Operations Manager

3 weeks ago

Comox, Canada AVI Health & Community Services Society Full time

**AVI Health & Community Services (AVI)** is a multi‐disciplinary community-based organization providing HIV, hepatitis C, harm reduction and mental health services on Vancouver Island. AVI works within a social justice and health promotion framework to ensure equity and access to services for all. In the North Island, AVI provide services in the Comox Valley on the lands of the K’ómoks First Nation and in Campbell River on the lands of the Wei Wai Kum First Nation. Current programs include harm reduction education and distribution, positive wellness, health promotion and prescribed safe supply (PSS) with a mental health crisis team to be launched later this year.

**JOB SUMMARY**:
**KEY DUTIES AND RESPONSIBILITIES**:

- **Administration and Operations Management**:

- Develop and manage administrative and operation systems and procedures for the Comox Valley and Campbell River offices to support internal capacity
- Maintain ongoing collaboration and communication with directors, managers, staff, and vendors to ensure effective operations of the North Island offices
- Coordinate and compile North Island program reporting including maintaining calendar of all due dates and connecting with staff to ensure that all reporting is submitted in a timely manner
- Liaise with program managers and Operations Director to ensure staff members are equipped with the supplies and equipment needed for their roles
- Manage relationships with key operations vendors
- Serve as primary point of contact for the agency when there are administrative and/or operational related issues or concerns
- Track, manage and respond to operational requests
- Design and order business cards, posters, and other communications materials using Canva
- Provide logístical support for events, workshops, and other program activities.
- Identify and mitigate operational risks through proactive risk management strategies
- Implement and Manage emergency preparedness planning
- Manage operational implementation of any new programs
- **Facility, Fleet and Supply management**:

- Oversight and management of office infrastructure and supplies to ensure efficient day-to-day operations
- Manage fleet upkeep, maintenance schedules and processes
- Manage the upkeep and maintenance of facilities to provide a safe and conducive working environment
- Manage relationships with vendors and service providers for facility-related needs
- In collaboration with the Operations Director, develop and implement plans for facility improvements and renovations as needed including assessing repairs needed and booking tradespeople
- In collaboration with Operations Director, liaise with landlords of Courtenay, and Campbell River offices to resolve any building issues that come up
- Assess needs and assist with purchases of equipment for Comox Valley and Campbell River offices, in consultation with Operations Director
- Track administer and manage requests for supplies from managers and staff
- **IT support**:

- Train new hires on how to log into computers, office equipment and other related equipment to their position
- Serve as first point of contact IT questions or issues for employees in the Comox Valley and Campbell River offices and liaising with Operations Director and IT contractors to address issues, as needed
- Performs other related duties as assigned.

**QUALIFICATIONS**:

- Five to seven years’ experience working in an Operations, Administration, or similar position, preferably within a nonprofit setting.
- Previous experience in non-profit management, with a focus on operations and administration
- Training in business administration, non-profit management, or a related field or equivalent education and experience
- Able to respectfully engage and support Indigenous relationships, with a trauma informed and decolonial lens
- Training in Cultural Competency is an asset
- Current Valid BC Drivers’ License and access to personal vehicle required

**SKILLS AND ABILITIES**:

- Demonstrated ability to plan, execute, and monitor projects related to operational process improvements
- Skill in identifying and assessing operational risks and developing mitigation strategies to minimize their impact on organizational objectives
- Strong understanding of facilities management principles and practices.
- Proficiency in optimizing the layout and utilization of office spaces
- Ability to oversee and schedule routine maintenance tasks for buildings, equipment, and other assets to ensure operational efficiency and safety
- Capacity to collaborate with all stakeholders to implement operational changes and initiatives effectively.
- Ability to establish and maintain positive working relationships with landlords, vendors, staff, volunteers, donors, and board members, fostering positive relationships and collaboration.
- Capacity to listen attentively to the needs, concerns, and feedback of others, demonstrating empathy and understanding, and providing appropriate respons

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