Operations Specialist

_**About KMFW**_

Kind Minds Family Wellness (KMFW) is a Black-led, Black-serving, and Black-mandated organization composed of experienced Black professionals with over 15 years of expertise in trauma-informed work. We exist to address the systemic inequities and barriers faced by Black individuals navigating institutions often lacking in cultural responsiveness. Our mission is to offer culturally rooted support, build trust, and foster holistic wellness within Black communities.
- **Position Overview**_

KMFW is seeking a highly organized, detail-oriented, and mission-driven Operations Specialist to join our growing team. This full-time role will take the lead in day-to-day operations, including program coordination, financial tracking, event logistics, and internal systems improvement. Reporting directly to the Core Leadership Team, the Operations Specialist plays a crucial role in maintaining the integrity of our programs, aligning resources with strategic priorities, and ensuring efficient organizational performance.

**Key Responsibilities**
- **Operational Strategy & Implementation**_
- Coordinate and implement operational systems that support KMFW’s mission and community impact.
- Streamline internal workflows across programs, events, and vendor relations.
- Maintain digital and physical filing systems for contracts, compliance, and program documentation.
- Ensure data systems, tools, and software platforms are optimized for efficiency and ease of use.
- **Program & Service Coordination**_
- Track and monitor the implementation of KMFW’s programs to ensure timely and effective service delivery.
- Coordinate schedules for facilitators, volunteers, interns, and support staff across multiple sites.
- Assist with program evaluation efforts, including feedback collection and basic data reporting.
- **Financial & Administrative Support**_
- Support budget tracking, invoice processing, and reconciliation of program expenses.
- Ensure timely submission of reports, grant deliverables, thank-you letters, and funder updates.
- Maintain financial documentation and assist in preparing materials for audits and compliance reviews.
- **Event & Logistics Management**_
- Plan and coordinate logistics for KMFW community events, workshops, and meetings.
- Arrange venues, food, tech support, supplies, and other elements as needed.
- Maintain and monitor event budgets and assist with post-event evaluations and reporting.
- **Team & Stakeholder Support**_
- Collaborate with the Office Administrator to support day-to-day team operations, including scheduling, internal communications, and document management.
- Work alongside the Office Administrator to maintain organized systems for internal workflows, ensuring timely follow-ups and task completion
- Support the coordination of internal and external meetings, including agenda creation, logistics, and minutes.
- Maintain consistent communication with team members and stakeholders to ensure alignment with strategic and programmatic goals.
- Assist with onboarding and orientation processes for new hires, interns, and volunteers.
- Liaise with community partners, funders, and collaborators as needed to support operational and project-related communications.
- Knowledge & Experience_
- 3+ years in nonprofit, social services, or community-focused operations.
- Solid knowledge of financial tracking, budgeting, and reporting.
- Familiarity with grant compliance and reporting processes.
- Demonstrated experience working with marginalized or underserved communities, particularly Black communities.
- Experience coordinating programs, events, or volunteer/intern teams.
- Skills & Competencies_
- Strong organizational and time-management skills; able to juggle multiple priorities.
- Proficiency in Google Workspace, Microsoft Office, and project management tools (e.g., Asana, Trello).
- Strong written and verbal communication skills.
- Solution-oriented mindset with the ability to anticipate challenges and act proactively.
- Ability to maintain confidentiality, professionalism, and cultural sensitivity in all situations.

**Other Assets**
- Knowledge of nonprofit compliance (CRA, AODA, Privacy, etc.)
- Bilingualism (especially French) is an asset.
- Experience with culturally grounded program design is an advantage.

**What We Offer**
- Meaningful Work: Be part of a Black-led organization committed to equity, healing, and community care.
- Professional Development: Opportunities to grow your operational and nonprofit management skills.
- Collaborative Culture: Join a team of passionate, driven professionals aligned with community needs.
- Work-Life Balance: Flexible work hours and hybrid arrangements that support wellness.

**How to Apply**

**Our Commitment**

Pay: $29.00-$34.00 per hour

Schedule:

- Monday to Friday

Application question(s):

- Have you worked with underserved or marginalized communities in the past?
- Do you have a background in leadership, operations, or nonprofit w