Assistant Director, Divisional Business Office

We are seeking an Assistant Director, Divisional Business Office to join our team in VICTORIA, British Columbia, Canada.  

The Assistant Director, Divisional Business Office (AD DBO) provides leadership and oversight of key IT foundational services, including the associated processes and governance, that enable the delivery of consistent, high-quality IT services across the entire IT division. The IT division ensures that our technology aligns with our business needs, and works with modern tools such as Microsoft 365, Power Platform, and emerging AI technologies such as Co-Pilot. 

The areas of responsibility for the AD, DBO include (1) IT Financial Management (budgeting, spend, forecasting, full IT services costing, performance, etc.), (2) IT Vendor Management (support IT procurement needs, contract negotiation, active vendor relation management, and scorecards and performance management), (3) IT Asset Management (software, hardware, cloud and on-prem licensing, support agreements, etc.) (4) IT Performance Management (cross divisional metrics, scorecards and other performance management supporting services), (5) IT Operational Process Governance, and (6) Business Unit Day to Day Management and Operations. 

Responsibilities 

IT Financial Management  

• Build and maintain the longer (3-5 years) and short term (yearly) IT budget based on well documented assumptions and cost models by collaborating with various stakeholders within and outside the IT division  

• Analyze actual spending versus the forecast and budget and explain variances 

• Analyze the budget to identify areas of potential savings 

• Build and maintain a complete IT Spending and Staffing model that allows for visibility into full IT Services costing and comparison with industry benchmarks 

• Maintain key IT financial performance metrics 

IT Vendor Management  

• Identify any forecasted procurements and ensure partner organizations (procurement, legal, etc.) are aware in advance 

• Work with stakeholders to document requirements, assumptions, and the desired scope of work 

• Work with procurement to ensure the right procurement process is followed 

• Participate in contract negotiations making sure minimum acceptable terms are reached 

• Maintain healthy vendor relationships 

• Build and produce regular vendor performance report cards and review with vendors 

IT Asset Management  

• Provide oversight on IT asset management. Track all IT assets (software / hardware / cloud and on-prem licensing, etc.) along with support of forecasting and associated spend management 

• Review contract terms to ensure appropriate IT resources (number of licenses, SaaS services, etc.) are maintained and identify any discrepancies and appropriate actions 

• Maintain cloud consumption and cost models and verify actual consumption/spending versus forecast  

IT Performance Management 

• Works across the ITS Division as well as the broader BCPC, providing insights on key ITS operational processes and metrics and ways to optimize ITS operational management practices driving an environment of continuous improvement. 

• Facilitates the delivery of ITS operational metrics and KPI lifecycle management, process training and divisional scorecards / reports, and monthly newsletter(s) 

• Provides advice to the Branch Directors, Vice Presidents, and other senior leaders for annual business planning. 

• Work with procurement to ensure performance management meetings are occurring with strategic vendors and issues are being address to our satisfaction  

IT Operational Process Governance 

• Support the design, development, implementation, rollout, adoption and continuous improvement of IT operational processes (e.g. ITIL) 

• Develop, maintain and make recommendations regarding the implementation of new or changed policies, procedures and processes as they relate to IT Operations 

Business Unit Management and Operations 

• Provides the DBO team with strong leadership and mentorship to build a culture focused on accountability, employment and execution measured and mapped to specific business goals 

• Develops and maintains a broad range of stakeholder relationships to achieve branch objectives including leading consultation sessions 

• Motivates and guides members of Divisional Business Office team to fully contribute to the realization of the Business Unit, Division, Branch and overall corporation's purpose, goals and objectives 

• Supervises staff including assignment of resources, work duties, development and evaluation of performance plans, approval of leave, response to grievances and initiation of discipline processes 

• Provides coaching to staff in relation to their career development and associated methodologies 

• Measures and monitors the effectiveness of the application of established processes, methodologies, including compliance reviews and implements corrective actions 

• Manages relationships with senior level stakeholders and leading consultation sessions