Manager, Systems and Workflow, Faculty of Science
About the role
Research and Administrative Services in the Faculty of Science is currently seeking a Full-time Regular Manager, Systems and Workflow.
The Manager, Systems and Workflow reports to the Senior Manager, Administrative Services with strong accountability to the other members of the Faculty of Science Operations portfolio (including the Director, Operations; Sr. Manager, Core Facilities; and Sr. Manager, Space & Infrastructure). This position is responsible for aligning workflows, systems, and processes across multiple operational areas with the portfolio (Administrative Services, Core Facilities, and Space & Infrastructure) to support the Faculty's academic, research, and administrative objectives. The incumbent plays a critical role in addressing inefficiencies created by historically siloed operations and ensures that work processes across teams are clearly defined, strategically aligned, and optimized for effectiveness and efficiency.
The Manager's role combines two core areas of responsibility: leading workflow and systems alignment by working with diverse users and systems to analyze, streamline, and optimize processes, and directly overseeing the six members of the Business Operations team by providing mentorship, workload management, and leadership on complex administrative challenges.
The Manager, Systems and Workflow will also be responsible for supporting strategic faculty-wide initiatives and activities as needed (such as convocation, orientation, etc.).
The standard work week for MaPS is 35 hours; however, actual work schedules may vary according to business needs and service requirements. Operational needs may necessitate work outside of normal hours from time to time.
Summary of Key Responsibilities (job functions include but are not limited to):
Strategic Leadership (25%)
- Collaborate with Faculty leadership and senior managers to support Faculty planning processes, including budget preparation, operational reporting, and long-range planning.
- Influence change initiatives by providing insights and guidance on workflow, systems, and operational practices to support the implementation of Faculty strategic goals.
- Build and maintain strong working relationships with internal stakeholders (administrative and technical staff, faculty members, centralized University units) and external partners, fostering collaboration and alignment across teams.
- Develop and monitor key performance indicators (KPIs) to track progress toward strategic goals and inform data-driven decision making.
- Identify and mitigate operational risks, ensuring workflows and processes remain compliant with University policies, collective agreements, and regulatory requirements.
- Continue own professional development, learning, and training to ensure up-to-date knowledge of best practices in systems, workflow, and team leadership.
Workflow and Systems Alignment (50%)
- Lead analysis of current work practices across the Faculty of Science Operations Portfolio (Administrative Services, Core Facilities, and Space & Infrastructure) to identify overlaps, gaps, and inefficiencies.
- Develop, document, and implement standardized workflows that clearly define responsibilities, align with Faculty priorities, and support effective use of systems.
- Serve as the operational lead for the integration of multiple administrative systems, ensuring processes are efficient, transparent, compliant, and accessible to staff.
- Collaborate with system owners, technical staff, and administrators to improve data integrity, reporting, and access.
- Translate reporting outputs into actionable recommendations that inform and support operational decision-making.
- Provide recommendations on the systems impacts of policy, regulation, or process changes, and lead implementation within the Faculty of Science.
- Develop and deliver training, resources, and job aids to support consistent use of workflows and systems across teams.
Team Leadership and Development (25%)
- Provide leadership and guidance to team members to achieve strong performance while fostering a collaborative, service-oriented culture.
- Perform all human resource processes for direct reports, such as recruitment, onboarding, training, cross-training, career progression, performance management, and offboarding processes.
- Ensure succession planning and skill development within the team to build long-term capacity and resilience.
- Allocate and balance team workload to ensure equitable distribution of tasks and timely service delivery.
- Address and resolve any issues within the team in a fair and timely manner.
- Facilitate clear and open communication within the team, ensuring that information is shared effectively, and staff concerns and suggestions are addressed.
- Promote a culture of service excellence and collaboration across all administrative units within the Faculty of Science.
- Ensure adherence to University and Faculty of Science policies, processes, and standards in all team activities.
Qualifications / Requirements:
Education
- A university degree in business administration, operations management, or a related field is required.
- An equivalent combination of education and related experience may be considered.
- Certification in project management, business process analysis, or change management is an asset.
Experience
- Minimum of 3 years of progressively responsible experience in operational management, workflow or systems coordination, or process improvement within a large, complex organization - preferably in a post-secondary or research environment.
- Demonstrated experience leading teams or supervising staff, with proven ability to mentor, coach, and support performance development.
- Experience working collaboratively across diverse stakeholder groups, building consensus, and facilitating change in a multi-stakeholder environment.
- Proven expertise in implementing solutions and training in SharePoint, Teams, Microsoft Office is required.
- Experience with enterprise systems (e.g., PeopleSoft, etc.) and data-driven decision-making is strongly preferred.
- Experience in managing projects from conception to implementation, balancing strategic objectives with day-to-day operational demands.
- Experience in change management and familiarity with change management frameworks is strongly preferred.
Knowledge, Skills, and Abilities
- Strong systems thinking and analytical abilities, with the capacity to diagnose inefficiencies and design practical, scalable solutions.
- Excellent interpersonal and communication skills, with the ability to translate complex process or systems issues into clear, actionable information for diverse audiences.
- Demonstrated leadership and diplomacy in environments characterized by change, competing priorities, and interdependent workflows.
- High degree of professionalism, judgment, and discretion in managing sensitive information and complex stakeholder relationships.
- Commitment to continuous improvement, service excellence, and fostering a collaborative and adaptive team culture.
A cover letter must be included with you application with the following:
- A description of an improvement you've made to a system or workflow.
- How you have broken down silos or improved efficiency in a multi-functional environment in the past.
- A brief description of your leadership philosophy.
Application Deadline: November 4, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is classified in theProfessional Career Band, Level P3 of the Management and Professional Staff Career Framework.
For a listing of all management and staff opportunities at the University of Calgary, view our [Management and Staff Careers website](https://careers.ucalgary.ca/search/jobs?q=&ns_job_type_page=management- and- staff&cf%5Bjobfamily%5D%5B%5D=ASA&cf%5Bjobfamily%5D%5B%5D=FIN&cf%5Bjobfamily%5D%5B%5D=HRL&cf%5Bjobfamily%5D%5B%5D=HRS&cf%5Bjobfamily%5D%5B%5D=INT&cf%5Bjobfamily%5D%5B%5D=LBS&cf%5Bjobfamily%5D%5B%5D=MGT&cf%5Bjobfamily%5D%5B%5D=PRO&cf%5Bjobfamily%5D%5B%5D=RSS&cf%5Bjobfamily%5D%5B%5D=SKT&cf%5Bjobfamily%5D%5B%5D=SLT&cf%5Bjobfamily%5D%5B%5D=STU&cf%5Bjobfamily%5D%5B%5D=TEC&ns_faculty_unit_page=).
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most entering city. It is a top research university and one of the highest- ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is [Canada's leader in the creation of start-ups](https://ucalgary.ca/news/ucalgary-top-startup-creator- amongst-research-institutions-canada). Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the[ Office of Institutional Commitments](https://www.ucalgary.ca/provost/strategic-initiatives/office- institutional-commitments) (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
_Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. _
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
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University of Calgary
2500 University Drive NW
Calgary Alberta T2N 1N4
CANADA
Copyright © 2025
The University of Calgary, located in the heart of Southern Alberta, both acknowledges and pays tribute to the traditional territories of the peoples of Treaty 7, which include the Blackfoot Confederacy (comprised of the Siksika, the Piikani, and the Kainai First Nations), the Tsuut’ina First Nation, and the Stoney Nakoda (including Chiniki, Bearspaw, and Goodstoney First Nations). The City of Calgary is also home to the Métis Nation of Alberta (Districts 5 & 6).
The University of Calgary is situated on land Northwest of where the Bow River meets the Elbow River, a site traditionally known as Moh’kins’tsis to the Blackfoot, Wîchîspa to the Stoney Nakoda, and Guts’ists’i to the Tsuut’ina. On this land and in this place we strive to learn together, walk together, and grow together "in a good way."
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’
Manager, Systems and Workflow, Faculty of Science
About the role
Research and Administrative Services in the Faculty of Science is currently seeking a Full-time Regular Manager, Systems and Workflow.
The Manager, Systems and Workflow reports to the Senior Manager, Administrative Services with strong accountability to the other members of the Faculty of Science Operations portfolio (including the Director, Operations; Sr. Manager, Core Facilities; and Sr. Manager, Space & Infrastructure). This position is responsible for aligning workflows, systems, and processes across multiple operational areas with the portfolio (Administrative Services, Core Facilities, and Space & Infrastructure) to support the Faculty's academic, research, and administrative objectives. The incumbent plays a critical role in addressing inefficiencies created by historically siloed operations and ensures that work processes across teams are clearly defined, strategically aligned, and optimized for effectiveness and efficiency.
The Manager's role combines two core areas of responsibility: leading workflow and systems alignment by working with diverse users and systems to analyze, streamline, and optimize processes, and directly overseeing the six members of the Business Operations team by providing mentorship, workload management, and leadership on complex administrative challenges.
The Manager, Systems and Workflow will also be responsible for supporting strategic faculty-wide initiatives and activities as needed (such as convocation, orientation, etc.).
The standard work week for MaPS is 35 hours; however, actual work schedules may vary according to business needs and service requirements. Operational needs may necessitate work outside of normal hours from time to time.
Summary of Key Responsibilities (job functions include but are not limited to):
Strategic Leadership (25%)
- Collaborate with Faculty leadership and senior managers to support Faculty planning processes, including budget preparation, operational reporting, and long-range planning.
- Influence change initiatives by providing insights and guidance on workflow, systems, and operational practices to support the implementation of Faculty strategic goals.
- Build and maintain strong working relationships with internal stakeholders (administrative and technical staff, faculty members, centralized University units) and external partners, fostering collaboration and alignment across teams.
- Develop and monitor key performance indicators (KPIs) to track progress toward strategic goals and inform data-driven decision making.
- Identify and mitigate operational risks, ensuring workflows and processes remain compliant with University policies, collective agreements, and regulatory requirements.
- Continue own professional development, learning, and training to ensure up-to-date knowledge of best practices in systems, workflow, and team leadership.
Workflow and Systems Alignment (50%)
- Lead analysis of current work practices across the Faculty of Science Operations Portfolio (Administrative Services, Core Facilities, and Space & Infrastructure) to identify overlaps, gaps, and inefficiencies.
- Develop, document, and implement standardized workflows that clearly define responsibilities, align with Faculty priorities, and support effective use of systems.
- Serve as the operational lead for the integration of multiple administrative systems, ensuring processes are efficient, transparent, compliant, and accessible to staff.
- Collaborate with system owners, technical staff, and administrators to improve data integrity, reporting, and access.
- Translate reporting outputs into actionable recommendations that inform and support operational decision-making.
- Provide recommendations on the systems impacts of policy, regulation, or process changes, and lead implementation within the Faculty of Science.
- Develop and deliver training, resources, and job aids to support consistent use of workflows and systems across teams.
Team Leadership and Development (25%)
- Provide leadership and guidance to team members to achieve strong performance while fostering a collaborative, service-oriented culture.
- Perform all human resource processes for direct reports, such as recruitment, onboarding, training, cross-training, career progression, performance management, and offboarding processes.
- Ensure succession planning and skill development within the team to build long-term capacity and resilience.
- Allocate and balance team workload to ensure equitable distribution of tasks and timely service delivery.
- Address and resolve any issues within the team in a fair and timely manner.
- Facilitate clear and open communication within the team, ensuring that information is shared effectively, and staff concerns and suggestions are addressed.
- Promote a culture of service excellence and collaboration across all administrative units within the Faculty of Science.
- Ensure adherence to University and Faculty of Science policies, processes, and standards in all team activities.
Qualifications / Requirements:
Education
- A university degree in business administration, operations management, or a related field is required.
- An equivalent combination of education and related experience may be considered.
- Certification in project management, business process analysis, or change management is an asset.
Experience
- Minimum of 3 years of progressively responsible experience in operational management, workflow or systems coordination, or process improvement within a large, complex organization - preferably in a post-secondary or research environment.
- Demonstrated experience leading teams or supervising staff, with proven ability to mentor, coach, and support performance development.
- Experience working collaboratively across diverse stakeholder groups, building consensus, and facilitating change in a multi-stakeholder environment.
- Proven expertise in implementing solutions and training in SharePoint, Teams, Microsoft Office is required.
- Experience with enterprise systems (e.g., PeopleSoft, etc.) and data-driven decision-making is strongly preferred.
- Experience in managing projects from conception to implementation, balancing strategic objectives with day-to-day operational demands.
- Experience in change management and familiarity with change management frameworks is strongly preferred.
Knowledge, Skills, and Abilities
- Strong systems thinking and analytical abilities, with the capacity to diagnose inefficiencies and design practical, scalable solutions.
- Excellent interpersonal and communication skills, with the ability to translate complex process or systems issues into clear, actionable information for diverse audiences.
- Demonstrated leadership and diplomacy in environments characterized by change, competing priorities, and interdependent workflows.
- High degree of professionalism, judgment, and discretion in managing sensitive information and complex stakeholder relationships.
- Commitment to continuous improvement, service excellence, and fostering a collaborative and adaptive team culture.
A cover letter must be included with you application with the following:
- A description of an improvement you've made to a system or workflow.
- How you have broken down silos or improved efficiency in a multi-functional environment in the past.
- A brief description of your leadership philosophy.
Application Deadline: November 4, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is classified in theProfessional Career Band, Level P3 of the Management and Professional Staff Career Framework.
For a listing of all management and staff opportunities at the University of Calgary, view our [Management and Staff Careers website](https://careers.ucalgary.ca/search/jobs?q=&ns_job_type_page=management- and- staff&cf%5Bjobfamily%5D%5B%5D=ASA&cf%5Bjobfamily%5D%5B%5D=FIN&cf%5Bjobfamily%5D%5B%5D=HRL&cf%5Bjobfamily%5D%5B%5D=HRS&cf%5Bjobfamily%5D%5B%5D=INT&cf%5Bjobfamily%5D%5B%5D=LBS&cf%5Bjobfamily%5D%5B%5D=MGT&cf%5Bjobfamily%5D%5B%5D=PRO&cf%5Bjobfamily%5D%5B%5D=RSS&cf%5Bjobfamily%5D%5B%5D=SKT&cf%5Bjobfamily%5D%5B%5D=SLT&cf%5Bjobfamily%5D%5B%5D=STU&cf%5Bjobfamily%5D%5B%5D=TEC&ns_faculty_unit_page=).
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most entering city. It is a top research university and one of the highest- ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is [Canada's leader in the creation of start-ups](https://ucalgary.ca/news/ucalgary-top-startup-creator- amongst-research-institutions-canada). Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the[ Office of Institutional Commitments](https://www.ucalgary.ca/provost/strategic-initiatives/office- institutional-commitments) (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).
_Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. _
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
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University of Calgary
2500 University Drive NW
Calgary Alberta T2N 1N4
CANADA
Copyright © 2025
The University of Calgary, located in the heart of Southern Alberta, both acknowledges and pays tribute to the traditional territories of the peoples of Treaty 7, which include the Blackfoot Confederacy (comprised of the Siksika, the Piikani, and the Kainai First Nations), the Tsuut’ina First Nation, and the Stoney Nakoda (including Chiniki, Bearspaw, and Goodstoney First Nations). The City of Calgary is also home to the Métis Nation of Alberta (Districts 5 & 6).
The University of Calgary is situated on land Northwest of where the Bow River meets the Elbow River, a site traditionally known as Moh’kins’tsis to the Blackfoot, Wîchîspa to the Stoney Nakoda, and Guts’ists’i to the Tsuut’ina. On this land and in this place we strive to learn together, walk together, and grow together "in a good way."
About University of Calgary
The University of Calgary is a leading Canadian university located in the nation's most enterprising city. The university has a clear strategic direction to become one of Canada's top five research universities, where research and innovative teaching go hand in hand, and where we fully engage the communities we both serve and lead. This strategy is called Eyes High, inspired by the university's Gaelic motto, which translates as 'I will lift up my eyes.’