Operations Manager

Role Responsibilities

We are seeking a highly organized and results-driven Administrative Manager to lead and coordinate the operations within the Assistant Deputy Ministers Office, ensuring effective, efficient, and streamlined outcomes. The successful candidate will play a pivotal role in developing, managing, and evaluating administrative systems, overseeing financial and human resources, managing divisional correspondence, and driving continuous improvements.

The job responsibilities include:
ADMO Administration:

• Lead and coordinate day-to-day activities for ADMO to ensure optimal operations.
• Develop and manage administrative and operational management systems.
• Identify key operational challenges and propose strategic solutions.
• Provide the ADM with updates on key initiatives and operational status.
• Oversee the divisional budget, plan resources, and monitor expenditures.
• Interpret ministry and government policies, aligning with the direction of senior management.
• Manage sensitive operational matters and provide effective recommendations.

Divisional Administration, Planning, and Support:

• Lead planning for staff retreats and divisional activities.
• Contribute to administrative processes and support divisional operations.
• Represent the division on inter-divisional committees and collaborate on government-wide systems.
• Support the preparation of background information, presentations, and speaking notes.
• Lead and provide guidance on divisional initiatives and special projects.

Divisional Correspondence/Communication Management:

• Oversee information flow and ensure accurate and timely responses to inquiries.
• Coordinate with branch directors on information requests and briefing priorities.
• Review and prepare high-quality correspondence for senior management.
• Ensure timely routing and resolution of all incoming and outgoing correspondence.
• Review Action Requests (ARs) for content, quality, and alignment with government policies.
• Advise on briefings and correspondence for senior leadership, ensuring clarity and consistency.

Human Resource Management:

• Manage all aspects of human resource operations for the division.
• Consult with HR for recruitment, classification, and FTE management.
• Coordinate temporary staffing solutions and ensure the efficient use of resources.

FOIP (Freedom of Information and Protection of Privacy):

• Oversee the administration of FOIP requests for the division.
• Ensure compliance with FOIP regulations and provide responses in collaboration with the FOIP office.

Budget Coordination:

• Work closely with the Budget Analyst to manage the divisional budget.
• Monitor expenditures and ensure effective resource allocation.
• Assist in budgeting activities and manage all related documents and reports.
• Monitor and manage training budgets and coordinate training requests.

Contract and Grant Management:

• Ensure sound contract and grant management practices in line with government policies.
• Prepare and administer contracts for the ADM’s office.
• Advise on required contracts and consult with relevant departments for approvals.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Systems Thinking:

• Take a holistic, long-term view of organizational challenges and opportunities, aligning your strategies with our overarching goals.
• Anticipate outcomes and potential impacts while seeking input from key stakeholders.
• Collaborate with others to create aligned action plans in line with our organizational values.

Creative Problem Solving:

• Engage with the community and leverage available resources to address organizational issues.
• Identify root causes and propose innovative ways to improve systems.
• Facilitate debates and idea generation, fostering an environment where diverse solutions are explored while addressing risks.

Agility:

• Identify and manage required changes, proactively addressing potential risks and obstacles.
• Support others in exploring alternative approaches and explain the impact of changes.
• Stay focused on organizational goals while remaining flexible and responsive in uncertain situations.

Drive for Results:

• Take ownership of outcomes, utilizing various resources to monitor and improve performance.
• Acknowledge both direct and indirect responsibilities, striving to achieve goals that benefit the larger community.
• Deliver results in alignment with organizational direction, even when faced with challenges.

Develop Networks:

• Build and maintain strong relationships across a broad range of stakeholders.
• Actively engage with others to incorporate diverse perspectives into change initiatives.
• Foster open communication to ensure input is gathered and integrated into decision-making.

Build Collaborative Environments:

• Cultivate an open, honest, and inclusive atmosphere, encouraging collaboration and the sharing of ideas.
• Recognize and address conflicts respectfully, promoting learning and growth from mistakes.
• Encourage diverse interpretations and ensure all team members feel heard and valued.

Develop Self and Others:

• Align your personal career goals with the organization’s values and mission.
• Strive for continuous personal growth, seeking opportunities to challenge your skills and expand your expertise.
• Provide constructive feedback and actively support the development of team members.

Qualifications

Minimum Recruitment Standards
University graduation in public administration supplemented by three years related experience.

Equivalency: Directly related education or experience considered on the basis of: 

• 1 year of education for 1 year of experience; or 
• 1 year of experience for 1 year of education.

The following experinece is required: 

• Experience in project management, leadership, and the ability to adapt quickly and work under pressure. 
• Broad knowledge of all aspects of ministry business and extensive knowledge and understanding of how government works, pragmatically and technically.
• Sound understanding of the strategic direction and priorities, as well as the processes of the department, government, and other key stakeholders.
• General knowledge of department/government acts and regulations including the Health Information Act, fiscal planning and forecasting cycle, and quality assurance principles.
• Sound knowledge of the department and government business planning process.

The following experience is considered as assets:

• Strategic and analytical thinking along with strong problem solving and conceptual skills.
• Strong organizational skills and ability to manage multiple competing priorities in a fast-paced environment.
• Strong research and information integration skills.
• Strong leadership, team, and interpersonal skills - ability to promote teamwork, collaboration, and partnerships at all levels.
• Planning and project management skills.
• Excellent communication skills (oral, written and computer literacy).
• Proven abilities to develop and implement practical procedures and systems that reflect best practices.
• Proven experience working with executive and senior management.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.
 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Full-time permanent position working 36.25 hours per week. 

Candidates with lesser qualifications may be considered at a lower classification and salary. This competition may be used to fill future roles at the same or lower classifications.

The final candidates may be required to undergo pre-employment checks (Reference check/Criminal record and/or academic).

A cover letter outlining how your experience relates to the qualifications outlined in this job ad is required. 

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have to offer to prospective employees.

•    Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
•    Management Employees Pension Plan (MEPP) - https://www.mepp.ca.
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
•    Positive workplace culture and work-life balance.
•    Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
•    Leadership and mentorship programs.