Operations Manager

**Position Overview**

**Key Responsibilities**

**1. Regulatory Compliance & Accreditation**
- Ensure all college operations comply with applicable Ministry regulations and policies.
- Assist in creating, reviewing, and submitting new course offerings and updates to the Ministry.
- Oversee the completion and submission of compliance reports, such as KPIs.
- Ensure instructor files, student contracts, and enrollment documentation are complete and compliant.
- Conduct mid-term evaluations and ensure Ministry-mandated processes are followed.
- Address any compliance-related concerns raised by students or staff.

**2. Student Services & Academic Support**
- Organize and deliver comprehensive student orientation programs.
- Oversee the completion and maintenance of student files, ensuring all documentation is obtained on time (e.g., photo ID, academic records)
- Monitor academic progress and attendance, initiating follow-ups or disciplinary actions where required.
- Support instructors in issuing necessary gear and PPE to students.
- Make decisions regarding student disenrollment in line with College policy.
- Manage student housing concerns (OFA housing).
- Guide staff in the implementation of expulsion, academic grading, and graduate discipline policies.
- Provide insights and assistance on compliance matters related to student performance and engagement.

**3. Scheduling & Program Coordination**
- Coordinate instructor schedules for full-time and hybrid programs.
- Resolve instructor scheduling gaps and ensure adequate teaching coverage.
- Schedule First Aid instructors and coordinate external facility rentals (e.g., Burn Tower).
- Collaborate with lead instructors on academic timetables and scheduling.

**4. Administration & Student Records**
- Supervise administrative processes related to student records, transcripts, and alumni data.
- Support and oversee the Administrative and Admission staff’s daily tasks and submissions.
- Assist in developing and maintaining internal office procedures and operational forms.
- Approve confirmation letters, withdrawal requests, and other student documentation.
- Prepare and submit eligibility lists for OFM exams.

**5. Finance & Vendor Management**
- Review and track accounts payable invoices; verify instructor hours for payroll processing.
- Manage payments and invoicing for external vendors and service providers.
- Coordinate with the accounting department to ensure timely and accurate financial transactions.
- Assist in preparing payroll calculations

**6. Facilities, IT & Inventory Management**
- Maintain a comprehensive inventory of all college-owned equipment and resources.
- Schedule and monitor preventive maintenance for all facilities and equipment.
- Ensure the campus remains clean, safe, and functional.
- Oversee maintenance of OFA fire trucks and ensure operational readiness.
- Provide basic IT support to instructors and administrative staff.
- Coordinate with external maintenance and repair vendors as needed.

**7. Continuous Improvement & Strategic Planning**
- Evaluate college programs, workflows, and operational activities to identify areas for improvement.
- Recommend and implement enhancements to administrative processes and service delivery.
- Assist in planning new programs and expanding the College’s academic offerings (with approval from the Executive Director)
- Track and report key operational metrics such as student enrollment, retention, satisfaction, graduate outcomes, and program success.
- Contribute to curriculum development and instructional improvement initiatives.
- Ensure completion of annual compliance training and maintain up-to-date knowledge of sector standards and best practices.

**Other Duties as assigned by Ontario Fire Academy's Management Team**

**Qualifications & Experience**
- Education in Business Administration, or a related field (Master’s preferred)
- 3+ years of experience in operations, preferably in an academic or regulated environment
- Strong understanding of Ministry regulations, post-secondary compliance standards, and student services
- Proven leadership, organizational, and problem-solving skills
- Proficient in Microsoft Office and comfortable with learning new systems and platforms
- Excellent communication and interpersonal skills
- Access to a car and a valid driver's license for occasional travel to external events or meetings.

**Key Competencies**
- Strategic Thinking & Execution
- Regulatory Compliance Expertisr
- Process Improvement Mindset
- Strong Interpersonal Leadership
- Time & Resource Management
- Adaptability & Initiative

**Job Types**: Full-time, Permanent

Pay: $70,000.00-$85,000.00 per year

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person