Specific Title: Operations Manager
Location: Thunder Bay
Created on: September 10, 2018,
Revised on: August 2021
The Ontario Native Women’s Association (ONWA) is a not-for-profit organization that empowers and supports Indigenous women and their families in the province of Ontario.
ONWA encourages the participation of Indigenous women in the development of Federal, Provincial, Municipal/Local government policies that impact their lives and ensure issues affecting Indigenous women and their families are heard at key government tables.
ONWA is committed to providing services that strengthen communities and guarantees the preservation of Indigenous culture, identity, art, language, and heritage. Ending violence against Indigenous women and their families and ensuring equal access to justice, education, health, environmental stewardship, and economic development, sits at the cornerstone of the organization. ONWA insists on social and cultural well
– being for all Indigenous women and their families, so that all women, regardless of tribal heritage may live their best lives.
The Operations Manager will manage the day-to-day operations of the Ontario Native Women’s Association and ensure organizational effectiveness through the smooth internal operations of the agency. Reporting to the Director of Finance and Administration, they will develop, implement and train ONWA personnel on operational processes, ONWA’s service standards, prepare policy frameworks and proactively plan to ensure all internal and external stakeholders are supported. The Operations Manager will use and identify resources required to produce outcomes and support the agency in attaining its vision. They are required to provide a strong and stable organization and ensure the timely and thorough submission of any/all funding opportunities that can provide ONWA with ongoing capital planning.
The Operations Manager will work collaboratively as part of the management team in a fast-paced environment to ensure the ONWA establishes sound standards of safety, performance and follows all relevant legislation. They will work with internal partners and communicate their findings and plans with the organization’s Leadership Team, to provide and manage quality assurance programs, risk management, and proactively strategize process improvements the organization requires to maintain the highest standard of service delivery and to ensure any changes are planned, implemented, and communicated correctly.
- A degree in Business or Operations Management, masters preferred with a minimum of 5 years’ experience in a management role. Specific experience in organizational effectiveness, service delivery management and operations management in a not-for-profit organization is preferred.
- Knowledge of Ontario not-for-profit Governance, Board and Bylaws and relevant legislation.
- Excellent organizational and communication skills with demonstrated self-confidence and an ability to follow through on assigned duties independently within strict deadlines.
- Ability to create effective long-term plans and initiatives to ensure the organization accomplishes their goals efficiently.
- Excellent relationship building skills to collaboratively coordinate with internal stakeholders and successfully implement strategies that work to keep employees motivated and dedicated.
- Experience in creating presentations and communicating with the Leadership Team on proposed plans and strategies
- The ability to identify problems and provide effective and timely solutions
- Experience with service provision Indigenous organizations/communities.
- Creative, flexible, and strategic change focused.
- Decision making skills to set standards and priorities and allocate time and resources.
- Ability to prioritize programs and activities within budget and time considerations.
- Proficient working knowledge of MS Office Software, internet, and general office equipment.
- Ability to travel to other locations when required.
- Reliable vehicle, appropriate vehicle insurance coverage and valid Ontario “G” class driver’s license.
- Current, valid vulnerable sector criminal records check. Valid 1st Aid/CPR.
- A cellular phone and internet access is required within this position
- Must be willing and able to work a flexible working from home arrangement if required. This may include a combination of virtual remote work in your home and in office arrangements. This will be based on operational needs and will be determined by the ONWA.
- The ability to speak an Indigenous Language is considered an asset.
- ONWA is committed and legally obligated (via Ontario Public Health Directives and Regulations) to implement measures to protect its clients, staff and other stakeholders from COVID-19. To comply with its legal obligations, ONWA has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required
KEY CORE COMPETENCIES REQUIRED:
- Inter-cultural Competency Informed – Understands to incorporate a personal responsibility to increase sensitivity, awareness, and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work-related deliverables.
- Indigenous Gender-Based Analysis Informed – Understands to incorporate an intersectional approach to gender, race and discrimination and subsequent intergenerational impacts affecting Indigenous women and their families.
- Trauma-Based Practice Informed – Understands to incorporate a trauma-informed approach to recognize and respond to all forms of trauma and the necessity of supporting Indigenous women in a culture of tradition and safety in her healing journey.
- She is Wise Leadership Informed – Understands to incorporate the Four Agreements within daily responsibilities and combined with ONWA’s cultural teachings contribute to the empowerment and leadership of Indigenous women within their communities.
RESPONSIBILITIES – SPECIFIC:
- Oversee and manage the operations of all ONWA sites ensuring all operations are carried on in an appropriate and cost-effective way.
- Develop, contribute, and maintain all internal procedures, policies, and structures required to create an efficient and effective working environment.
- Improve ONWA’s operational management systems, processes, and best practices.
- Ensure the organization’s processes remain legally compliant.
- Purchase materials, plan and maintain adequate inventory levels to support all ONWA offices.
- Formulate strategic and operational objectives.
- Implement and manage a variety of programs including quality assurance, business continuity planning and risk management program to ensure ONWA is fully prepared and supported when required.
- Implement and maintain an asset management tracking system including all office equipment, technology, and infrastructure.
- Capital planning to improve, replace, and repair ONWA’s assets.
- Liaise with building landlord and manager to address any issues surrounding all ONWA buildings, as well as facilitate communication of lease negotiations.
- Ensure the agency has adequate insurance to protect the assets, structures, employees, and community members thereby mitigating liability.
- Participate in the provision of effect strategic, financial, and human resources planning and information management.
- Provide recommendations and guidance to all cross functional leaders including Managers and Director of Finance and Administration and assist in resolving questions and issues.
- Participate in strategic, operational, and financial planning.
- Prepare, provide, and present quarterly periodic reports.
- Manage the Operations Assistant within their job duties, training as required/needed.
- Recruit, train and supervise staff.
- Other duties as assigned.
RESPONSIBILITIES – ADMINISTRATIVE:
- Complete monthly and submit to Director when required.
- Complete quarterly reports on or before the requested due date.
- Complete reports to funders as required.
- Complete and attend supervisions with Director on a regular basis.
- Other reports or admin as assigned.
RESPONSIBILITIES – PUBLIC RELATIONS:
- Promote the program within the community.
- To adhere to professionalism in always representing the organization and maintain good communications.
EXPECTED STANDARDS OF PERFORMANCE:
- Adhere to the Policies and Procedures as set by the ONWA.
- Representation on committees as required for the enhancement and benefits of ONWA’s programs.
- To network and promote ONWA and all ONWA related programs. Maintain good communication.
- Always maintain professionalism.
- The completion of functions outlined in the description and the achievement of goals set to a high level.
- Attendance and conduct at work according to the requirements of the Association’s Personnel Policy.
- Adherence to the Code of Ethics, and positive relationship building.
To execute duties and responsibilities outlined in the job description.
The Operations Manager will be directly accountable to the Director of Finance & Administration for the proper completion of the functions outlined in the job description.