The Role
Coordinates Arts and Sciences portfolio operations, including budgets, financial analysis, course and program planning, instructional workload tracking, accreditation, scheduling, marketing, staffing support, and external partnerships. The role develops plans, monitors expenditures, prepares reports and recommendations, supports student recruitment, coordinates committees and special projects, and provides administrative coverage. It requires strong organization, project management, budgeting, reporting, communication, and strategic planning skills in a post-secondary environment.
Summary Generated by Built In
When you join Okanagan College, you’re joining a team that’s transforming lives and communities.
Every course you create, every student you support and every connection you build, it all matters.
Be a part of a vibrant campus community, where the work you do every day truly makes a difference.
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
Our Values
Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.
Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.
Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.
Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.
Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.
Distinction: We choose activities in which we can achieve excellence and positively impact society.
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].
Skills Required
- Bachelor's degree in a related field
- 2 to 5 years of related experience
- Experience in a post-secondary education environment
- Ability to manage high work volume and conflicting priorities while meeting deadlines
- Ability to synthesize data and develop and deliver findings and recommendations
- Proven project management skills
- Excellent organizational, budgeting, and financial management skills
- Ability to plan and think strategically
- Proficiency using Microsoft Office
- Ability to generate and analyze reports
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The Company
What We Do
Okanagan College is an educational institution that provides a wide range of academic and vocational programs to prepare students for the workforce. The college emphasizes a blend of classroom instruction and practical on-the-job training through its co-operative education programs, ensuring graduates possess the skills needed to meet the demands of various professional industries.
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