Full Time, Permanent Position
Application Deadline – July 21, 2023

The Ontario Caregiver Organization (OCO) exists to improve the lives of Ontario’s estimated 4 million caregivers; ordinary people who provide physical and/or emotional support to a family member, partner, friend, or neighbour. OCO provides caregivers with one point of access to information, services and supports that empower and help enable caregivers to be successful in their role. Where gaps exist in caregiver programs and services, OCO partners with caregivers, health care providers and other organizations to find new and innovative ways to bridge those gaps so all caregivers, regardless of age, condition or geographic location have access to the help they need. Come join our growing team!

Reporting to CEO, the Director, Operations is responsible for oversight and implementation of the operations portfolio including finance, IT, HR and all other aspects of the day to day operations of a growing charity. A member of the OCO leadership team, the Director, Operations plays a key role in ensuring the infrastructure and resources are in place to support OCO’s strategic and annual plans.

The successful candidate will thrive in a fast-paced, growth-oriented environment. They will facilitate smooth process management to ensure an engaging employee experience, including maintaining reliable systems in collaboration with our third party IT, HR and finance providers. They will excel at rigorous financial processing, contract management, data management, operational monitoring and reporting to Board and funders. They will excel at maintaining and developing processes to support the work and mandate of OCO and collaborate closely with direct reports (Operations Manager), the leadership team and all OCO team members to ensure smooth operations. This role is both an oversight and tactical role with the Director playing an active role in the day-to-day operations management of the organization.

Key Responsibilities:

• Lead the organizational infrastructure management and evolution for a virtual-first organization with a small hoteling office space.
• Develop a strategic approach and ongoing implementation of OCO’s administration and infrastructure
• Collaborate with OCO leadership team members on the implementation of new program opportunities, process improvements and the evolution of OCO
• Plan and balance the operations budget and support the same for each member of the Executive Leadership team
• Develop and monitor performance KPIs for portfolio in alignment with operating plan
• Manage relationships with vendors to support delivery of services, including key vendors for IT, Finance and HR that support OCO’s day to day operations
• Oversee the Operations Manager, supporting their activities in the areas of Board governance support, executive assistance to the CEO, IT coordination, office administration and administrative support to the leadership team and more
• Collaborate with the Operations Manager, Leadership team and external finance contractor to track, develop and deliver project, quarterly and annual reporting for funders including government, government agencies, foundations and more to ensure fulfillment of all requirements
• Support OCO’s evolution in its continued growth by recommending and implementing automation, new systems and processes
• Oversee the processing of payroll and accounts payables and receivables
• Support the recruitment process and provide an exceptional onboarding experience for new team members

Specific responsibilities include but are not limited to:

Financial:

• Work with 3rd party accounting firm to oversee OCO financial management
• Maintain accurate and timely financial information of OCO financial records
• Code and prepare invoices for payment through payment system
• Obtain approval for all payables through approvals system
• Track payables against OCO budget areas
• Ensure same is accurate and paid in a timely manner
• Manage credit cards, ensuring timely payments and accounting for same
• Ensure pension, benefits and tax payments are made in a timely way in advance of deadlines
• Provide budget reporting and modelling in a timely manner to CEO, Board, Leadership Team
• Ensure all government and other funding reporting is tracked, prepared and provided on time, including financial, data and narrative reporting
• Manage finances within budgeted and available funds
• Work with Auditors to ensure timely and accurate annual audit
• Ensure OCO tax and government filings are prepared and filed in a timely manner in advance of deadlines

Payroll:

• Keep accurate records for each employee
• Ensure each employee is entered in ADP including appropriate deductions and benefits
• Prepare payroll accurately and on time for approval and processing
• Ensure appropriate benefits and pension contributions are applied
• Ensure payroll taxes and premiums are up-to-date
• Prepare and submit government required documentation in a timely manner
• Preparation of T4s and other tax documents in accordance with government regulations
• Prepare appropriate paperwork to ensure all increases are planned, recorded and paid on time
• Track and implement necessary reports for employees i.e. annual increases, annual reviews etc.

Charity:

• Ensure all government reporting is prepared, approved and submitted in a timely manner
• Ensure fund management tracking is maintained and reported, as required

Human Resources:

• Assist with recruiting via HR contractor, as required
• Work with 3rd party contractor for letters of offer, termination etc.
• Deliver new staff orientation/on boarding
• Ensure annual increases are recorded and applied
• Review and make recommendations for pension, benefits updates as necessary
• Ensure all employees are registered for pension and benefits in a timely manner
• Keep accurate records for benefits and pension for both OCO and employees
• Prepare all paperwork in a timely manner as required
• Assist employees with changes to their benefits as needed
• Facilitate documentation and information management of employee leaves, terminations and resignations including ROEs
• Track and engage 3rd party for staff training, as required
• Support set up of twice annual staff retreat, working with the Operations Manager
• Lead the development and maintenance in best practices related to health and safety including the Joint Health and Safety Committee (JHSC)

Contract and Operations Management:

• Work with funders to ensure monies flow on time and reporting is provided
• Ensure reporting for funders is accurate and on time
• Ensure Request for Proposal / Quotations are prepared, sent out and closed as needed as per procurement guidelines
• Prepare and arrange sign off on all contracts
• Facilitate payment of contract obligations per payment schedules and budgets
• Maintain accurate procurement listing including renewal and/or termination dates
• Work with landlord to maintain a good and safe working environment
• Oversee OCO office space and facilitate any changes, including moves, as needed
• Maintain good working relationship with landlord and property managers
• Oversee work between the 3rd party vendor and the Operations Manager to ensure IT, computer systems, and phones are up-to-date and working
• Ensure office equipment is appropriate and in good working order

Legal:

• Ensure all legal filings for the corporation are maintained at the provincial and federal level, as required
• Support other legal activities, as required

Qualifications:

• Operational leadership experience working within the health care, social services, and/or non-profit sector
• Knowledge of government funding models and associated reporting requirements
• Strong understanding of a range of relevant operational activities as outlined above: oversight of IT, HR, Finance, and Board related activities
• Exemplary communicator, process-oriented leader and collaborator within an entrepreneurial, dynamic, and growing organization
• Strong organizational and time management skills
• Exemplary digital literacy skills
• Experience involving the engagement of people in a virtual first environment to create and support a collective team culture
• Experience with conducting or overseeing program evaluation
• Excellent interpersonal skills
• Proven effectiveness managing others and cultivating effective teams
• Ability to work from home office (or combination of home and OCO’s Toronto office)
• Knowledge of caregiver needs, the role of caregivers in the health care system, and/or experience as a caregiver is an asset related to alignment to mission and mandate

Education:

• 10+ years in a related role with 5+ years in a leadership role of a similar nature
• Related post secondary education

We invite qualified applicants to submit a cover letter and resume to OCORecruit@archive.ontariocaregiver.ca and please note posting will close 4:00 pm on July 21, 2023. Please quote the title Application: Operations Director in the subject line of your email.

We thank all applicants for their interest; we will contact only those applicants selected for further consideration. Applications will be reviewed on an ongoing basis, and therefore early submission is encouraged.

OCO is an equal opportunity organization, committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We encourage applications from people representing all communities including persons with disabilities, Black, Indigenous, racialized people, individuals from LGBTQ2S+ communities and others who reflect the diversity of our province. We are committed to an inclusive, barrier-free recruitment, selection process and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We are happy to work with applicants requesting accommodation at any stage of the hiring process.