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Job Requisition ID:
2025-00035
Time Type:
Full time
Employee Group:
Staff
Job Category:
Administrative Support, Staff Family
Employment Type:
Temporary
Department:
Institute for Quantum Computing - Operations
Hiring Range:
$85,399.86 - $106,749.82
Posting Information:
The internal deadline has passed
Term: 2 Years
This position is Contingent on funding
Job Description:
Primary Purpose
The Associate Director, Operations and Administration is a key senior position at the Institute for Quantum Computing. The incumbent is responsible for the Institute's efficient operations, facilities, and space management. The incumbent is responsible for continuous improvements of institute processes, all administrative functions and is the business owner of IQC's membership database.
This role is accountable for ensuring a world-class research environment at IQC. The incumbent is experienced in leading process improvement projects, managing facilities and space with a focus on enhancing productivity, reducing waste, and implementing innovative solutions across multiple locations and groups. This role ensures consistent, professional and excellent customer service to IQC membership, partners and visitors and ensures the administrative research environment, processes and systems uphold the reputation of the Institute for Quantum Computing as a premier research institute.
Key Accountabilities
Institute Operations and Continuous Improvement

Accountable for ensuring IQC's operations run efficiently and on time, coordinating activities across Quantum Nano Centre (QNC) and the Research Advancement Centre (RAC) buildings

Provides senior leadership with confidential and strategic advice, information, and data to support decision making and long-term operation plans for the institute

Responsible for identifying and implementing process improvements through an understanding key principle of continuous improvement, risk management and community satisfaction

Lead feedback sessions (individual/group) with IQC faculty, HQP, staff and leadership to solicit feedback, facilitate opposing views, and design and implement plans, requiring change management

Accountable for operational improvements being aligned with IQC goals and ensuring integrity of the core operational processes for all members

Responsible for progress on operational plans and results through reporting on key performance measures and identifying when course corrections are required and facilitating the entire process

Business lead on identifying and sourcing new software solutions and processes for effective institute operation. Works closely with Associate Director, Technology Services and IST on solutions

Responsible for the IQC membership database and accountable for data integrity, accuracy and security. Incumbent is responsible for requirements gathering process which includes meeting with various stakeholders and documenting what data is required to meet stakeholder needs

Responsible for collaborating with seven departments and academic support units to streamline processes, collect data and identify opportunities for resource sharing

Responsible for monitoring foreseeable security risks and working with IQC Leadership to maintain emergency plans, including emergency preparedness and strategies for maintaining operations

Maintains in-depth understanding of UWaterloo, Ontario and Canadian policies, guidelines, and procedures that govern operations and ensures IQC adherence in all operational activities

Facilities Management

Accountable for the coordination of activities necessary to ensure an effective facilities management system is operating in the physical environment of the IQC QNC and RAC buildings

Ensure on-going management necessary to ensure an effective preventative maintenance program in consultation with IQC community, central support units, such as Plant Ops, and others as required

Deliver operational leadership for the design, improvement and implementation of facility renovations and repairs (excl. lab space) to increase operational efficiency aligned with community needs. Partners with the Director, Comms and Strategic Initiatives to ensure space renovations are on brand

In consultation with senior leadership, authorizes the purchase and allocation of equipment and furnishings. Responsible for the optimal design, acquisition, distribution, and maintenance of furniture, equipment, and associated office infrastructure

Manages telecommunications services (landline and mobile) for IQC across QNC and RAC

Accountable for key management, building security and security concerns

Oversees all non-laboratory health and safety requirements of the unit, and responsible for risk management, if required

Authorizes procurement and allocation of all services and products relating to the shared office, meeting room spaces and common areas for QNC and RAC

Accountable for space allocation, forecasting needs, and all issues related to the physical buildings. Includes one-on-one faculty consultation to understand office space needs, explore more efficient alternatives and requirements should those alternatives

Accountable for IQC (QNC and RAC) space plans and ensuring the office/space coordination of incoming and outgoing members including staff, 250+ HQP and faculty while balancing requirement for efficient space utilization, faculty needs, and a focus on collaboration

Responsible for providing timely and accurate analyses of space utilization and forecasts with options for greater efficiencies. Data from a variety of sources like internal data records and collaborations with IQC community

Administrative Leadership

Ensures a world-class research environment with a high level of customer service and innovative problem-solving culture aligned with the institute's strategic goals and priorities

Ensures the effective and efficient operation of the Institute's various internal committees; serving as a resource to committees as required

Partners with the Associate Director, Finance to ensure a financial culture of high performance, high ethics and continuous improvement across all administrative and financial staff

Regularly reviews the administrative and operations staff structure to ensure that human resources are efficiently and effectively managed and services to IQC community delivered effectively

Supports and assists with the planning and execution of various special events, such as faculty retreats, as necessary

Ensures adherence to University of Waterloo policies in all administrative activities

Collaborates with IQC leadership and other management staff to draft and implement an annual administrative budget

Develops productive, collaborative working relationships within the IQC community (faculty, HQP, staff, affiliates and visitors) and establish strong relationships with partners across campus

Leadership Human Resources Management

Supervise a professional team responsible for the institute's operations and administrative services

Ensure membership database and information systems meets the internal requirements to efficiently managing member data, space and statistics for planning and reporting purposes

Serve as key liaison with Human Resources on human resources issues relating to the IQC and supporting IQC leadership and faculty members

Ensure IQC follows Ontario Employment Standards Act, Canada Revenue Agency and immigration laws for the employment and salaries of staff, contractors, postdoctoral scholars and students

Financial Oversight

Oversee and authorize expenditures for the IQC administrative and operations budget for facilities and administrative operations ($1M+)

Responsible for planning, forecasting and managing administrative and operational elements of IQC project budgets and monitor costs against budget

Ensure the effective use of institute funds by looking for cost savings opportunities within the institute operational budget

Provide financial input for the institute strategic and annual plan

Other Duties

As needed, will provide back up to job roles within the administrative and operations team

Performs other related duties as assigned

Required Qualifications
Education

Bachelor's degree required in a related discipline to business administration or finance

Six Sigma Green Belt, Lean or other modern quality management process improvement experience

Professional training in business and human resources administration is an asset

Experience

5-7 years of experience and progressive responsibility in an academic setting, resulting in a strong understanding of the university's collegial and complex organizational structure and governance

5-7 years of experience managing a team of professionals with diverse backgrounds and skillsets to achieve specific goals and objectives. Must have experience in performance management

6+ years of experience, in operations management, issues escalation resolution, infrastructure, continuous process improvement and project management

3+ years of developing, monitoring and managing budgets including developing financial projections

Demonstrated leadership in improving operational efficiencies, saving and cutting costs

Experience developing and implementing effective strategic initiatives in collaboration with diverse stakeholder groups

Strong project management skills focusing of executing and completing tasks under pressure and managing conflicting priorities and deadlines

Knowledge/Skills/Abilities

Demonstrated ability to design and implement new and changing operational, administrative, data management and financial systems

In-depth knowledge of UW policies, procedures and best practice as well as Canadian immigration policies and employment legislation (Employment Standards Act)

Extensive experience guiding, coaching and mentoring staff and fostering constructive team relationships

Demonstrated ability to exercise judgement and discretion when handling confidential information

Independent judgement in areas of time management, task prioritization and decision making

Demonstrated ability to synthesize complex information, and analyze, and resolve issues

Excellent interpersonal skills are required, including outstanding verbal, written, and listening skills

Outstanding leadership and management skills and be a proven strategic and pragmatic thinker

Demonstrated negotiation skills, ability to influence others toward a unified purpose and promote a respectful, and inclusive culture

Core competencies are attention to detail, excellent financial and budgeting acumen, analysis and analytical insight, creativity and flexibility, organizational and communications skills.

Flexible and dynamic with the ability to deal with difficult, often ambiguous and challenging situations and creatively solve problems

Change management experience is an asset

Advanced proficiency in Excel with the demonstrated ability to perform data cleansing and analysis functions. Membership database expertise is an asset

Experience with FileMaker, SharePoint and University of Waterloo proprietary HR software

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.

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