Operations Manager

Role Responsibilities

Reporting to the Assistant Deputy Minister (ADM), the Operations Manager manages a comprehensive system of responses to urgent requests and briefings; and leads and supports divisional planning activities in support of the smooth running of the Assistant Deputy Minister’s Office (ADMO). To meet and fulfill the requirements and expected standards of the ADM, the Operations Manager provides advice, guidance and direction to Executive Directors and divisional staff.

This position manages operational and administrative processes and issues for the division and provides advice and support to the ADM in interpreting and implementing divisional strategic and policy directions. This position also provides leadership to the ADM’s staff on all administrative matters for the division and represents the ADM’s office on various project teams, committees and working groups as required. 

This position will be responsible for the following duties: 

• Develops, manages and evaluates administrative and operational management systems and processes to ensure Division business requirements are met, efficiencies are enhanced and compliance with ministry requirements (e.g., liaison and consultation with FCS and Human Resources to ensure accommodations, information technology, business continuity planning, Occupational Health and Safety and security requirements) are met.
• Brings sensitive matters to the attention of the Divisional Issues Manager and/or ADM, along with recommendations for resolution. Independently resolves as many issues as possible without involving the ADM.
• Promotes, develops and maintains effective communication, relationships and partnerships with internal and external clients to ensure appropriate and timely issues resolution.
• As a member of the Senior Leadership Team (SLT), develops agendas, records minutes, implements decisions of SLT, and leads projects where required.
• Leads and/or provides advice and guidance in preparing background information, presentation material and speaking notes for the ADM.
• Discusses priorities with branch directors when requests for information, briefings or decisions are required and recommends options for resolving conflicting priorities.
• Oversees information/communications systems and processes to manage information flow and ensures all inquiries received in the ADMO are routed appropriately, responses prepared, and issues addressed.
• Manages the action request (AR) process to ensure briefings/ ARs succinctly identify the issues, meet quality standards and reflect the government /ministry's policy or position.
• The incumbent is responsible for all aspects of human resource management for the division including, liaison with the ministry Human Resources Branch, recruitment management, classification management, management and day-to-day human resource management.
• Oversees the coordination of Division budgeting activities/documents required by finance including budgeting pressures and spending scenarios.
• Administers and monitor s contracts and grants where required and advises the ADM on required contracts and grants and recommend sign-off.

The Job Description is provided for Further details on 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.

• Agility: Sees the need and readily steps in to help others on the team; anticipates change and adapts behaviour accordingly, open to changes; takes advantage of opportunities to improve program development and implementation processes.
• Build Collaborative Environments: Creates opportunities for project teams and stakeholder to share information; respects others' point-of-view; encourages or facilitates conflict resolution; recognizes performance of all groups involved.
• Creative Problem Solving: Helps manage projects with multiple stakeholders simultaneously and can use planning skills, analytical and creative thinking to arrive at innovative solutions. 
• Develop self and others: Manages a team and provides effective guidance, support, and professional development. Must provide timely and constructive feedback to ensure strong performance and leverage strengths when assigning roles. 
• Systems Thinking: Anticipate outcomes and potential impacts across interrelated areas and will factor this into planning.

Qualifications

Requirements:

• University graduation in a related field plus 3 years progressively responsible related experience; or equivalent as described below.
• For your application to be considered, a cover letter explaining your qualifications and suitability for this role must be attached with your application. 
  
  

Equivalencies: Directly related experience or education 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 knowledge or experiences are considered as assets:

• Experience and proficiency working with the Action Request Tracking System (ARTS) or similar.
• Experience in project management.
• Experience leadership and the ability to manage large volumes of information/detail and working with executive and senior management.
• Experience in researching, editing and composing correspondence, briefing notes as well as documents in government or a comparable environment.
• Effective communications skills (written and oral) to collaborate effectively with colleagues and with internal and external stakeholders.
• Collaboration skills to successfully work in a cross-functional team environment and leadership skills.
• Organization and prioritization skills to balance multiple ongoing projects at one time and ability to meet tight timelines and cope with changing priorities.

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

Notes

This is a temporary position with regular working hours from 8:15 a.m. to 4:30 p.m., Monday through Friday. 

This position is based in Edmonton, Alberta.

Final candidates will be required to undergo a criminal records check (CRC) and pre-employment checks.

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 we have to offer: 

• Working for the Alberta Public Service. 
• Management Employee Pension Plan (MEPP). 
• Alberta Public Service Benefit Information. 
• Professional learning and development. 
• Research Alberta Public Service Careers tool. 
• Positive workplace culture and work-life balance.