Manager, Executive Office, Governance and

**General Posting Information**

**POSITION**:
Manager, Executive Office, Governance and Operations

**DEPARTMENT**:

- Queensway Carleton Hospital (QCH) Foundation**CONDITIONS**:

- Full-time**SHIFTS**:

- Days-
**WAGE RANGE**:

- Scale Minimum Maximum- NONU $47.36/hr $57.40/hr**ABOUT QCH FOUNDATION**:
Queensway Carleton Hospital is committed to providing a healthy, safe, and inclusive work environment for everyone. Together, with the incredible support from our community, we are enabling excellence in patient care and innovation in healthcare at Queensway Carleton Hospital.

The Queensway Carleton Hospital Foundation is seeking a Manager, Executive Office, Governance and Operations. The Manager, Executive Office, Governance and Operations position is a key member of the QCH Foundation team and manages the administrative processes of the Queensway Carleton Hospital Foundation and provides executive support to the Foundation's President and CEO and Board of Directors. Additionally, this position oversees the documentation, provision, maintenance, and stewardship of records for the Board of Directors and joint committees. The incumbent is the principal liaison between the Hospital Senior Leadership Team and the Foundation to ensure a collaborative and cohesive relationship

**Key Responsibilities**:
In addition to other duties which may from time to time be assigned, and consistent with the prescribed practices, procedures and policies of the Foundation, the incumbent under the direction of President and CEO shall undertake the following:
**Assist the President and CEO by**:

- Manage, plan and schedule the President’s calendar, arrange travel, conference bookings/registrations and process expense claims.
- Prepare correspondence, reports and presentations for the President.
- Liaise with internal and external clients with regards to information requests, communications with regards to Foundation affiliations and networks and maintain relationships with key stakeholders.
- Maintain communication and cooperation with hospital’s senior management through internal reporting relationships.
- Serve as a secondary point of contact after President and CEO for hospital senior management and the Board of Directors.
- Provide research and reference documentation to the President as required.
- Coordinate events at the request of Foundation Senior Leadership team.
- Work with fundraising team to set meetings with prospective donors, and track and maintain records of donor meetings in the database.
- Maintain high level of organizational confidentiality within President’s office respecting the sensitivity of information.

**Assist the Board of Directors, and Corporate Committees by**:

- Coordinate, schedule and attend meetings and events and ensure quorum for all meetings.
- Connect with Board Chair, and/or Committee Chairs and President & CEO to plan and produce agendas for board and committee meetings.
- Liaise with Board as required by PCEO.
- Prepare presentations, reports, meeting documents and correspondence as per the approval timelines.
- Deliver meeting minutes and action item logs in a timely manner for review and approval by appropriate Board and Committee Chairs.
- Coordinate Annual Board orientation session, Strategic Planning Session and Annual General Meeting of the Foundation.
- Organize all subcommittee meetings to align with regular board meetings inclusive of draft motions, recommendations and reception of materials as required.
- Manage board and committee secure profile in Microsoft Teams.
- Research topics and monitor philanthropic trends to ensure the Board of Directors information is current.
- Support for board members as required.

**Operations Lead**:

- Develop operational strategies to improve workflow for President and Organization.
- Oversee Human Resource items such as recruitment, onboarding, and other employee relations.
- Prepare payroll.
- Process invoices and reconcile monthly against operational budget.
- Oversee the Performance Management Plan Process.
- Develop and manage the Employee Engagement Program.
- Manage the coordination and execution of Foundation team meetings.
- Coordinate and facilitate annual Foundation meetings including strategic planning sessions and work plan meetings.
- Serve as communication link between Foundation Senior Leadership Team and Staff.

**Governance and Compliance Activities**:

- Manage compliance to (new) Ontario Not for Profit Corporations Act.
- Responsible and accountable for the timeliness, completeness and compliance of the organization’s documentation and processes that support governance.
- Manage by-laws, board policies, procedures and terms of reference.
- Track and administer due diligence activities of board and board committees.
- Ensure that all meeting procedures/rules of order are properly applied and executed.
- Adhere to all requirements as set by Canada Revenue Agency.
- Maintain compliance with Imagine Canada by ensuri