Operations Coordinator

Kennedy House (KH) is a not-for-profit organization with a long-standing dedication to providing exceptional personalized care for youth in the Greater Toronto Area for over 50 years. KH started with an initial family-like group home in 1971 and currently operates several residential and community-based programs, for marginalized and at-risk youth, including:

• One residential home for young people in care;
• Three homes for youth and young adults living with developmental disabilities;
• A Day Treatment school program for youth struggling in the typical school setting;
• Kennedy House Youth Centre, a secure custody facility for male youth experiencing conflict with the law;
• Bailiff services to safely and securely transport youth experiencing conflict with the law;
• Kennedy House After School Program for children aged 4-13 in underserved communities throughout Scarborough; and
• Kennedy House Youth Shelter, for youth aged 16-24 experiencing homelessness.

KH works with youth to enable them to grow as individuals and contribute as members of the community. This is achieved by providing customized support and building trusting relationships. To learn more about our organization and the causes we support, we strongly encourage you to visit our website.

POSITION SUMMARY

The Operations Co-ordinator is responsible to the Senior Manager of Youth Justice Services to ensure the proper scheduling and operations of the facility on a daily basis in accordance with the Child Youth and Family Services Act (CYFSA) and the Youth Criminal Justice Act (YCJA).

Their primary responsibilities are to support the Supervisory Team and to develop, implement and oversee consistent and centralized administrative systems. The Operations Co-ordinator must be knowledgeable of legislation and regulations relevant to the program. They will originate or develop ideas and initiate action, energy, enthusiasm and responsibility in the handling of duties. They will maintain on-call responsibility to the facility on a scheduled basis and will be available on an informal basis at all times in a consultative and supportive role for decision making. They will provide crisis response to the facility when required either directly or by phone. They will act in place of the Senior Manager of Justice Services or designate in their absence. The Operations Co-ordinator has the following responsibilities but is not limited to these:

KEY RESPONSIBILITIES

Personnel

• The Operations Co-ordinator is responsible for working with the Senior and Assistant Managers of Youth Justice Services of the Centre and the Human Resource Manager to ensure that staffing administration issues are addressed in a timely manner. Some responsibilities include:
• Responsible for the monitoring of staff records to ensure their completion;

· Responsible for assistance in the development of good employee relations;

· Communicate with the Senior and Assistant Manager all staff scheduling needs i.e. open lines, WSIB status, leaves of absence, etc.;

· Participate in interviewing potential candidates for positions at the Centre;

· Co-ordinate with Human Resource Manager all administrative paperwork for all staffing issues i.e. new staff, probation staff, promotions for front line staff, KHIMS, etc.;

· Ensure that Central Control has photos of all staff working at the Centre;

· Co-ordinate with Human Resource Manager all student placements and requirements.

Staff Schedule:

• The Operations Co-ordinator is responsible for monitoring and maintaining the front line staff schedules. The Operations Co-ordinator must ensure that there is adequate coverage at all times. Some responsibilities include:

• Ensure that Central Control and the Supervisors have updated schedules at all times;

• Ensure that there is adequate coverage at all times;
• Ensure that there is sufficient part time relief staff;
• Ensure that all stat, vacation and comp time is scheduled as per the collective agreement and tracked;
• Ensure that all sick time, paid and unpaid, is monitored and tracked;
• Ensure a seniority listed is posted yearly as per the Collective Agreement;
• Ensure that all new staff receive an adequate orientation schedule;
• Ensure that all rules are followed as outlined in the Policy and Procedure Manual and in the Collective Agreement;
• Track patterns and report these to the Ajax Management Team.

Training:

• The Operations Co-ordinator is responsible for working with the Human Resource Manager and both the Senior and Assistant Manager to ensure that all staff training needs, internal and external, are met according to Kennedy House and Ministry Standards. Some responsibilities include:

• Communicate to the Senior and Assistant Manager all staff training needs;

• Ensure that staff schedules can accommodate training workshops;
• Ensure that all staff attending training have all the information required i.e. directions, material or appropriate clothing needed to participate, etc.
• Ensure that the Supervisory Team is aware of new staff and their orientation schedule;
• Responsible for identifying training needs all staff and act as a resource person to the agency training program.

Payroll:

• The Operations Co-ordinator is responsible for submitting payroll bi-weekly to the ADP. Some responsibilities include:

• Ensure that all staff fill out their time sheets on ADP accurately and on time.

• Monitor ADP to ensure that it reflects Kennedy House Youth Centre Policy Procedures;
• Communicate with Central Control to ensure accuracy of ADP.
• Report all discrepancies to the Senior and Assistant Manager
• Track all part time hours;
• Track probationary staff hours of work and communicate to Senior and Assistant Manager as well as the Human Resource Manager.

Operational Duties

• Monitor and track all client files
• Monitor and track all client allowances
• Complete necessary documentation as required.
• Maintain, track and update supplies for units
• TUCK
• Send daily attendance
• Filling in as required.
• Weekly Ajax Management meetings;
• Monthly Staff Meetings and mandatory meetings;
• Other duties as assigned.

Communication

• The Operations Co-ordinator must:
• Promote and model open effective team communication;
• Ensure that all information is passed to the Management team;
• Will communicate to Senior and/or Assistant Manager of Youth Justice Services all issues concerns and progress regarding the supervision and evaluation of staff;
• Will communicate to the Senior and/or Assistant Manager of Youth Justice all issues, concerns and progress regarding program operations.

EDUCATION

• High school diploma and/or university or college certificate office administration or related field

QUALIFICATIONS

• Prior work experience in a receptionist/administrative assistant capacity
• Experience in a government not-for-profit agency preferred
• Current certification in CPR and First Aid is mandatory within 30 days of hire
• Current (within 6 months) Broad Record Check must be provided
• Superior telephone manners and excellent interpersonal, oral and written communication skills with the ability to interact effectively with diverse stakeholders, as required
• Ability to carry out instructions in written, verbal, or diagram form
• Able to write simple correspondence such as memos, letters, emails, etc.
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
• Strong knowledge of general office procedures
• General mathematical skills
• Flexible to meet changing work needs and demands.
• Strong knowledge of Microsoft Office products
• Able to maintain filing systems and basic databases
• Excellent analytical and problem solving skills
• Meticulous records maintenance skills
• Strong customer service orientation
• Maintain all required immunizations and vaccines

Job Types: Full-time, Permanent

Pay: $39,184.71-$74,672.03 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off

Work Location: In person