Manager, Business Operations

JOB CLASSIFICATION: Manager, Business Operations & IT

DEPARTMENT/PROGRAM: Operations

COMPANY : Skills for Change

LOCATION: 791 St. Clair West, Toronto, Ontario M6C 1B7

HOURS: 35 hours per week (Monday- Friday)

JOB GROUP: Management (Non-Unionized)

REPORTS TO: Chief Strategy, Innovation and Growth Officer

START DATE : Immediately

COMPANY:

Located on the traditional territories of the Mississaugas of the Credit, the Anishnabeg, the Chippewa, Haudenosaunee, and the Wendat peoples, Skills for Change is working towards advancing the Sustainable Development Goals for the Greater Toronto and Hamilton Area. Named Charity Village's Best Non-Profit Employer - Diversity, Equity and Inclusion and winner of the 2021 Canada Volunteer Awards for Innovation, our organization is committed to reducing poverty, improving mental health, eliminating gender-based violence, building community, eradicating systemic racism, and settling and creating sustainable communities for all immigrants, refugees, and underserved communities.

GENERAL ACCOUNTABILITY:

With 40 years of operations, Skills for Change is a highly respected non-profit charity with a province-wide reputation for pioneering programs that respond to shifting immigration and workplace trends and lead to employment. We offer a range of accelerated programs including mentoring, employment, settlement, and language training, together with specialized programs for trades, women, and youth.

POSITION SUMMARY:

Reporting to the CSIGO, the Manager, Business Operations & IT, is responsible for the planning, organizing, implementing and directing information technology and operations management services of Skills for Change operations department. The Manager ensures that the Information Technology and Facilities teams in these areas execute the objectives of SfC. The person will be responsible for implementing strategies and plans in all areas of technology use, planning, development, and support. This person will collaborate directly with the management team and decision makers across all departments to identify, recommend, oversee, and support effective solutions for all aspects of the organization to improve efficiency.

The Ideal Candidate:

Has outstanding judgement and demonstrated project management skills to ensure operational projects are well managed and followed through to completion.

Pays keen attention to detail to provide quality assurance of deliverables including oversight.

Has managed multiple projects in a fast-paced environment; familiarity and/or experience with project life cycle.

Understands the change management processes, supports organizational change with ability to adapt quickly to a changing environment.

Demonstrates the ability to work collaboratively on cross-functional projects and programs.

Has knowledge of related Health & Safety Legislation and demonstrates commitment to the principles and practice of the determinants of health.

Has a service mindset and excellent interpersonal, written and oral communication skills and customer focus.

DUTIES AND RESPONSIBILITIES

Information Technology Management:

• Support the Information Technology function by providing oversight, direction and coordination related to organization-wide technology planning and utilization, including integration of information systems, voice and data networks and telecommunications in coordination with an IT management company. Ensure a secure and quality IT infrastructure for the effective delivery of IT services across the organization without interruptions.
• Researches and identifies information systems and technology trends to foster an environment of continuous implementation of best practices
• Oversee the onboarding and offboarding of staff and volunteers from an IT, Admin and Operations perspective in coordination with the HR team
• Ensures ongoing automation of business processes to improve efficiency and effectiveness in the use of our applications and mission-critical systems
• Use metrics to assess the overall success of the organization and technology & use data to identify process, talent, and technology gaps.
• Provide operational leadership of information management and technology including planning, development, evaluation, and coordination of all related initiatives.
• Lead business process mapping to identify the business drivers for the selection of technology solutions.
• Define and adjust technology standards and technologies in close collaboration with SfC’s leadership and management.
• Learning Management, Salesforce and Digital tools:
• Implement a digital tools strategy including integration of different platforms and systems (Blackboard, Salesforce, Trello, ZOOM, etc.).
• Research and be updated with latest technology trend to boost organizational capacity, efficiency and innovation
• Oversee all aspects of salesforce management through hands-on administration and optimization.
• Drive innovation, change and continuous improvement through Salesforce automation, e.g., Automate business processes using Salesforce tools such as flows, process builders, workflow rules, approval processes, and formula fields.
• Partner with the program management to maintain, develop and execute all Salesforce Reports and Dashboards.
• Improve the overall quality and completeness of documentation. Document all flows, rules, and metadata changes per the business requirements and workflows.

Operations Management:

• Manage the procedures and systems which are necessary to maintain proper records and to ensure adequate internal controls and services that maximize operational efficiency and general business operations.
• Manage the implementation of short-term and long-range plans/budgets and forecasts based on programs and strategic priorities.
• Implement and evaluate operational policies and procedures for all organizational areas. Ensure all policies and procedures comply with applicable local, federal and provincial regulations and laws governing charitable business operations.
• Oversee the maintenance and monitoring of internal controls, as well as policies and procedures for all operational areas of responsibility. Read, interpret, review, and recommend compliance with all federal and provincial legislation about operations in areas of responsibility.
• Work with key staff to develop and implement quality measurement/evaluation of services in all areas of responsibility. Set employee performance expectations and evaluate performance results for areas of responsibility in a regular systematic manner.
• Support the development and implementation of operational standards, procedures and controls to promote communication and adequate information flow for all financial and administrative areas of responsibility.
• Be updated on changes within the legal, regulatory, economic and technological environments, which may affect the financial and administrative operations of the organization.

Property management:

• Manage the administrative property management functions of all SfC sites, including, but not limited to, asset management, predictive maintenance systems, inventory management, preventive maintenance, capital improvement projects, procurement, regulatory compliance, and quality assurance.
• Serve as an organization-wide manager on real estate property (e.g., lease management and facilities management); technology services; risk management; security management; energy management; and property management. Review and recommend approval of all contracts and contractual amendments within areas of responsibility.
• Ensures that SfC’s facilities are renovated and renewed; space is managed; and facilities operations including mechanical and electrical infrastructure systems, utilities, custodial services, and grounds care, meet the needs of staff, clients and as well as authorized external stakeholders who from time-to-time use SfC space.
• Oversee vendor management, including relationship building, SLAs and liaising with the procurement department.
• Articulates and constantly monitors departments to assess efficiency and effectiveness to ensure the highest level of service is provided.

QUALIFICATIONS:

• A minimum of 5 years of business operations management experience.
• Strong organizational and administrative skills with 3 years of experience at the management level of a nonprofit or in the private sector.
• Certification in Project Management and Change Management would be an asset
• Expertise in Google Suite, Microsoft Office 365, SAGE and Salesforce acumen.
• Understanding the context of non-profit information management and program delivery constraints to support technical solutions
• Strong ability to influence strategic direction and decision-making through negotiation, consultation and collaboration.
• Strong mentoring, coaching and communication skills to provide instructions and guidance to staff

PLEASE SEND YOUR APPLICATION TO:

Skills for Change offers accommodation for applicants with disabilities in each stage of the hiring process. If you are contacted regarding a job opportunity, please advise if you require accommodation. This document is available in alternate format on request. We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.