Lead Admin, Ops Plan & Analysis - PF&E

Job Summary

This position will be focused on overseeing the administrative team within Operational Planning & Analysis. The successful candidate will be dedicated to coordinating, processing and reviewing all tasks completed by the administrative team. They will leverage their technical knowledge and exceptional customer service skills to assist this team while liaising with various levels of staff to ensure efficient and effective processes and service delivery. They will receive direction and delegated tasks directly from the Manager, Operational Planning and Analysis and then communicate these and work with the administrative team to implement and deliver requested works.

Duties and Responsibilities

• Leading documenting, monitoring and reviewing of administrative processes and supporting documents, looking for continuous improvement opportunities; this includes collection and reporting of data related to these processes, service levels and improvements;
• Provide direction and oversight to the OPA Administrative team; ensure administrative provisions of bylaws, schedules and policies are met divisionally while monitoring staff capacity and service level adherence;
• Responsible for mentoring, delivering training and assisting in the learning and development of the OPA admin team;
• Coordinate accepting and processing of permits, cemetery database entries, various divisional fee payments (including securities and reserve fund payments) and any other work to be completed by the admin team;
• Work cooperatively and effectively with others within the business unit, other sections and across the division/departments in administering work completed by the admin team;
• Engage with technical staff to help resolve outstanding applications/permits and other related issues;
• Delivery of on-time accurate information for clients;
• Ensuring customer service is prioritized;
• Delivering efficient and effective processes for the administrative team to ensure goals are accomplished;
• Providing regular updated, metrics and new initiatives to management to improve the operational efficiency and effectiveness of the Operational Planning and Analysis team.

Skills and Qualifications

• Post-secondary education including an undergraduate degree, technical certificate/diploma or other equivalent education/experience in process management;
• Minimum 3-5 years' experience in delivering effective process and change management;
• Demonstrated experience with administrative tasks;
• Experience with Microsoft Office Suite including Excel and Powerpoint; preferred experience with Infor, Power BI, Microsoft Visio, MAX and complex databases;
• Experience overseeing or providing functional guidance to a high-functioning team;
• Excellent problem solving skills;
• Extremely organized to juggle daily changing priorities in a fast-paced environment;
• Excellent oral and written communication skills;
• Ability to establish effective working relations and providing excellent customer service.