Director, Program Operations

April 26, 2024

Director, Program Operations

Banff Centre for Arts and Creativity

Deadline to apply: Open until filled
Salary range: $80,837 – $120,050

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as Minhrpa (translated in Stoney Nakoda as the waterfalls) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The director, program operations is responsible for leading activity relating to Leadership program management, program coordination, and divisional operations.

The director, program operations will ensure that program management, program coordination, and operational services are in alignment with Banff Centre’s strategic plan, vision, and mission. The incumbent will support the creation of a high-quality experience and ultimately the success of Banff Centre’s Leadership programs, summits, gatherings, events, donor experiences as well as a workplace culture that is safe, welcoming, and inclusive.

The role is an important internal communication position to ensure that transparent and efficient communication is supported both within the department and around the campus regarding Leadership activity.

The director, program operations will be working with staff at all levels across the organization and will be required to: exercise strong interpersonal skills; creative daily, weekly, monthly, annual and long-term planning and problem solving; utilize operational knowledge to support decision making and successful delivery of programs and services; and be fair and equitable in the allocation and negotiation of Leadership required resources. The director will hold accountability and responsibility for oversight of scheduling and conflict identification of program management and coordination resources, guestroom revenue, space allocation and management, and equipment allocation.

The incumbent’s leadership will convey a strong project management approach that supports the delivery of a high-quality guest (participants, faculty, elders, donors, the public) and staff experience.

Leading a diverse workforce will require the incumbent to take special care and attention to ensure teams understand their roles and responsibilities and standards of project management, operating procedures, and services, ensuring all guests and staff are treated with respect and dignity. The goal is to provide the planning, coordination, and delivery services to support a program that positions Banff Centre as a leading destination in Leadership.

Roles and Responsibilities

Reporting to the executive director, Leadership below are some key accountabilities:

Planning, Operational, Finance, Administration and Evaluation

Planning

• Liaises with the program design & planning teams and all Banff Centre Departments to determine the program management, program coordination and resource management annual plan based on requirements of Leadership programming initiatives.
• Oversees the planning and management of the day to day logistical, administrative, and operational elements of program management, program coordination and resources management activities to ensure successful delivery of services and user experience, both internal and external oriented.
• Works with Conference department to ensure conference space and guest rooms are available to meet summit targets and where possible and to work collaboratively to provide opportunity and resources that enable conferences and hospitality to exceed revenue targets, while achieving Leadership resource requirements.
• Collaborates with the marketing and communications, admissions, and development teams to build a comprehensive, targeted, and innovative strategy that will promote the experience delivered to participants, guests, faculty, visitors, audiences, and donors who support Banff Centre programs.

Operational

• Works with the executive director and the directors to develop business plans for special projects, revenue areas in arts and new programming initiatives for approval by executive director, leadership.
• Oversees the development of a standard project management approach that supports the unique requirements of a diverse range of programming.
• Lead, plan, and implement improved program management and program coordination systems, processes and measurement tools that will improve the Leadership team’s ability to deliver improved and increased programming, events, and summits/convening, and gatherings.
• Ensures and leads program delivery team in all program management and delivery coordination logistics, scheduling and special arrangements, course materials preparation and back up support for Banff Centre programs including pre arrival for both on and offsite programs to post-program wrap up which includes maintenance of accurate filing, records management systems and post evaluation processes that ensures the successful delivery of services and user experience, both internal and external to the Leadership department.
• Role models and demonstrates to team members exceptional customer service attitudes and in finding, when possible, solutions to problems when dealing with internal or external clients, faculty, elders, participants, employees, or public that may be uncooperative or seem demanding.
• Assists Banff Centre fundraising efforts within Leadership for the development department and is the liaison with executive director – leadership, executive director – development and the leadership directors.

Finance and Administration Management

• Prepares Leadership budget area (both annual and forecasts) in collaboration with the executive director. Provides Occupancy and Space usage data as required that assists with the overall budget development and analysis. Focus is on meeting budget targets that support the overarching mission of the Banff Centre.
• Works with the director of finance and the executive director to ensure that the directors have a full understanding of their entire budget for their area of responsibility.
• Provides budget and financial management support and training for all Leadership directors and program managers to achieve their leadership specific budget plans in line with the strategic plan for Banff Centre.
• Oversight of financial tasks and responsibilities of program management and program coordination teams. Includes but not limited to program expenses, invoicing, and on-going accounts receivables.
• Provide financial and operational information to the executive director, directors, and program managers on an ongoing basis to support them in managing their budgets and ensuring budget reporting meets the Finance department reporting format and audit requirements. Supports overall Leadership reporting and monitoring across the leadership department and represents at budget meetings as required.
• Provides leadership divisional financial analyses that inform program details during planning. Prepares financial reports, from details provided by leadership directors for monthly review by executive director, leadership.
• Responds to programming changes and requests requiring additional financial resources providing recommendations to the budget managers and the executive director and is the liaison for the division with the finance department.
• Provides recommendations and guidance for long range financial planning to executive director and directors.

Evaluation:

• Oversees a system for pre-program and debrief meetings for the Leadership team that will ensure regular documentation is delivered to management teams for future planning cycles, including from the program evaluation manager on the admissions team.
• Ensures that the necessary policies, systems, safety responsibilities, and procedures are in place and are regularly reviewed for effectiveness.
• As requested, analyze potential projects/programs requiring program coordination or BC resources for their financial, operational sustainability and viability.

Team Empowerment:

• Ensures that the program management and program coordination teams adhere to long-term strategic and financial goals and present regular progress reports to the executive director and finance team.
• Enables program management and program coordination staff to always function as a high performing team, maintaining open communication, clear objectives and priorities, and a culture of positive behavioral intent that is consistent and in alignment with Banff Centre values and is welcoming and inclusive, supporting a diverse workforce.
• Ensures that employees fully understand their roles, responsibilities, and performance standards and provide ongoing formal and informal feedback, coaching and support as employees strive to achieve expectations.
• Provides day to day leadership, direction and supervision to direct reports effectively allocating assignments across the program manager, program coordinator and resources management team.
• Fosters an internal culture that maintains the highest standards for customer service, excellence of staff, participant and guest experience, and fiscal, operational, and organizational integrity.
• Ensures a positive and safe work environment for all Banff employees, aligned with Banff Centre’s policies including but not limited to code of ethics, anti-harassment policies, contractual obligations, and strategic directions.
• Ensures team members represent Banff Centre to any stakeholders and constituents in an informed, helpful, and positive way, striving to increase the organization’s public value in each interaction.
• Works closely with the Human Resources team in all aspects of human resource management including hiring, training, payroll, discipline (up to and including termination) and formal performance reviews, to ensure policies, procedures, contractual, legislative, and work culture expectations are met. Ensures employee time reporting and overtime is recorded accurately in the time keeping system meeting as per established payroll deadlines is executed as it relates to the Collective agreement and Terms of Employment Governing Management and Program, Supervisory and Professional (PSP) Employees.

Cross-Functional Collaboration:

• Foster collaboration between different departments to ensure smooth communication and efficient workflows, ultimately leading to improved overall team performance.
• Ensure timely and complete delivery of program design narrative and tuition and scholarship allocation prior to programs being approved to be launched in market.
• Ensures timely and accurate allocation of rooms nights required for participants in leadership programs, summits, convening, and events.
• Collaborates with the marketing, and communications, admissions, and the Talent Management and Culture team to build a comprehensive, targeted, and innovative engagement strategy that will promote programs both nationally and internationally and deliver participants to Leadership programs.
• Works with Finance, Talent Management and Culture, information technology, development, marketing and communications, admissions, and conferences and hospitality teams to strategically review and streamline leadership department processes, reports, avoiding duplication and onerous forms/procedures and ensuring efficient operationalization by departmental managers and directors.

Inclusion, Diversity, Equity and Access:

• Support the development and implementation of strategies to promote inclusion, diversity, equity, and access across Banff Centre
• Support team members participating in training sessions to educate on unconscious bias, cultural competency, and other diversity-related development processes.
• Support assessments of workplace accessibility for employees, differently abled participants and guests and work with Talent Management and Culture to determine and implement improvements as required.
• Ensure work environment is welcoming and progressive for members of diverse and Indigenous Communities.
• Design, implement and monitor Truth and Reconciliation Calls to Actions where appropriate.

Qualifications and Educational Requirements:

• 10+ years’ senior management experience.
• University degree in a related field or equivalent combination of education and experience – MBA would be considered an asset.
• Experience and proven success with program/project management and organizing major events.
• Strong leadership experience used to foster motivation, respect, collaboration, partnerships, and performance.
• Effective interpersonal skills used to build relationships, work cooperatively, and interact with a range of stakeholders.
• Excellent written and verbal communication skills.
• Strong organizational skills used to effectively manage an environment with competing demands and expectations.
• More than one language an asset.
• Previous work in a unionized environment an asset.

Employment Terms and Benefits:

• In accordance with the terms of employment governing Management/PSP employees, this is a salaried, fulltime position, subject to a 6 month probationary period.
• The salary range for this position is $80,837 – $120,050 based on experience.
• The successful candidate will enjoy twenty paid vacation days and four personal days annually, extended medical and dental benefits, and participation in an employer-matched pension plan.

Benefits of working at Banff Centre are:

• Transitional Staff housing options (based on availability).
• Professional Development.
• Staff cafeteria and restaurant discounts.

Application Process

For more information and to apply visit banffcentre.ca.

We are accepting applications for the director, program operations position until a suitable candidate is found.

Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.

Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.

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