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Operations and Administration Manager

1 month ago

Toronto, Ontario, Canada Summit Search Group Full time

About Our Client:

Sleeping Children Around the World is a registered Canadian charitable organization, founded in 1970 by Murray and Margaret Dryden, providing bedkits to children in developing countries. In return for each $40 donation, SCAW provides a child with a bedkit consisting of a mat or mattress, pillow, bedsheet, blanket, mosquito net (if required), clothes, towel and school supplies. The bedkits are created in the country where they are to be distributed which helps reduce transportation and material costs as well as providing an economic benefit to the targeted area. The organization reports that since 1970, bedkits have been provided to over 1.8 million children.

All charitable contributions go directly to purchasing the bedkits. The expenses connected to the volunteers who distribute the bedkits are paid by each volunteer. Administrative costs including the sole paid employee are paid from a legacy fund set up by Murray Dryden specifically to defray the costs of administration and to ensure that all money donated goes towards purchasing the bedkits.

Position Scope:

The Operations and Administration Manager leads and directly manages the day-to-day operations of Sleeping Children Around the World, which includes being accountable to lead volunteers who operate out of the office on 28 Pinehurst Cres, Toronto. Office volunteers include but are not limited to mail processors, donation processors, bedkit photo processors, etc.

Responsibilities:

Manage Donors and Donations

  • Process donations from cheques / cash into the Sleeping Children System and from credit cards into Raiser's Edge.
  • Acknowledge / thank donors, generate tax receipts, deposit cheques / cash, and generate bedkit photo address inserts.
  • Manage bedkit photo mailings to donors, including creating physical photos from digital sources captured during bedkit distributions, assemble bedkit distribution newsletters from overseas travelers, and insert physical photos / bedkit photo address inserts / newsletters into envelopes for mailing via Canada Post.
  • Manage emails / letters / calls / visits from donors directly and via volunteers for both donors & prospective donors and other Sleeping Children partners (e.g. media, lawyers, OVPs, etc). Specifically, the Operations and Administration Manager is responsible for relationships with long-time donors, and will refer certain inquiries to the appropriate volunteer.

Manage Bedkit Distribution Logistics

  • Ensure all bedkit donation dollars are securely transferred to each Overseas Volunteer Partner well in advance of each bedkit distribution, after appropriate approvals have been received.
  • Help the Team Leader and Country Co-ordinator to co-ordinate the bedkit distribution.
  • Ensure all required travelling team member documentation is in place before travel, including medical sign-off, insurance, etc.
  • Print bedkit labels to use for each bedkit distribution day and conduct initial validation (e.g. print quality, correct # labels per day, etc).
  • Co-ordinate the availability and good working order of all bedkit distribution items needed by the travelling team, including bedkit labels, cameras, laptop, bedkit label holders, first aid kits, etc.
  • Co-ordinate that all bedkit distribution items are in good working order upon return of a bedkit distribution team, including cameras and laptops, as well as routing any sample bedkits to the appropriate volunteer.
  • Refer priority queries from Overseas Volunteer Partners (OVPs) accordingly.

Accounting & Compliance

  • Manage all Sleeping Children bank accounts and banking relationships in accordance with authorities delegated by the Board from time to time. Ensure bank accounts are kept accurate and separate in terms of purpose, for bedkit dollars, legacy fund dollars, Pinehurst Club breakfast dollars, Operating account dollars, etc.
  • Maintain all legal and statutory records for Sleeping Children legal entities in Canada, USA and elsewhere. This includes ensuring all necessary legal and tax returns are filed promptly and accurately with appropriate governmental and tax authorities to ensure that Sleeping Children is in compliance at all times.
  • Answer accounting related questions and find documents for volunteers and external auditors for Sleeping Children and Sleeping Children USA.
  • Ensure all insurance requirements are maintained.

Human Resources

  • Train and lead office volunteers to develop positive relationships, including seamless succession, and refer other volunteers to the appropriate leader/team within Sleeping Children.
  • Refer volunteer queries to the appropriate leaders/teams for action.
  • Maintain a culture of respect, privacy, transparency, and continuous improvement, aligned with the Sleeping Children core values.

Office Management

  • Maintain good relations with neighbours, donors, volunteers, etc.
  • Ensure all services are paid on-time, including property taxes, utilities, technology such as Raiser's Edge and Office 365, etc.
  • Ensure the safety and comfort of volunteers and visitors by chairing the House Committee, which ensures the maintenance of all recurring and non-recurring physical aspects of the office.
  • Co-ordinate recurring items such as cutting grass, removing snow, raking leaves, clearing eavestroughs, etc.
  • Co-ordinate non-recurring items such as electrical, plumbing, heating, air conditioning, replacement of aging elements (roof, retaining wall, etc), computers / internet, "small" maintenance jobs.
  • Ensure appropriate archiving of Sleeping Children physical assets. Digital assets are archived via other leaders/teams.

Required Skills and Knowledge:

  • Demonstrates a love and respect for children and all cultures.
  • Leads by example, with a strong focus on respect, mentorship, high energy, patience, positive attitude, and conflict resolution.
  • Works independently and is very comfortable working alone.
  • Balances and prioritizes numerous tasks, including appropriate delegation, with a high degree of organization.
  • Thinks logically, considering multiple perspectives, then offering solutions/decisions.
  • Demonstrates excellent verbal and written communication skills, adjusts messages to appropriate audience (donors, volunteers, OVPs, Board, media, general public, etc).
  • Understands the usage and value of donor & volunteer management systems (such as Blackbaud's Raiser's Edge).
  • Demonstrates solid Financial acumen.
  • Demonstrates excellent computer skills.
  • Learns quickly and adapts to rapidly changing conditions.

Education and Experience:

  • Post-secondary education in business administration, non-profit management, accounting, or a related field is preferred. Equivalent work experience in office management or donor relations will be considered.
  • Experience managing donor relations and financial transactions, including donation processing, tax receipting, and donor communication.
  • Proven track record in office management and volunteer coordination, ensuring seamless daily operations and effective engagement with volunteers.
  • Strong background in financial administration, including bank account management, compliance with legal and tax regulations, and working with external auditors.
  • Previous experience in non-profit organizations or charitable sectors is an asset.

Application Instructions:

To apply, please send a resume to Jessica Alcock at jessica.alcock@summitsearchgroup.com

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.