Operations Specialist

PUBLISHED: SEPTEMBER 18, 2024
- EXPIRY: OCTOBER 12, 2024
- ONSITE
- CALGARY, ALBERTA
- FULL TIME
- PERMANENT
- SOCIAL SERVICES

**Summary**:
Reporting to the Operations Director, the Operations Specialist is responsible for maximizing the potential of the organization’s current and future IT systems to support organization processes and operational excellence. The Operations Specialist will work closely with the Operations Director to support other relevant cross organizational processes (i.e. office management, policy development, etc.), identify areas for improvement, and develop and implement solutions.

**Description**:
**Operations Specialist**:
**About Us**:
CMHA Alberta and Centre for Suicide Prevention began operations September 1, 2024. Prior to amalgamation CMHA Alberta and CSP shared a common goal and for many years worked in parallel and by coming together our organizations can build a broader network of partners, leverage donor and funder investment and reduce operational duplication. Our organization focuses on community mental health care, emphasizing education, training, advocacy, peer and family support, and crisis response in addition to suicide prevention.

**Job description**:
Reporting to the Operations Director, the Operations Specialist is responsible for maximizing the potential of the organization’s current and future IT systems to support organization processes and operational excellence. The Operations Specialist will work closely with the Operations Director to support other relevant cross organizational processes (i.e. office management, policy development, etc.), identify areas for improvement, and develop and implement solutions. This role brings a strategic lens to operations with the intent to analyze and optimize processes, increase organizational capacity, and augment client experience.

**Hours**:
This full-time position is based on a 35-hour work week. It is expected that the Operations Specialist works five 7-hour days each week during office hours; overtime should rarely accrue. The position will primarily work out of Calgary, however there may be periodic need for travel to the other office sites to provide support. The typical work week is Mon-Fri, 8:30-4:30. From time to time, agency events require a shift in work hours and/or evenings and weekends.

**Requirements**:

- A recognized undergraduate degree in database management, computer science, business or equivalent field required.
- Three to five years’ experience working with implementation and maintenance of data systems (i.e. Salesforce).
- Equivalent recent and relevant experience and education will be considered.
- Experience working in a not-for-profit and/or mental health setting is preferred.
- Intermediate to expert knowledge and understanding of MS 365, including SharePoint and Teams, is preferred.
- Understanding and knowledge of WordPress and website development is an asset.
- Ability to recognize both micro (service delivery) and macro (organization wide) system and process needs; and ability to strategically adapt systems to meet those needs.
- Ability to learn quickly, think logically and detailed, manage complex situations and demonstrate creative problem-solving skills.
- Demonstrated ability to communicate effectively in conflict situations, positive attitude, willingness to work constructively in team environment.
- Ability to be self-motivated and flexible, with the ability to manage and prioritize multiple tasks in a fast-paced environment of frequent change.

**Responsibilities, including but not limited to**:

- Leading implementation and ongoing administration of data systems, such as Salesforce, to meet current and future needs of the organization.
- Support appropriate data sharing processes and connection between organization systems (i.e. Salesforce and Websites) to support a variety of organization functions.
- Support website development and function including inter-connectivity to other organization systems.
- Evaluating business processes, anticipating requirements, identifying areas for improvement, and developing and implementing recommendations for solutions to ensure organization effectiveness.
- Ensure appropriate security protocols are in place to manage access to organizational systems and mitigate risks associated to financials, personal or other sensitive information.
- Collaborating with a variety of teams across the organization develop operation process maps, document workflows, and establish Standard Operating Procedures (SOPs) to support training and engagement with data systems and organizational processes across the organization.
- Support the Operations Coordinator as required to ensure ongoing support for day-to-day operations.
- Support the development of organization policy and procedure as it relates to operational functions.
- Implement and lead training and change management initiatives for new systems and processes.
- Perform other related duties as id