Operations and Portfolio Specialist - Arts and Sciences

The Office of the Dean, Arts and Sciences is seeking a term, full-time Operations & Portfolio Specialist at the Kelowna campus for a one-year term with possibility of renewal.

Desired Start Date: October 1, 2026

Position End Date: September 30, 2027

Salary range: $67,893 to $95,050 with normal starting salary between $81,472 and $90,524 annually

Bargaining unit: Excluded Support

Type of appointment: Term Full-time

Closing date: September 7, 2026

Schedule:

Hours of work are typically Monday to Friday, 8:30am-4:30pm. During the summer months (May-August), an alternate schedule of 8:00am to 4:00pm may be available.

Your Opportunity

Under the general direction of the Dean, Arts and Sciences, the Operations and Portfolio Specialist (OPS) assists in the coordination of a broad range of activities consistent with the Portfolio’s annual and long term plans; the OPS is responsible for: implementing and evaluating a broad range of courses, programs and projects; monitoring and tracking portfolio budgets and providing analysis; coordination of instructional workload assignments.

Functions and Duties

• Assists in the budget process; monitors adherence to submission timelines and requirements including compliance to required formats and guidelines
• Responsible for tracking the operating, special purpose, and new initiatives budgets including reviewing programs, projects, and services and providing recommendations to the Dean; implements appropriate follow-up actions
• Collaborates and consults with Financial Services on the preparation of the annual portfolio planning and budget process
• Responsible for tracking and expenditure of the capital budgets and for analyzing financial information that affects the financial results of the portfolio
• Monitors and assists with each of the department’s annual and capital budgets; works with the Dean to identify accountabilities for projections for each component of the budget; monitors expenditures within each departmental budget
• Liaises with businesses, government agencies, community organizations, and with professional associations and Program Advisory Committees and disseminates information on programs
• Coordinates department accreditation requirements for the portfolio including the tracking of deadlines, coordination of reports, document submissions and coordination of required site visits
• Tracks and identifies financial need and makes recommendations to the Dean and ensure that portfolio resources are used appropriately
• Provides financial information and analysis pertaining to portfolio statistics, reports, proposals and business plans, including confidential reports
• Identifies and investigates unusual transactions, and ensures adherence to financial processes and procedures; assesses the causes of variances and recommends corrective actions
• Generates requests to purchase and payment vouchers, as related to the program activities
• Coordinates and tracks workload for instructional employees within the portfolio
• Assists the Dean with complex, confidential and sensitive staffing issues that affect the portfolio
• Assists with the planning and implementation of the annual departmental class scheduling in consultation with the department Chairs and the Registrar’s Office
• Coordinates the office assignments for the portfolio, in consultation with the Regional Deans
• Assists in developing and updating annual and long term plans
• Participates on OC committees, and various ad hoc committees, teams, and task forces as appropriate
• Plans, coordinates and implements courses, programs and contracts as per the educational plan
• Works collaboratively with other institutions in coordinating and delivering specific programs
• Develops and maintains effective communication within the portfolio and between other departments, portfolios, centres, and the external community
• Assists with student recruitment strategies and activities
• Assists with the planning, implementation, and tracking of all marketing strategies and activities of all programs areas in the portfolio
• Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities
• Provides information about course offerings to OC Educational Advisors, prospective students and senior secondary schools
• Provides replacement coverage for Executive Assistant, as required.
• May be assigned special projects in other areas of the portfolio
• Performs other duties as assigned

Education and Experience

Bachelor’s degree in a related field; 2 to 5 years related experience preferably in a post-secondary education environment.

Skills and Abilities

• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines
• Ability to synthesize data/information and develop/deliver findings and recommendations
• Proven project management skills
• Excellent organizational, budgeting and financial management skills
• Ability to plan and think strategically
• Outstanding computer skills with proficiency using Microsoft Office
• Ability to generate and analyze reports