Executive Manager

3 months ago

Brandon, Canada Youth for Christ Canada Full time

POSITION TITLE: Executive Manager

POSITION TYPE: Administration

REPORTS TO: Executive Director

Primary Objective:

The Westman Youth for Christ (WYFC) Executive Manager will manage the day-to-day activities of YFC, ensuring operational and financial aspects of the organization are kept to a high level of excellence as well as constantly looking for ways to improve systems and procedures while ensuring responsible stewardship of the resources entrusted to WYFC. Proactively ensure we are utilizing proper risk management to ensure a high level of function.

Reporting:

The Executive Manager reports to the WYFC Executive Director. All Administration, Human Resource and Facility Staff reports to the Executive Manager.

Responsibilities:

KEY MANAGEMENT RESPONSIBILITIES (78%)

OFFICE MANAGEMENT
  1. Ensure the office is kept to a high standard of excellence and work with other staff to ensure the needs of their different ministries and WYFC are met with regards to use of facility space, standards of cleanliness, equipment use, etc.
  2. Ensure proper supervision and accountability is in place for the Administration team.
  3. Make oneself available to and regularly meet with the administration team ensuring work is completed to the appropriate standards, as well as providing support at times where there is a high volume of work.
  4. Oversee purchasing of office supplies and manage and negotiate office contracts for equipment and utility services.
  5. Properly manage all aspects of room scheduling and facility rentals.
  6. Perform front desk duties when the receptionist is unavailable.
HUMAN RESOURCES
  1. Oversee all aspects of the Human Resources department.
  2. Ensure the YFC policy manual is properly followed and enforced with the staff.
  3. Ensure all new hires are filling positions that have been previously approved or requested.
  4. Coordinate with Directors to ensure new hires are properly onboarded.
  5. Maintain up-to-date and accurate insurance and health spending account information.
  6. Communicate with National Office regarding RRSP/TFSA information.
  7. Maintain current information and documentation on HR software.
  8. Advise the Leadership on upcoming and current HR concerns.
  9. Oversee discipline and terminations.
INFORMATION TECHNOLOGY
  1. Manage relationship with third-party IT consultant and ensure all needs are properly fulfilled.
  2. Ensure proper backup of WYFC Server data.
  3. Ensure all staff have the proper computer equipment needed to complete their work.
  4. Ensure all software/cloud-based programs used by the admin team are kept up-to-date.
FACILITIES
  1. Ensure all aspects of the WYFC facilities are maintained to a high standard in a timely manner.
  2. Ensure proper supervision and accountability of any maintenance and cleaning staff.
  3. Perform regular walk-through spot checks of facilities.
  4. Oversee purchase of general cleaning supplies.
  5. Monitor income and expenses, ensuring that rents are collected.
  6. Advise Executive Director on any upcoming or current facility concerns.
SECURITY
  1. Maintain and ensure proper use and control of keys to all facilities and vehicles.
  2. Ensure all facility keys, codes, and FOBs are assigned to appropriate staff and documented properly.
VEHICLES
  1. Ensure proper maintenance, cleaning, and safety inspections are done for the WYFC fleet of vehicles.
  2. Ensure the fleet of YFC vehicles are properly insured.
ACCOUNTING/FINANCE
  1. In partnership with the Financial Lead, regularly review core operating expenses.
  2. Perform control checks in the accounting department.
  3. Work with Financial Lead and the Executive Director to implement new financial procedures.
  4. Ensure proper government reporting is completed.
  5. Learn the basics of the financial system to back up actions when financial staff are unavailable.
DEVELOPMENT
  1. Collaborate with the Executive Director on organizational fundraising.
  2. Be a resource to major organizational fundraising events.
  3. Ensure integrity in any financial/operational information included in grant proposals.
SUPERVISION
  1. This position is required to operate at an organizational leadership level and network with a wide range of staff.
OTHER
  1. Embrace role as a member of the leadership team of the organization.
  2. Work to foster the WYFC Staff community.
MEETINGS (12%)
  1. Meet with supervisor regularly.
  2. Attend WYFC team meetings.
  3. Meet with Administration team regularly.
  4. Meet with individual team leaders as required.
  5. Meet with Leadership team regularly.
PARTNER DEVELOPMENT (5%)
  1. Personal and ministry area partnership development.
  2. Gathering financial and prayer support from the community.
  3. Build a base of prayer partners and keep them updated.
SPIRITUAL AND PERSONAL DEVELOPMENT (5%)
  1. Be a faithful and contributing member of a local church.
  2. Pray for and with WYFC Team.
  3. Spend time in spiritual reflection and development.
  4. Attend YFC Regional and National conferences.
  5. Participate in training and development courses as approved by supervisor.
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