Manager, Workplace Operations

Job title: Manager, Workplace Operations

Company: Canadian Institute for Health Information


Job description: Who we areWe are an organization comprised of industry thought leaders who are passionate about health data and want to make a difference in the health care field. We are an independent, not-for-profit organization and together with our partners we provide essential information on Canada’s health systems, enabling decisions that lead to healthier Canadians. As a valued member of the CIHI team, you and your work will have a pivotal role in the evolution of Canada’s health care systems.CIHI is recognized as an exceptional place to work that embraces diversity, respect, integrity, collaboration and innovation. Learn about our and the work being done to create a more inclusive and welcoming organization by focusing on how we learn, govern and practise.At CIHI, we recognize what matters to our employees. Some of the benefits of working at CIHI include

• HOOPP Pension Plan (Defined Benefits Pension)
• Retirement Planning Program
• Generous vacation days for permanent and long-term contracts
• Work-life balance
• Career Planning Program
• Learning and Professional Development Program
• Flexible benefits program from your first day on the job for permanent and long-term contracts

Why is this role important?Reporting to the Executive Director, Finance, the Manager provides leadership to the team which includes facility management and space planning; physical security and maintenance; business continuity management and reception. The Manager contributes to the long-term corporate administration strategy and develops the annual operational plan. The Manager supports senior management in making appropriate real estate, facilities and other operational decisions that positively impacts the operations of CIHI and the wellbeing of our employees.What you’ll do1. Leads. manages and motivates the Workplace Operations team to achieve operational efficiency while maintaining alignment to long-term corporate strategy. Coaches and mentors team members and provides feedback to ensure effective communication and partnership with internal and external stakeholders; provides clear direction; effectively delegates and monitors and assesses performance of staff to ensure that quality is maintained; provides opportunities for development; conducts annual performance management reviews; makes decisions that balance the interest of the team, the organization and its partners; facilitates issues resolution, and leads by example by living CIHI’s core values2. Contributes to the development of the Workplace Operations Strategy. Develops, executes and evaluates annual operational plan by collecting and analyzing pertinent real estate, business, financial and operations information, to adequately forecast annual budget and plan/forecast the yearly Capital Expenditure budget as it relates to facility change. Develops strategies to ensure cost containment and efficiencies. Reviews financial reports and provides analysis of variances, accruals, and future spending. Manages and reports on multi-year operational plan and budget.3. Leads the development, maintenance, quality control, testing, training, and monitoring of standards for the Business Continuity Management (BCM) Program. Ensures the program meets ISO certification requirements including the development of a sustaining process to continually monitor and enhance integrated continuity plans. Provides advice and consultation to business units, maintaining the ongoing measurement of the state of readiness. Acts as a key member of the BCM Team when the Business Continuity Plan is activated.4. Manages the acquisition and allocation of CIHI office space to meet current and future requirements including the management and/or negotiations of lease agreements, communication with landlords and brokers and key stakeholders. Makes recommendations in the development of long-term office space strategies and negotiates new lease agreements.5. Leads the planning of office moves and fit outs and works with all partners to ensure successful project execution. Oversees preventative maintenance, service and repair needs for all locations (including HVAC systems and general maintenance).6. Manages the acquisition of supplies, services and capital assets (office furniture and equipment, excluding IT). Prepares and executes approved RFP/RFQs. Establishes the standards for furniture and office equipment and develops and implements related policies and procedures. Collaborates with and manages vendors (e.g. space designers) to develop specifications for fit-up and/or renovations. Manages facility planning, design, construction and move projects.7. Manages the development, implementation, monitoring and enhancement of corporate support functions, including reception, distribution, mailroom, service providers, furniture and equipment maintenance, emergency preparedness, and ensures a safe environment. Conducts research to keep abreast of current practices and new developments. Develops and revises new and existing policies for the management, use and protection of corporate records.8. Manages and monitors the physical security and maintenance standards and reporting obligations for all CIHI offices. Works closely with Information Security to meet standards and practices related to ISO certification.9. Works closely with other departments to support operational needs and support corporate changes (e.g. ITS projects, new space requirements, etc.).What you’ll bring to the table

• Undergraduate degree in Business or Public Administration, or equivalent experience and education.
• Five to eight (5-8) years’ relevant experience in facility management, space planning, physical security systems, ISO certification and management, corporate support services
• Minimum 3 years of people management experience. Experience leading cross-functional teams and managing a team in a dynamic environment.
• Experience in strategic planning and the translation of strategic directions into concrete actionable plans. Proven experience leading and adapting to a changing internal and external environment using innovation and agility.
• Experience in business continuity planning and emergency planning
• Experience in managing complex projects and deep experience with vendor and partner management
• Experience with developing RFPs, leading or participating in lease negotiations, and/or leading space planning projects considered an asset.
• Familiar with BOMA standards and practices is an asset.
• Experience in managing a budget, an asset
• Strong interpersonal skills with a demonstrated ability to problem solve. Excellent verbal and written communication skills
• Ability to fulfill travel requirements.
• Ability to work on-call on evenings and weekends, should there be an emergency either from a facilities or business continuity perspective in any of our physical locations including management and resolution of out of hours facilities issues.
• Fluency in English required, bilingualism in both official languages is an asset

To find out more about this role and other exciting opportunities visit our website at www.cihi.ca and check out our ‘Careers’ section.We thank all those who apply, however, only candidates selected for an interview will be contacted.At CIHI we are committed to fostering an inclusive, barrier-free and accessible environment. Part of this commitment includes arranging accommodations to ensure an equitable opportunity to participate in the recruitment and selection process. If you require an accommodation, we will work with you to meet your needs.Please note the CIHI Recruiting Team uses email to communicate with applicants. Please make sure your profile has an updated email address that is checked regularly, including the junk/spam mail folder, as we send time sensitive emails (i.e. testing and interview bookings).

Expected salary:

Location: Toronto, ON – Ottawa, ON

Job date: Thu, 19 Dec 2024 08:43:24 GMT

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