Position Summary

Under the supervision of the Associate Executive Director, the Operations Manager (OM) ensures effective, efficient and accurate operations of IRCOM by overseeing the administration team and providing direct support to the executive. The OM is responsible for the smooth operation of IRCOM’s offices and programming sites. This position oversees IRCOM’s information technology needs, the design and implementation of our internal database, procurement policies and practices as well as other key internal systems across all IRCOM delivery sites. The OM takes ownership for ensuring IRCOM’s administration and operations run efficiently and effectively, developing and improving systems that work for IRCOM and have staff support and buy in. Principal accountabilities include the following areas:

Administration Management

• Support the administrative team with day to day operations
• Hire, supervise, train and provide mentorship to the administrative team
• Design and oversee the implementation of office procedures, internal communication systems, policy and practices dissemination
• Develop, coordinate, and monitor the effectiveness of administrative procedures
• Manage budget for both IRCOM office sites, approving expenditures
• Work in collaboration with the Director of Finance and Bookkeeper to ensure adequate financial controls are in place at both sites and provide support to financial administration systems
• Oversee and streamline IRCOM’s procurement practices, where possible, supporting local businesses
• Act as the IRCOM Privacy Officer
• Oversee the Workplace Health and Safety Committee
• Maintain the Capital binder
• In collaboration with the Associate Executive Director administer and track IRCOM’s Professional Development funding, including dissemination of PD opportunities to staff, logistics, staff registration, etc.
• Administer and track IRCOM’s funding database, ensuring all reporting, narrative and financial is timely, new funding applications are reviewed by senior management prior to submission, grant writers have access to critical supporting documents and funder files are complete and digitized

Executive Support

• Provide direct support to the Executive Director and Associate Executive Director
• Manage all Board of Directors logistics and communications
• Provide administrative support to IRCOM’s Board of Directors, including assisting the ED to prepare and print board packages, and coordinating meeting dates, room bookings, ordering food for meetings, minute taking, tracking attendance, addressing board queries, and other duties as requested
• Submit Annual Returns of Information
• Maintain the donor database and support the development of IRCOM’s fundraising strategy

Communications

• Work with the Manager of Volunteer and Community Services Program on all IRCOM communications, including but not limited to the website design, updating the website, pamphlet creation, promotional items, etc.
• Act as an internal staff liaison to facilitate staff communication
• Draft the monthly internal staff newsletter
• Work in concert with the Social Committee to organize staff events
• Oversee major organizational event planning

Information Technology

• Working with IRCOM’s IT consultant…….
  • Manage all information technology and computer systems
  • Plan, organize, control and evaluate IT and electronic data operations
  • Support staff in accessing IT by monitoring support requests, assisting managers with new staff set up and ensuring work is done in a timely manner
  • Design, develop, implement and coordinate systems, policies and procedures
  • Orient new staff to IRCOM’s IT communication processes as needed
  • Ensure security of data, network access and backup systems
  • Identify problematic areas and implement strategic solutions in time
  • Audit IT systems and assess their effectiveness, user friendliness, staff uptake
  • Preserve IT assets, information security and control structures
• Monitor the IT budget, IT capital purchases and upgrades
• Ensure that all hardware, software, licenses, and other capital inventory is current in our database
• Ensure telephone system, office equipment and other technology is operational
• Liaise as needed with office equipment contractors as needed

Qualifications

• Post-secondary education in a relevant field such as Business Administration plus a minimum 2 years direct administrative experience OR equivalent combination of education and experience
• Extensive computer experience with Microsoft applications and experience creating, designing and manipulating spreadsheets, including trouble shooting computer and tech issues
• Meticulous attention to detail and the ability to deal with constantly changing requirements and priorities
• Superior organizational skills and strong written and oral English communication skills
• Demonstrated experience working in a fast paced, multi-tasking environment
• Please see http://www.ircom.ca/about-us/employmentopportunities/ for additional information

Hours of work

This is a full-time position for a maximum of 37.5 hours per week. The OM’s hours will take place during IRCOM business hours between 9am and 5pm, Monday to Friday; however some evenings and weekends may be required as per the needs of IRCOM programs or the Board.

Other

The salary range for this position starts at $42,165.
Selected candidate must be legally entitled to work in Canada.
To apply for this position please submit your cover letter and resumé by August, 30th 2017 at 5 pm to:
Selection Committee
95 Ellen Street
Winnipeg, Manitoba R3A 1S8
Email: admin@ircom.ca
Fax: 204 - 943 - 4810

IRCOM is an Equal Opportunity Employer. Interested applicants can identify themselves as belonging in any of the following groups: women, Indigenous people, refugees, immigrants, visible minorities, persons with a disability or any other groups that are typically under-represented in the workplace.

We thank all who apply. Please be advised that only those selected for an interview will be contacted. Your cover letter and résumé must clearly indicate how you meet the qualifications.