Operations Manager - Victoria, Canada - Public Health Association of BC

Description

Operations Manager

Victoria, BC

1.0
FTE

July October 2024 (Maternity Coverage)

Overview

Reporting to the Executive Director, the
Operations Manager will provide leadership and enterprise-wide support to operations and initiatives that will contribute to PHABC's mandate, including a hands-on approach in leading their team to execute its duties and responsibilities, fostering inclusion and a sense of belonging.

The Operations Manager will supervise the Administrative Coordinator, Project and Events Coordinator, and Financial Officer and work with the Communications Director and all Program Managers to ensure the smooth operation of the organization.

The Operations Manager will provide corporate oversight for executive functions and is a key link between the Food Systems, Immunization, Main Office, and Committee Members.

The Operations Manager will be responsible for coordinating branch operations for each program unit, centralized reporting for the Executive Director, support staffing and recruitment process, training and development, project oversight, contract administering, project management coordination, minor tech support and supervision of all office administrative functions.

This role coordinates a large number of internal and external stakeholder groups working in a fast-paced environment on projects that span multiple government branches, ministries and agencies.

Background

The Public Health Association of BC(PHABC) is a voluntary, non-profit charity (est that promotes and protects public health by actively working to advance the development and implementation of healthy public policy, by encouraging and facilitating research that supports public health and cooperating regionally, nationally and internationally with partner organizations.

Its national linkages enable the PHABC to participate in dialogue and action on matters of interest across Canada.

PHABC has a long track record of fiscal and administrative stability and considerable experience with community development, continuing education, initiatives addressing the determinants of health and project planning, implementation, assessment and evaluation.

PHABC has partnered with the federal and provincial governments to carry out significant knowledge development and exchange projects.

PHABC maintains a number of provincial programs including I Boost Immunity, Farm to School BC, Immunize BC, Can You Dig It, BC Coalition for Healthy School Food - BC Chapter and Kids Boost Immunity, now a national program with a pilot recently developed in Scotland and interest from other countries.

Key Accountabilities/Responsibilities

• Report to and take guidance from the Executive Director. Also report to and take guidance PHABC board members as requested;
• Supervise and provide guidance to office staff including Administrative Officer, Financial Officer, Project and Events Coordinator, and any other operational position, including short term contractors, internships and volunteers;
• Work with the Communications Director to develop and approve PHABC communications planning and ensure consistent brand identities across all program and project templates;
• Oversee all operational aspects of the organization including but not limited to: human resources management, financial management, management of policy, procedures, planning and strategic goals, networking with other organizations and government officials, oversee committee operations, explore opportunities to expand program reach;
• Review and support grant writing, policy development and developing, managing and providing direction on briefing materials, reports and correspondence; and managing administrative processes;
• Maintain the electronic records of the association including policies, project documents, policies, and financials;
• Assist Financial Officer and Executive Director to conduct activities related to financial month

- and year-end reviews;

• Develop association templates, policy, procedure and reporting processes, contract creation;
• Participate in recruitment, hiring, training, development and performance review of main office staff with ED;
• Develop and maintain a good working relationship with seniorlevel colleagues, technical staff and stakeholders;
• Manage human resources for the organization including highly confidential and sensitive issues;
• Other duties and responsibilities as requested to support the mandate and mission of the association.

Qualifications & Required Skills

• Postsecondary certificate in Administration, Business, Public Health or a related field & minimum 5 years' professional experience;
• Experience and familiarity with nonprofits, charities & reporting to a board of directors;
• Highly proficient in MS Office: including Word, Excel, Project, Outlook, PowerPoint;
• Experience using Adobe Acrobat, website management programs (WordPress, CiviCRM), managing virtual file servers;
• Strong p