Operations Coordinator

**Position Overview**

The Operations Coordinator, reporting to the Executive Director, is responsible for providing comprehensive support to ensure the efficient functioning of the College's programs and services. This role involves supporting and assisting in various operational tasks, compliance activities, student services, scheduling, resource management, and continuous improvement initiatives.

**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.
- Assist in the completion and submission of compliance reports, such as KPIs.
- Ensure instructor files, student contracts, and enrollment documentation are complete and compliant.
- Address any compliance-related concerns raised by students or staff.

**2. Student Services & Academic Support**
- Aid in organizing orientation and student onboarding activities.
- Assist in maintaining complete student files, ensuring required documents are collected.
- Support in issuance and management of necessary gear and PPE to students and Instructors.
- Support 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.
- Manage student housing concerns (OFA housing).
- Responsible to make sure the accommodations are ready for students before their move-in date

**3. Scheduling & Program Coordination**
- Assist in coordinating instructor schedules for both full-time and part-time cohorts.
- Aid in addressing scheduling gaps and ensuring class coverage.
- Participate in scheduling various educational activities
- Schedule First Aid instructors and coordinate external facility rentals (e.g., Burn Tower).
- Collaborate with lead instructors on academic timetables and scheduling.
- Prepare and submit student eligibility letters to regulatory authorities.
- Support drafting student evaluations.

**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.
- Support in 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.
- Participate in annual compliance training.

**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: $50,000.00 per year

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person