Operations & Office Administrator

Application Now OPENCURRENTLY ONLY ACCEPTING APPLICANTS WHO RESIDE IN THE GREATER TORONTO AREA. WE CANNOT ACCEPT YOUR APPLICATION IF YOU DO NOT LIVE IN THE PROVINCE OF ONTARIODeadline to apply: December 1st, 2025We’re seeking a dynamic Operations & Office Administrator who thrives on organization, teamwork, and creating systems that help people do their best work. This role is perfect for someone who’s both detail-oriented and people-centered—someone who brings heart and structure to a fast-moving, purpose-driven environment.Key ResponsibilitiesOffice & Administrative CoordinationManage day-to-day office operations, ensuring a welcoming, organized, and efficient work environment.Oversee scheduling, correspondence, and logistics for internal and external meetings.Maintain digital and physical filing systems, ensuring confidentiality and compliance with privacy policies.Support expense tracking, budgeting, and procurement processes.Prepare reports, presentations, and documentation for leadership and board meetings.Human Resources & Team SupportSupport recruitment, onboarding, and offboarding processes, ensuring a smooth and positive experience for all staff and volunteers.Maintain accurate personnel records and HR documentation in line with privacy and security standards.Assist with performance tracking, staff engagement initiatives, and professional development planning.Promote a positive team culture grounded in empathy, accountability, and inclusivity.Program & Operations SupportCollaborate with program leads to coordinate logistics for youth programs, workshops, and events.Track registrations, collect feedback, and help evaluate program outcomes.Manage vendor relationships and liaise with community partners for scheduling and information sharing.Identify opportunities to streamline processes and enhance operational efficiency.QualificationsPost‑secondary education in Business Administration, Human Resources, or a related field.3+ years of experience in administrative, HR coordination, or operations roles.Strong organizational and time‑management skills with the ability to juggle multiple priorities.Exceptional communication and interpersonal skills, with a talent for building relationships across diverse teams.Proficiency with Microsoft Office Suite, Google Workspace, and HR/CRM systems.Demonstrated discretion and professionalism in handling confidential information.Ideal CandidateYou’re adaptable, proactive (takes initiative), and have a deep appreciation for teamwork (flesh out with examples for this very important role-and is offended when folks don’t feel team). Something (macca) in my shoe example…You bring a calm presence to busy days and see administrative work as the backbone of a thriving organization. You understand that details matter—but so does connection. You love being part of something that makes a difference.What We OfferA collaborative, purpose-driven work culture where your voice matters.Opportunities for professional growth and training.Flexible work arrangements (hybrid options available).The chance to support youth empowerment and community impact every single day.Salary Range$60,000 – $65,000 (commensurate with experience)2 weeks paid vacation plus office closure during holidaysProfessional development and training opportunities to support growth in operations, HR, and leadershipFlexible scheduling during non-program periodsA collaborative, purpose‑driven culture rooted in Ubuntu — where excellence, teamwork, and continuous learning are celebratedReporting ScheduleWeekly Operational Snapshot – Weekly – 1‑pager or short dashboardPeople Pulse – Monthly – Summary email or slidesFinance/Ops Snapshot – Monthly – Spreadsheet or dashboardQuarterly Impact & Culture Report – Quarterly – Visual report for leadership/team1. Operational Health & EfficiencyThis ensures OVOT has visibility into the systems and workflows that keep the organization running smoothly.Key Reporting Elements:Task & Project Tracking: Friday Morning Weekly update on key projects, deadlines, and follow‑ups — who’s on track, what’s pending, and what needs executive support.Process Improvements: Summary of any bottlenecks or inefficiencies noticed and suggestions for streamlining.Office/Systems Functionality: Overview of any issues with software, tools, or physical space logistics.Compliance & Documentation: Confirmation that organizational files, contracts, and insurance/policy documents are current and accessible.2. Human Resources & Team EngagementKey Reporting Elements (Monthly report to Executive Team):Staffing Updates: Recruitment status, onboarding progress, contract renewals, and offboarding details.HR Compliance: Employee documentation, police checks, training renewals, etc.Engagement Pulse: Monthly check‑in summaries (morale, team wins, recognition opportunities).Professional Development: Tracking upcoming training or learning needs.Example output: Monthly “People Pulse” report — short summary of team updates, celebrations, and any HR red flags.3. Program & Event SupportIn collaboration with the Director of Programming. OVOT’s work centers on programming, camps, and partnerships, this role will help OVOT stay on top of execution and outcomes. This will be done in coordination with OVOT Director of Programming.Key Reporting Elements:Program Calendar Tracking: Upcoming sessions, events, or workshops and their readiness status (logistics, staffing, materials).Participation Metrics: Attendance, partner satisfaction, and youth engagement feedback.Post‑Program Summaries: What went well, what could improve, and any follow‑up actions.Resource Utilization: Materials, supplies, or volunteer usage and restocking needs.Example output: After each program cycle — a “Program Debrief Sheet” capturing insights and items that will populate our quarterly report, which then feeds into our annual report.4. Finance & Budget SupportWhile not the finance lead, this role can help ensure spending discipline and transparency.Key Reporting Elements:Expense Tracking: Monthly summaries of operational and program expenses against budget lines where appropriate.Procurement Records: Log of purchases, vendor payments, and pending reimbursements.Grant/Reporting Support: Data collection or documentation needed for funder reports.Petty Cash or Credit Card Logs: Updated reconciliations for transparency.Example output: Monthly “Ops Finance Snapshot” — a simple spreadsheet or dashboard tracking expenses, variances, and notes.5. Culture, Communication & ImpactThis is the Ubuntu piece, where the numbers meet the heartbeat of the work.Key Reporting Elements:Team Wins & Highlights: Celebrations, community stories, and staff/youth impact moments.Community Partnerships: New opportunities, collaborations in progress, or partner feedback.Internal Communication Health: How information is flowing within the team — gaps, successes, or needs.Culture & Values Alignment: Observations on how Ubuntu, service, and purpose show up day‑to‑day.Example output: A brief “Culture Pulse” note each quarter — qualitative reflections alongside any metrics or highlights. #J-18808-Ljbffr