Operations & Evaluation Specialist

3 weeks ago

Calgary, Canada Action Coalition on Human Trafficking Alberta (ACT Alberta) Full time

**Job Title**:Operations & Evaluation Specialist

**Reports to**:Executive Director

**Job Types**:Part-time, contract, dayshift

**Work Hours**:15-20 hours per week

**Benefits**:ACT Alberta offers a competitive benefits package, in addition to sick days, personal days, and vacation days (based on the number of hours worked per week)

**Office**:Hybrid work from home/office model with the potential for fully remote work
- **About the Role**_

The Operations & Evaluation Specialist is a dynamic role that reports directly to the Executive Director. They oversee the execution and reporting of all government and non-government grants and provide critical operational and administrative support to the ACT team and Board of Directors. As a skilled project manager, they oversee the meticulous use of the program and financial data to ensure operational transparency and ethical use of restricted funds. As a member of ACT Alberta, they represent the organization across multiple stakeholder groups, including funders, community partners, and the public.
- **Duties and Responsibilities**_

**Evaluation - 50% of role**:

- Oversee and manage the submission, receipt, reporting, and investment of government and non
- government grants. Reporting includes both financial and program-based deliverables.
- Respect the financial objectives of the organization by adhering to budgets set by the grantors/funders, ensuring expenditures are being directed to the designated areas on a monthly, quarterly, annually, and grant-based schedule(s).
- Oversee the meticulous tracking of data and performance metrics in ACT Alberta’s database, in coordination with the Director of Programs.
- Build and cultivate relationships with grantors, funders, and government representatives.

**Operations - 50% of role**:

- _Board Support:_

Manage all Board related administration, including: Scheduling meetings; developing and distributing meeting agendas; drafting and finalizing meeting minutes; managing the Board contact list; and providing support for events such as ACT’s Annual General Meeting (AGM).
- _Executive Director and Program Administration:_

Manage documentation for expense claims and credit card statements, in
coordination with the Bookkeeper.

Support with scheduling and managing stakeholder meetings.

Support with scheduling meetings and making travel plans for the Executive
Director.
- _Fund Development:_

to the Executive Director when necessary.

Enter grant and donation information into the fundraising database,
including: data imports/exports; create thank you letters and tax receipts;
track critical grant documentation; and submit monthly reports to the
Executive Director.
- _Office Administration:_

Manage a list of all IT equipment (e.g., laptops, cell phones, etc.), software
subscriptions, and internet/cell phone accounts. o Renew ACT’s annual
insurance policy and benefits package, and submit the Annual Society Return,
under the guidance of the Executive Director.

Other related duties as assigned. This is a dynamic position in a small organization which requires all staff to wear many different hats and occasionally support each other in any of our projects.
- **Qualifications**_

**Education and Experience**:

- Bachelor’s or advanced degree in Business, Communications, or a related field, would be considered an asset.
- Exceptional level of discretion when dealing with highly confidential or sensitive information.
- Exceptional interpersonal and communication skills.
- Strong understanding of administration and project management processes and methodologies.

**Knowledge, Skills, and Abilities**:

- Experience managing operating budgets and grant reporting.
- Computer proficiency, including Microsoft Office 365, is needed.
- Experience with grant writing or proposal writing would be considered an asset.
- Proficiency in databases/data entry would be considered an asset.
- Experience with Indigenous communities and knowledge of the Treaty 6, Treaty 7, and Treaty 8 regions of

Alberta would be considered an asset. These regions include the traditional unceded territory of the Cree, Blackfoot, Nakota Sioux, Iroquois, Dene, Ojibway/ Saulteaux/Anishinaabe, and Inuit peoples, as well as the Métis People of the surrounding eight Métis Settlements and the Métis Nation of Alberta

**Physical Requirements**:

- Occasional driving as part of work duties.
- Continuous extended periods of sitting, standing, or walking (sometimes up or down stairwells).

**Behavioural Competencies**:
This role should demonstrate competence in some or all of the following:

- **Ethical Behavior**: Understand ethical behaviour and business practices and ensure that your own behaviour is consistent with these standards and aligns with the organization’s values.
- **Relationship Development**: Demonstrated ability to build and maintain positive external relationships.
- **Effective Communication**: Excellent oral and written communication skills,

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