Operations Coordinator

4 weeks ago

Montreal, Quebec, Canada J.W. McConnell Foundation Full time
About the Foundation

The J.W. McConnell Foundation is a private Canadian foundation that strives for a resilient, inclusive, and sustainable society. Our team supports diverse and innovative approaches to community resilience, reconciliation, and climate change through financial contributions, capacity building, consultation, and collaboration with the public, private, and non-profit sectors.

Job Summary

We are seeking an Operations Specialist to provide direct support to our Chief Operating Officer on Foundation-wide initiatives and projects. The successful candidate will work collaboratively with our teams to execute, implement, and monitor procedures regarding operational projects and processes.

Main Responsibilities
  • Coordinate operational projects by tracking progress, executing key aspects, and preparing documents related to project coordination and status updates.
  • Support the Operations team in initiating and closing projects, and facilitate planning, brainstorming, and project post-mortem sessions.
  • Identify and implement continuous improvement projects with senior leaders, and support the project coordination and implementation of business intelligence initiatives.
  • Coordinate and support the development of our contact and relationship management database (CRM) and its consistent use across the organization.
  • Build on existing process mapping exercises and recommendations by prioritizing, assessing, testing, and implementing optimization and automation action items.
Crosscutting Operational Support
  • Play a key role in new staff onboarding by providing training and orientation, and supporting the People & Culture Manager in onboarding procedures.
  • Develop and maintain organizational information systems and process maps, review technology and process proposals, and assess and document privacy and regulatory compliance.
  • Support the IT Manager in monitoring internal IT service requests and resolving basic or recurring IT support issues.
  • Support efficient office administration and procedures, and ensure procedures are documented and filing systems are designed and followed.
  • Support the development of a vendor management process, including updating procurement and expense policies, and become a key resource in vendor management and procurement.
Organizational Responsibilities
  • Support the drafting and proofreading of operational documents and communications.
  • Support the development and preparation of reporting packages for senior management and Trustees.
  • Provide training to staff on various operational aspects and platforms.
Requirements
  • 3-5 years of experience in coordinating operations.
  • Knowledge acquired through relevant college or university studies or professional experience in operating complex systems.
  • Functional bilingualism with excellent oral and written skills in English or French.
  • Experience facilitating and training groups, understanding and analyzing market research, and coordinating operational and IT projects.
  • Experience in process mapping and root cause analysis, and knowledge of internal controls and basic financial accounting.
  • High proficiency with standard office software and exceptional interpersonal, written, and oral communications skills.
Professional Skills and Attributes
  • A change adept person with a desire to apply their interests and experiences to a variety of exciting new projects.
  • Attention to detail, multitasking, and flexibility.
  • Autonomy and proactivity, and the ability to articulate policies, practices, and procedures in a written and visual format.
Assets
  • Understanding project management principles (CAPM, PMP).
  • Knowledge of the philanthropic sector and familiarity with a wide variety of technical tools, platforms, and services.
  • Familiarity or basics of coding and advanced Excel, and experience with process mapping.
Benefits
  • Generous, fully paid benefits and a health spending account from day one.
  • Simplified pension employer matching (6%).
  • Holiday granting and charitable donation allowances.
  • Employee Assistance and Virtual Medicine programs.
  • Hybrid working conditions and home office allowance.
  • Immediate vacation access, 4 weeks per year, and a paid week in December.
Equal Employment Opportunity Statement

The J.W. McConnell Foundation is working towards strengthening our culture of inclusion and strives to build a team that reflects our mission for a more inclusive, resilient, and sustainable society. We welcome and encourage applications from Indigenous people, Black people, racialized people, women, non-binary and gender-nonconforming people, people from the 2SLGBTQQIA community, people with disabilities (visible and invisible) and newcomers to Canada.

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