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Operations Coordinator
2 weeks ago
**Responsibilities**:
Operations & Special Events Coordinator
The Old Ottawa South Community Association (OSCA) is a group of community volunteers whose goal is to make Old Ottawa South a pleasant, fulfilling, and meaningful place to live. OSCA builds a strong sense of community and engages residents through its various programs, services, and activities.
Reporting to OSCA’s Managing Director, assist in overseeing the delivery and management of the community association’s programs and services to the community. The Operations & Special Events Coordinator is responsible for the overall management of customer service and special events part-time staff.
This full-time position is Saturday-Wednesday. While remote work may be possible, the weekend is to be completed in-person at 260 Sunnyside Avenue.
KEY RESPONSIBILITIES
Special Event Planning & Management: Lead the planning and coordination of special events.
- Chair the special events subcommittee
- Plan and budget special events in line with the budgetary framework
- Obtain permits and negotiate and confirm contracts with good suppliers and service providers when required
- Recruit and coordinate volunteers
- Liaise with the Communications Coordinator to promote and market special events
- In consultation with Managing Director and special events subcommittee set KPIs for special events in
- Direct and manage staff and volunteers during special events
Financial management:
- Management & upkeep of financial files, both digital and paper
- Oversee payments to instructors, vendors and suppliers
- Assist with tracking and reporting revenue
- Under the direction of the Managing Director (MD) assist with preparing financial reporting for senior staff and the Board.
- Review account receivables monthly to ensure accuracy
- Assist with the preparation of the annual audit of OSCA’s finances
Operational Management
In collaboration with the Managing Director:
- Provide support, scheduling and ongoing training to OSCA and City CSRs
- Assist with defining customer service standards and monitoring setting KPI’s service delivery at OSCA.
- Assist staff with the day-to-day operations of programs and services provided by OSCA
- Assist with season-to-season program planning and preparation
- Assist with the development and implementation of Health & Safety policies, privacy policies, record keeping and other Board approved operational policies
- Attend monthly Operations Committee Meetings
Program Planning & Revenue Projections
In collaboration with the Managing Director and the Program Coordinators:
- Assist with annual planning and setting annual deadlines for the year
- Take the lead on budgeting & tracking revenue & expenses for all programs.
- Assist with reviewing the pricing of programs
- Assist with summer and break camp planning, budgeting and financial projections
- Create program outlines and plans for part-time staff.
- In collaboration with the Administrative Coordinator, ensure all programs have adequate supplies and support needed.
IT & Registration Systems:
- Act as the main point of contact for the Amilia online registration system with the service provider and follow new feature releases and recommend upgrades to how OSCA utilizes Amilia.
- Develop training plans for new hires using Amilia and other relevant software for their roles.
- Conduct ongoing IT and Amilia training sessions with staff when necessary.
- Assist with the annual review of IT and Privacy Policies.
Secretariat Support to the Board:
- Provide administrative assistance when necessary to the Board or Committees under the direction of the Managing Director.
- Sit on the AGM committee, provide support and assist with hosting the AGM
Essential Skills/Experience
- Strong and demonstrated leadership, people management, problem-solving, and organizational skills
- Experience in special events management and recreation programming
- A university or college degree in a related field
- Experience working in a non-profit or municipal environment
- Exceptional verbal communications skills
- Strong written communications skills
- Proven ability to create and maintain a professional, kind, welcoming, and approachable atmosphere
- Demonstrated ability to develop timelines and meet deadlines
- Strong Excel/Google Sheets and PowerPoint abilities
Assets
- Bilingualism (English/French)
- Experience working in a community centre
- Extensive experience managing special events
- Experience with Amilia registration system
- Experience with content management systems (WordPress/Joomla/Drupal/Shopify)
Work Environment
OSCA is made up of a small, highly collaborative team working in a fast-paced and rapidly changing environment. The office space is small and often shared, and the center is a dynamic environment frequently full of activity and children. Our programs vary throughout the year, making it an interesting work environment year-round.
Health Benefits Plan: OSCA has a group bene
