JOB CLASSIFICATION: Director of Operations
DEPARTMENT: Operations and Technology
COMPANY: Skills for Change
LOCATION: 791 St. Clair Ave West, Toronto ON
REPORTS TO: Chief Executive Officer (CEO)
CONTRACT TYPE: Management, Permanent (Non-Unionized)
HOURS: 35 hours per week (Monday – Friday with occasional evening and/ or weekend hours)
SALARY: Commensurate with Experience
START DATE: Immediate
APPLICATION DEADLINE: Until Position Filled
Founded in 1982, Skills for Change (SfC) is a highly respected charity with a province-wide reputation for pioneering programs that respond to shifting immigration and workplace trends and lead to the effective economic and social integration of Immigrants and Refugees. We offer a range of accelerated programs including mentoring, employment, mental health, entrepreneurship, settlement, and language training together with specialized programs for trades, women, and youth. We have an $8.5 million annual budget, locations across the GTA and Hamilton 80-100 full-time and part-time staff and serve 16,000 clients annually. Skills for Change has received significant recognition for its achievements in community service delivery and diversity and inclusion.
Reporting to the CEO the Hands-on Director of Operations, is responsible for the planning, organizing, implementing and directing information technology and operations management services of all Skills for Change operations. The Director of Operations ensures that the Information Technology and Facilities teams of these areas execute the objectives of the Skills for Change. The Director of Operations, will be responsible for providing innovative vision, strategy, and leadership in all areas of technology use, planning, development, and support. This individual will collaborate directly with the executive management team and decision makers across all departments to identify, recommend, develop, implement, and support cost-effective technology solutions for all aspects of the organization. The Director needs to be both visionary and pragmatic, focusing on the return on investment of technology systems and their business impact.
DUTIES AND RESPONSIBILITIES:
- Direct procedures and systems are necessary to maintain proper records and to ensure adequate internal controls and services that maximize operational efficiency and general business operations.
- Develops standards to measure and evaluate SfC programs, and financial and operational performance and report results to senior management and Board of Directors.
- Help in setting policies, and procedures, and streamline service delivery across all programs
- Support the CEO in implementing professional development programs and guiding overall organizational development.
- Direct the development and preparation of short-term and long-range plans/budgets based on programs and strategic priorities.
- Provide financial forecasts for operating and capital planning and budgeting
- Develop, recommend, 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.
- Oversees the establishment, maintenance and monitoring of internal controls, as well as policies and procedures for all operations of responsibility. Read, interpret, review, and comply with all federal and provincial legislation about operations in areas of responsibility.
- Develop and maintain a sound plan for all areas of financial and administrative areas of responsibility. Recommend changes in the corporate organization as may be necessary to promote development and growth.
- Work with key departmental 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.
- Direct the development and installation of operational standards, procedures and controls to promote communication and adequate information flow for all financial and administrative areas of responsibility.
- Remain current on changes within the legal, regulatory, economic and technology environments, which may affect the financial and administrative operations of the organization.
- Oversee the administrative property management functions, including, but not limited to, asset management, predictive maintenance systems, inventory management, preventive maintenance, capital improvement projects, procurement, regulatory compliance, and quality assurance.
- Optimize the development and use of space for safe and secure program delivery, learning, social and work environments while simultaneously reducing the cost of developing, owning, maintaining, operating and disposing of capital assets.
- Serve as an organization-wide leader on real estate property (e.g., lease management and facilities management); technology services; risk management; security management; energy management; and property management. Review and approve 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.
- Performs vendor management, including relationship building, SLAs and liaising with the procurement department
- Articulates and constantly monitors departments to assess their efficiency and effectiveness to ensure the highest level of service is being provided
- Provides leadership to all department members and manages in a manner that motivates, guides and directs employees to the realization of SfC values, objectives and performance expectations
- Develops and maintains the facilities’ condition and life cycle assessment to guide preventative maintenance programs, infrastructure renewal and energy conversation requirements; asset management, space assignment/utilization, and preventative and general maintenance systems.
Information Technology Management:
- Oversee 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. Align and prioritize IT goals and projects with organizational objectives and strategies. 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
- Recommends and implements technology solutions to support Cybersecurity initiatives, which aligns with the IT business plan
- Ensures ongoing automation of business processes to improve efficiency and effectiveness in the use of our applications and mission-critical systems
- Oversees system upgrades, rollouts/implementations in conjunction with organizational improvement plans
- Use metrics to assess the overall success of the organization and technology Use data to work with leaders to identify process, talent, and technology gaps.
- Provide overall strategic and operational leadership of information management and technology including planning, development, evaluation, and coordination of all related initiatives.
- Facilitate Management Team technology discussions, prioritization and governance to ensure efficient and effective decision-making.
- Oversee the creation of a detailed technology roadmap identifying investment costs and a 3-year implementation plan.
- 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.
- Recommends, implements and maintains a business continuity/recovery strategy to resume operations in the event of a disaster
- Creates and maintains security architecture and implements procedures and controls that ensure that information and data are secure and in compliance with all developed security and storage regulations and/or directives.
- Ensures that for each technology change, there is an appropriate training plan developed for internal users.
Learning Management, Salesforce and Digital tools:
- Develop a digital tools strategy including integration of different platforms and systems (Blackboard, Salesforce, Trello, ZOOM, etc).
- Oversee all aspects of salesforce management through hands-on administration and optimization.
- Drive change 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.
- Provide complete analytical support including pulling data, organizing analyses and interpreting data.
- Work with Marketing teams to support ongoing Campaign management and execution
- A minimum of 5 years of operational and technology management experience
- Strong organizational and administrative skills with 5 years of experience at the management level of a nonprofit or in the private sector, including technology, operations and staff supervision and coordination.
- Strong responsive to change and ability to be flexible and serve as a change agent.
- A demonstrated track record of successful business operations management and project management.
- SAGE and Salesforce acumen.
- Ability to provide leadership, analyze situations and data, solve problems, and handle or recommend an appropriate course of action.
- Planning, project management, and facilitation skills.
- Provide a strong presence and ability to interact with Board members.
- Communicates clearly and concisely.
- Develop and implement new strategies and procedures.
- Understanding the context of non-profit information management and program delivery constraints to support technical solutions
- Advanced skills in salesforce administration.
- Experience with server and data center management, virtualization, networks, security, performance and monitoring tools, disaster recovery, project management, software development and VOIP technology.
- Demonstrate a strong understanding of and appreciation for customer service both internally and externally.
- Excellent knowledge of information technology planning, implementation and change management.
- Solid understanding of data privacy legislation, laws and practices.
- 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 concerning activities, challenges and questions.
PLEASE SEND YOUR APPLICATION TO:
Attention: Human Resources
Do you want to be part of a team helping build welcoming and equitable communities for Immigrants, Refugees and Low-income individuals in Canada? How about a team that works every day to create a more transparent, just and inclusive future?
As part of our commitment to diversity & inclusion racial justice and reconciliation, Skills for Change encourages applications from those who identify as Black, Indigenous, LGBTQ2S+, Racialized and other under-represented communities. 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 an alternate format on request. We thank all applicants for their interest in this position however only those selected for an interview will be contacted.