   Direct   Administrative/Secretarial/Clerical
CPM   6   Indirect   Managerial/Professional
YUSA   37   Indirect   Administrative/Secretarial/Clerical


Nature of Supervisory Responsibility:
Responsible for being fully knowledgeable of applicable collective agreements, York Human Resources policies and practices and related employment legislation and ensuring compliance and consistency of practice and application across the School. Responsible for hiring, coaching and performance management of direct reports. Establishes performance objectives and expectations for them and their portfolios. Supports initiatives to promote and advance a culture of employee engagement, collaboration and sustainable healthy employee relations.
 
Physical & Sensory Demands/Environmental Conditions:
Notes: The Executive Officer has a private office in the busy Deanís Office. During certain periods, there are times of prolonged concentration for either budget preparation or report writing. Must be able to set priorities and work effectively under pressure of high volume and deadlines.
 
Decision Making:
The Executive Officer is required to make decisions that are broad and directive. The impact of decisions made is financial, operational and human resource related. The consequences of decisions may be broad reaching within the School. Problems are diverse and solutions often require detailed analysis, reasoning and judgment to evaluate and weigh the implications. Decisions are made independently or in consultation with the Dean.
 
Direction Received:
The Executive Officer receives direction from the Dean. The Executive Officer works closely with Vice Dean, Associate Dean, Assistant Dean, Directors and unit Managers, and meets regularly to review administrative, financial and human resources issues in the School and/or unit. Accountable to the Senior Executive Officer in the Vice-President Academic & Provostís Office for compliance with Institutional/Divisional administration matters including but not limited to HR, Finance, and Facilities.
 
Financial/Budgetary Control:
Payroll Budget   $33000000
Operating Budget   $10000000
Oversees the payroll and operating budgets for the School and approves all payments for purchases, and exercises authority for expenditures within the limits of the University signing authority policy. The position has significant scope encompassing analysis and recommendations related to all aspects of the Schoolís budget including revenue, enrolment and allocation of resources. Oversees modelling of scenarios specific to resource planning, articulating strategic direction to identify priorities and guide decision making related to resource allocation (e.g., technological, space, staff, faculty, students, and enrolment). Reviews and provides direction on the development of financial and enrolment forecasts and models that can have a significant financial impact on the revenue and annual budget, including reviewing and advising on necessary courses of corrective action. Responsible for receiving any requests related to FIPPA directed to the Deanís Office and ensuring a response within legislated timelines; assessing information and working with the Privacy Office to ensure School responsibilities are met. Responsible and accountable for analyzing multiple sources of information and developing metrics to track progress in achievement of established goals. Responsible for quantitative and qualitative analysis and reporting, security of all confidential information (within systems and files) related to students, staff, faculty, forecasting and planning. Accountable for developing systems to track the assets of the School; has overall accountability for the health, safety and security of the School, including emergency planning.
 
Education:
A University degree is required. (MBA preferred) with specialization in Finance or Management; professional credentials (CGA, CA) would be an asset.
 
Experience:
Minimum of 10 years of senior managerial and project management experience in a, post-secondary environment including an extensive knowledge of the academic environment and faculty culture, an understanding and application of the strategic planning process, policy development, approval and implementation, and experience in managing financial, human, and physical resources, including analysis, modelling and reporting. Knowledge of Health and Safety legislation and other employment related legislation is required. Understanding and awareness of post-secondary education sector priorities and pressures, the economic landscape in which the School operates, and an understanding of political trends (government enrolment, budget) in order to make effective decisions and/or recommendations regarding resource allocation. Experience leading a team in an environment of change and managing staff in a unionized environment is also required.
 
Skills:
The following demonstrated skills and abilities are required: Demonstrated ability to develop, monitor, modify and measure the effectiveness of a strategic plan and its priorities; Demonstrated experience developing business plans, financial models and project plans for execution. Ability to develop networks and relationships, and to consult others and build collaborative relationships and support with a wide range of contacts; Excellent oral communication and presentation skills; Proven report writing skills; Financial management and budget planning skills; Advanced numerical modelling and analytical, research, interpretative and evaluative skills; Process improvement, change management principles and project management skills; Broad understanding of HR practices; Demonstrated excellence in interpersonal and staff management skills; Knowledge and interpretation of various collective bargaining agreements; Excellent organizational skills to effectively manage multiple projects and a high volume of work with competing priorities within constrained timeframes; Superior leadership skills and ability to function effectively within an evolving, high volume and high profile environment; Proven ability to establish priorities and exercise sound judgment; Initiative, tack and discretion is required; Ability to work effectively with a variety of constituent groups and staff at all levels; and advanced skills in MSOffice and financial and planning software.
 
Additional Notes:
This position requires the candidate to produce a verification of degree(s), credential(s) or equivalencies from accredited institutions and/or international equivalents at the time of interview.
 
Criteria for Exclusion from a Bargaining Unit:
This position supervises other employees and makes recommendations that affect those supervised, such as hiring, firing, promotion, and/or discipline. This position has responsibility for management action under collective agreements (e.g., notice of job closure, grievances, performance issues, etc.).

This position is responsible for formulating, managing and administering budgets for the University, including the allocation of resources for the employment of staff. If this position's responsibilities are primarily accounting/bookkeeping and reconciliation functions, do not check this box.

This position is responsible for the formulation of policy objectives and makes effective policy recommendations related to the development of administrative and academic programmes, including recommendations that would impact on staffing complement.

 
Dates:
Internal Posting Date: June 19, 2017
Internal Application Deadline: Posted until filled
 
Extended Posting Date: June 19, 2017
Extended Application Deadline: Posted until filled
 
External Posting Date: June 19, 2017
External Application Deadline: Posted until filled

Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.

Thank you for your interest in a career with York University.

Are you interested in applying to CPM-10498? To apply to this position click the following link to access our online application portal: https://hr2.apps01.yorku.ca/machform/view.php?id=13474

During the application process, please ensure that:

The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. York University is committed to employment equity and diversity and a positive and supportive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

Please note, due to the high volume of applications received only those selected for an interview will be contacted.

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