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Job title: Office Manager, Information Technology
Company: Durham College
Job description: IT Services is the central IT division of Durham College which provides shared IT services to both Durham College and Ontario Tech University. Three separate departments within IT Services are responsible for respectively providing (i) IT user support services such as the service desk and field technician support, (ii) the enterprise applications, including the ERP system, and (iii) the IT infrastructure. A director leads each of these departments. The Office of the Associate Vice-President, Information Technology works closely with these three departments to guide and synchronize the information technology initiatives for Durham College and Ontario Tech University (Ontario Tech).
Based in the Office of the AVP, the Office Manager, Information Technology is responsible for supporting the efficient and effective operations in the IT Services (ITS) department. This includes providing executive level support to the Associate Vice-President (AVP), Information Technology, as well as to other members of the IT Management Team including coordinating departmental communications and meetings, as well as the same with other internal and external stakeholders.
The incumbent may receive inquiries or concerns from students, parents, other departments within Durham College (DC) and Ontario Tech University (OT) and/or vendors on behalf of the AVP, and resolves or re-directs as appropriate.
The Office Manager plays a key role in the planning and management of the annual capital and operating budgets. This includes synchronizing efforts from the various ITS departments to produce their parts of the multi-million dollar budget, providing administration and guidance to the ITS departments with their budgets and ensuring that all relevant information is available. The incumbent develops and uses instruments to analyze and monitor ITS budgets. They will conduct regular reviews of capital and operating accounts to ensure the departments’ financial state is healthy and flags accounts/projects at financial risk at an early stage.
The incumbent ensures the operational efficiency of the Office of the AVP, ITS by managing the daily operational requirements of the office. This includes maintaining the AVP’s schedule; managing clients, vendors and stakeholders to support the AVP; managing conferences, meetings and special events; and taking minutes at relevant meetings; ordering of supplies and ensuring Health and Safety standards are in place.
The Office Manager provides administration to the ITS department with respect to recruitment efforts, hiring of staff and contract management. They also play a leading role within IT Services in cross-institution initiatives such as records information management.
Executive Support
- Assists with preparing presentations, reports and correspondence on behalf of AVP or IT management team.
- Maintains executive calendars.
- Maintains current and historical files pertaining to financial management, departmental guidelines/policies, vendors.
- Develops and/or uses instruments to assist in the management of financial analysis and monitoring of ITS budgets.
Facilitates the contract risk assessment process. Office Management
- Receives enquiries on a wide range of matters in the AVP office, responds or re-directs as appropriate.
- Manages and maintains administrative staff attendance using local records and correspondence, and transfer bi-weekly and monthly through the Banner ERP system. Manages and maintains records of staff vacation, etc.
- Orders and maintains supplies.
- Assist in the confidential support of recruitment processes. Act as a contact person for recruitment companies.
- Manages the daily operational requirements in the Office of the AVP, IT including but not limited to scheduling and arranging meetings, ordering and maintaining supplies, managing vendor, client and stakeholder needs in support of the AVP, IT.
- Maintains the org chart of IT Services.
- Leads the arrangement of social events for Office of AVP, and for ITS.
As a member of the department’s management team
- Manages and maintains ITS team site on the employee portal.
- Leads the records information management initiative in IT Services.
- Oversees the development of the pandemic plan for IT Services.
- Partakes in departmental 5-year planning.
Fiscal Management
- Assists in the development of capital IT budgets for both Durham College and Ontario Tech in liaison with members of the IT management team and other college/university departments.
- Tracks and reviews all IT capital and operating budget expenses and approves expenses up to personal approval limit.
- Reviews budget spreadsheets provided by the college’s and the university’s Finance and Payroll departments for accuracy.
- Conducts regular reviews of capital and operating orgs to ensure the division’s financial state is healthy. Flags orgs/projects at financial risk at an early stage.
- On behalf of ITS, takes part in financial benchmarking and surveying exercises.
Manage special projects
- Manages ITS internal communication channel.
- Assists in drawing up communication to Durham College and Ontario Tech to inform faculty and staff of changes to services and systems over summertime.
- Manages special events including IT Services planning and social events, and managing the conference committee in planning the OCCCIO conference.
The successful candidate will possess a minimum of a four-year degree in office administration, or business administration. Leadership development courses or certification are an asset. The incumbent will have a minimum of five experience in office administration. Experience in a post-secondary information technology environment is an asset. In addition, the incumbent will have leadership experience. They will have strong computer skills and be highly proficient in MS Word, Excel, PowerPoint, Outlook, Sharepoint and Office 365. They will also be highly proficient in the use of an ERP and budgeting software, such as Banner and FAST. The successful candidate will have proficient knowledge about development and coordination of budgets. They will have excellent verbal and written communication skills, as well as interpersonal skills. They will be able to work well individually and as part of team. They will be proficient in project management, mediation and conflict resolution skills, and lastly, have exceptional listening, problem solving, critical thinking and time management skills. The incumbent will be able to practice good judgement with a high degree of confidentiality and composure under stress when dealing with executive leaders.
Durham College policy requires employees be available for on campus work. In addition, there is currently a requirement to be fully vaccinated against COVID-19 in order to attend our campuses. College policies are listed Required Skills
$67,553 – $84,443 Required Experience
Please apply below by submitting your cover letter and resume to the online portal. This job competition close on September 27, 2021. Competition number AD21-22. Job Location Oshawa, Canada Position Type Full-Time/Regular Salary 67,553.00 – 84,443.00 CAD
Expected salary: $67553 – 84443 per year
Location: Oshawa, ON
Job date: Sat, 18 Sep 2021 23:37:05 GMT
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