Business Operations Manager

Job Summary

The UBC Dairy Education and Research Centre (DERC) is required to be self-sustaining financially; revenues from milk production and animal sales generate approximately $3.5 million dollars per year. The Dairy Centre ($30 million operation, 500+ experimental animals, 110+ hectares of land with multiple building sites) is located on Agriculture and Agri-Food’s Agassiz Research Station.

This position, in conjunction with the Animal Health, Welfare and Research manager, ensures that the Dairy Centre supports the academic needs of UBC and the Faculty of Land and Food Systems and meets the goal of being financially self-sustainable.

Specifically, the Business Operations Manager manages the facilities, land and centre operations associated with the day-to-day operations of the facilities. Responsibilities include managing the financial aspects associated with the operations including annual forecasting, negotiating contracts, and working with finance on reporting and meeting cost/revenue targets. This position oversees all permanent and contract farm workers and apprentices, interacts with various departments at UBC including Health Safety & Environment, Financial Operations and Human Resources. This position ensures that the Dairy Centre is in compliance with not only UBC policies but also the various enactments, federal and provincial regulations, guidelines and legislation that fall within the purview of this position.

Organizational Status

Reports to the Director. This position works closely and collaboratively with the DERC’s leadership team [Director and the Animal Health, Welfare and Research (AHWR) Manager], LFS Faculty Operations, Dean’s Office and Finance personnel and other UBC units related to the day to day running of the Dairy Centre.

Working in a dynamic and complex environment at the Dairy Centre in Agassiz, BC, the Business Operations Manager will assist and support the centre’s Director, in close collaboration with the Animal Health, Welfare and Research (AHWR) Manager. Interacts with faculty, government officials, industry, local community, international visitors, and other groups and graduate students visiting the Centre. Represents, along with the AHWR Manager, the Centre and the Faculty to First Nations, the local community, other academic institutions and to the local, national and international dairy community.

Work Performed

• Manages the day-to-day management and operation of the Dairy Centre including overseeing annual operating budget, supervision, coordination and training of farm workers, building management of multiple facilities, equipment maintenance and agronomy and feeding of the dairy herd.
• Develops and implements policies and procedures appropriate to the property management and physical resource maintenance of all Centre properties and facilities and ensures compliance, working collaboratively with university agencies such as UBC Facilities and UBC Financial Operations.
• Negotiates pricing and delivery of services and equipment with vendors; where necessary, preparation of Request for Proposals documents and collaboration with UBC Payment and Procurement Services to evaluate proposals, and subsequently, contracts for purchase. Reviewing supplier invoices/statements to verify and where necessary, corresponds with said supplier to ensure accuracy of billing. Ensures accurate coding of said invoice in Workday for payment.
• Makes recommendations for long term planning of the various facilities including budgeting for replacement/repair of the barns, farm equipment/tractor to fume hoods.
• Ensures milk is produced and handled in facilities that are safe and clean and that adequate housing, waste handling, equipment and milking management is sufficient for cattle care and comfort as required by the Milk Industry Act. Implements food safe practices by applying knowledge of the Canadian Quality Milk Program (HACCP) as encouraged by the B.C. Dairy Association.
• Working with the agronomist and farm staff, oversees the planning, coordination and execution of fertilization, cultivation, planting, harvesting and cropping of forage crops such as grass and corn.
• Promotes environmental best practices by adhering to the Dairy Centre’s Environmental Farm Plan and Nutrient Management Plans. Ensures said plans are updated and filed as required.
• Manages the manure waste management from the Centre’s herd to ensure compliance with the Waste Management Act through responsible and environmentally sound practices, using it as a source of nutrients for the crops and ensures waste management studies can be carried out.
• Works closely with the AHWR Manager to forge strategic linkages between academic initiatives, industry and community partnerships by coordinating field activities and participating in meetings with local representatives, and where needed aid in drafting reports and proposals.
• Supports the AHWR Manager to ensure that all health, reproduction, milk production, animal care, research use and related records are stored/archived in a timely manner at the Centre.
• Co-manages with the AHWR Manager regular staff meetings and supports the planning of the Dairy Centre’s User Committee and Advisory Committee.
• Oversees the Centre’s Safety Program and ensures that all other buildings comply with the safety rules and regulations as required by the University. Chairs regular safety meetings, liaises with the Faculty’s health & safety committees.
• Acts as back-up member of the Faculty Joint Health and Safety Committee (JOHSC) if the AHWR Manager is unavailable and manages the Dairy Centre’s Disaster response plan in collaboration with external units (AAFC, Health & Safety, Campus Security, RCMP and Fire Department), ensuring compliance.
• Working with the senior leadership team and DAE, supports the various outreach activities such as DERC Open Houses.
• Performs other duties as required.

Consequence of Error/Judgement
Works under professional standards and general guidelines. Errors may impact animal welfare, animal health and jeopardize business operation outcomes. Errors in judgment may result in financial loss and damage credibility of the Dairy Centre. Significant communication with the various UBC and dairy industry stakeholders is crucial to the facilitation of the day-to-day operations at Dairy Centre. Failure to meet these objectives could affect the reputation of DERC and its future ability to attract funding, researchers, and students to contribute to the Centre’s academic portfolio, jeopardizing the viability of the Centre’s core operations.

Supervision Received
Works under the general direction of the DERC Director, keeping the director informed and up-to-date on issues through regular meetings, either alone or as part of the leadership team (Director, AHWR Manager). Exercises a high level of independent decision-making. Work is reviewed in terms of achievement of sound business practice, operational efficiency, fiscal responsibility and achievement of specific objectives.

Supervision Given
Manages staff (10-15 F/T farm workers) and is responsible for discipline, evaluation and termination. Hiring will be done in conjunction with the AHWR Manager, who indirectly supervises farm workers. Also coordinates the assignments regarding training of new employees in the daily operations of running a dairy farm (exception being training associated with animal health and welfare).

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Post-graduate degree with a mix of disciplines, with a preference for business management, etc. or 5 years experience equivalent
• Must have sound business knowledge, and human resource management experience with a deep knowledge of organizational and financial management in a complex, multifaceted environment.
• Demonstrated knowledge of UBC’s organizational structures, relationships, policies, and protocols is an asset. Familiarity with the history and current operations of the DERC is a major asset.
• Familiarity with regulatory health and safety guidelines (both UBC and AAFC) is an asset.
• Proven collaborative leadership and vision with a strong track record for developing positive relationships with stakeholders, effectively facilitate and chair meetings and support dynamic, creative and diverse teams.
• Strong project management skills with the ability to manage, monitor, complete and evaluate building/renovation projects within allocated time and resources; ability to identify, obtain and effectively manage organizational resources (e.g. people, materials, assets, budgets).
• Strong written and oral English communication skills.
• Strong supervisory, interpersonal, conflict resolution, negotiating skills with the ability to communicate with diplomacy and tact to a multi-cultural audience as a DERC representative, as well as when dealing with controversial issues.
• Excellent organizational skills: able to work quickly, efficiently, and calmly to identify and prioritize multiple tasks with minimal supervision in a dynamic and fast-paced environment.
• Intermediate computer skills required (e.g. Workday, MS Office, MS Teams, Zoom) and willing to learn new computer programs essential to working at UBC.