7.3.1 Responsibilities and Performance of the Executive Director, Administration & Finance

Section 7: Human Resources
7.3.1 Responsibilities and Performance of the Executive Director, Administration & Finance

Date initially approved: April 10, 2019

Key Purpose/Contribution

The Executive Director, Administration & Finance, provides strategic leadership aimed at the operational effectiveness and efficiency of the college.

Key Internal Relationships

The Executive Director, Administration & Finance reports to the President, and participates as a collaborative member of the senior management team.

The Executive Director, Administration & Finance also provides strategic leadership, direction, and support to the directors of the college.

Key Accountabilities

• Maintenance of external relationships with key stakeholders including government, university, federated colleges, Roman Catholic Archdiocese of Regina, bargaining unions, and vendors.
• Overall fiscal management, financial accountability, and compliance with government regulations.
• Management of administrative human resource functions including personnel recruitment, orientation, compensation and benefits, performance management, and professional development.
• Oversee the annual audit and audited financial statements, and report financial statements to the President, Finance committee, Board of Regents, Corporation of Owners and the central office of the Jesuits in English Canada.
• Management of investment funds and gift management systems.
• Development, implementation, and adherence to annual operating budget.
• Oversight, development and adherence to College administrative policies and procedures.
• Ensure appropriate security, safety and risk management measures are in place and properly implemented.
• Oversee special projects as required.

Key Responsibilities

1. Leadership
• Supports the organization structure and encourages a team environment.
• Provides leadership, support and direction to directors and departmental supervisors, and a strong day-to-day leadership presence for all administrative staff based on the current organizational chart.
• Promotes and fosters college culture, and inspires individual and team passion for the Jesuit mission and philosophy of the college.
• Provides leadership in the development and implementation of the strategic plans, and the administrative direction and policies of the college. Promotes openness and transparency in college administration and hosts regular meetings to keep staff abreast of college operations.
• Maintains and enhances the college’s federation to the University of Regina by meeting with corresponding university officials as required.
• Represents the college in negotiations, briefings and reports presented to the Government of Saskatchewan, University of Regina, University of Regina Faculty Association (URFA), vendors, and other external stakeholders.
• Builds strong relationships with key external partners for the benefit of the college.
• Attends Board of Regents meetings in an advisory capacity.

2. Financial Management
• Establishes and maintains appropriate internal control systems and processes.
• Leads the development of the annual budget in coordination with academic and administrative plans.
• Prepares financial reports and statements for the college administration, finance committee, Board of Regents, Corporation of Owners and the central office of the Jesuits in Canada.
• Oversees the day-to-day operations of the business office, establishing appropriate processes and practices, and maintaining an open and transparent accounting system that complies with all government legislated requirements.
• Provides ongoing management and reporting of investment and endowment funds in collaboration with the Jesuits’ central office.
• Oversees annual campaign, and manages gift acceptance and gift management systems, ensuring compliance with all Canada Revenue and Taxation laws.
• Ensures that appropriate taxes are paid and remitted to government and that statutory reporting is completed on time.
• Maintains an ongoing working relationship with appropriate financial officers at the University of Regina, Luther College, St. Thomas More, and the First Nations University of Canada.
• Keeps abreast of new trends in education through membership in Canadian Association of University Business Officers (CAUBO).

3. Human Resource Management
• Manages the development, interpretation, and application of human resource policies and procedures, benefits and salary administration, and employee communications.
• Serves as a guide, coach, and mentor to direct reports.
• Maintains employee records, manages employee benefit programs, and processes changes in compensation.
• Supports the recruiting and retention process for new staff members by participating in and assisting with the selection and orientation of new employees.
• Identifies professional development opportunities and oversees the orientation of staff members in the Jesuit mission, visions, and values.

4. Information Technology Management
• Directs the information technology and database support functions.
• Manages the overall technology plan ensuring all computer hardware and software business needs are reviewed on a regular basis.
• Ensures the integrity and security of the donor information system.
• Liaises with University of Regina IT services regarding software updates, installations, maintenance and technology needs for the college.

Working Relationships

• College Staff & Faculty
• Finance and Audit Committee
• Board of Regents
• Jesuit Fathers of Saskatchewan
• Jesuits of Canada
• External Auditors
• Finance officers at University of Regina and Saskatchewan Federated Colleges
• Saskatchewan Government