Salary: $67,000-72,000

Position: Director, Operations & Administration

Location: Office-based in Barrie, ON

Reports To: Executive Director

Direct Reports: Administrative Support Team

Position Type: Full-time, permanent

Salary Range: $67,000 – 72,000

Context

The Ontario Aboriginal HIV/AIDS Strategy (Oahas) is an Indigenous-led organization committed to promoting and supporting healthy, thriving Indigenous communities through providing culturally grounded education and access to harm reduction to reduce the transmission of HIV and other STBBIs in our communities. Oahas operates based on the principles of Greater Involvement of People living with HIV/AIDS (GIPA), Meaningful Engagement of People living with HIV/AIDS (MEPA), “nothing about us without us”, Indigenous harm reduction, and respect for our cultural knowledges and teachings. These foundational principles guide all aspects of our relationships and work.

Summary

We are looking for an experienced professional to lead Oahas operational management and maintenance, IT and technology resources, assets management and procurement, and administration activities for the organization. The primary focus of this position will be leading assets, equipment and technology resource management across five regional program sites and the central office, supporting the implementation of operational and procurement procedures, and performing critical management functions as part of a collaborative Senior Management Team.

The ideal candidate is a professional, dependable and enthusiastic individual with a passion for project management, a strong desire to serve and learn, and a heart for community service.

A detailed Job Description with specific accountabilities is provided.

Organizational Values

Oahas' organizational values are Autonomy and self-determination, Accessibility, Innovation, Justice, Connection, Accountability, Hope and Advocacy. Based on our organizational values, we have developed agency wide accountability behaviours that are shared with all Oahas staff and used as part of our performance evaluation tools. These include engaging in the work using direct communication, kindness, generosity of spirit and respect.

In addition to these organizational values and staff accountability behaviours, the Director, Operations & Administration is expected to uphold the following values and embody them in practice:

• Safety (Indigenous cultural safety, and health and safety)
• Efficiency
• Organization
• Responsiveness
• Solutions-focused
• Collaboration
• Approachability
• Preparedness
• Versatility

Specific Accountabilities

Strategic Leadership

• Promotes and demonstrates, through example and consistent behavior, the vision, mission, and values of the organization
• Ensures all Oahas offices operate under AODA and other health and safety requirements, and that all work environments are safe and suitable for Oahas personnel

Facilities and Fleet Management

• Oversees the day-to-day maintenance of the physical spaces occupied by Oahas and leads facilities management responsibilities
• In partnership with the Director, Program & Services, receives Incident Reports and responds/follows up in a timely manner
• Management/purchase of corporate vehicles and fleet management and administration
• Manages and maintains appropriate vehicle insurance for corporate fleet, and leads any claims processes

Financial and Resource Management

• Contributes operational costing information to project grants, budget submissions/revisions, foundation solicitations, and other reporting in a timely manner in partnership with Senior Management Team
• Contributes to co-development of the annual operational budget by the Senior Management Team
• Accountability for approval of eligible operational and capital expenses in alignment with annual operational priorities
• Leads administration of capital and infrastructure purchases, procurement administration and billing, ordering, confirming delivery, and ensure tracking inventory
• Applies harm reduction lens to inform site setup, storage of kit-making, etc.
• Delegated authority for purchasing and procurement of operational assets across all sites
• Lead in banking administration (releasing banking payments)
• Reviews and releases all E-Transfers, EFTs, and bill payments
• Coordinates, establishes and brings forward leases for Board approvals – maintains lease agreement relationships
• Oversees all contracts, leases, insurance (including board/liability), and capital purchases to completion

Planning, Development Research and Evaluation

• Lead, operational continuity and pandemic planning, first point of contact for site-specific emergencies
• Leads development of emergency planning/response for each site
• Works closely with Middle and Senior Management Team to identify potential operational risks and implement mitigation strategies across the organization. Brings forward risks, updates and recommended solutions in real time to the Senior Management Team and for decisions on courses of action. Implements approved courses of action
• Analyzes current operational processes and performance, and routinely recommend solutions for improvement when necessary
• Co-lead, development of purchasing and procurement strategy, in partnership with the Director, Program & Services
• Oversees and ensures the development of procedures that adhere to Board approved policies
• Shares planning for, and implementation of annual organization-wide capacity building and brings forward creative skills-building opportunities, with input and support from the Senior Management Team, and as gathered from staff feedback. Leads logistics planning for all staff for annual training

Vendor and Services Provider Accounts Management

• Build external partnerships, relationships and engagement within sphere of responsibility, as directed or delegated. e.g. vendors, facilities' service providers, realtors, landlords, property managers, contractors, IT/Tech
• Leads capital and infrastructure purchases, procurement administration and billing, ordering, confirming delivery, and ensures tracking inventory protocols are in place

IT and Technology

• Manages IT Consultant contracting services
• Leads accountability for network management and maintenance
• Ensures set up for communications and internet accounts/connections for all sites
• Manages telecommunications accounts and mitigates service interruptions and issues for staff with service providers
• Triages and resolves requests for equipment and services, in collaboration with IT Consultant

Adherence to external regulatory bodies – Regulatory oversight

• Ensuring compliance with municipal, provincial, and federal legislation as it relates to all agency operations, e.g. OHSA, ESA, fire code, public health, etc.

Qualifications and Skills

Qualifications

• Masterful organizational, communication, and leadership skills, demonstrated by previous professional success, 5+ years' experience in similar role preferred
• Excellent interpersonal and people management skills including demonstrated ability to lead, coach, and motivate staff
• Experience working directly within the ASO sector, including community-based, social services, health or cultural services, understanding of harm reduction principles is an asset
• Competency and good understanding of Indigenous cultures and ways, teachings and history. Ideally, you are someone along on their personal journey
• Demonstrated ability to create and maintain sound administrative tools and practices, aligned all applicable legislation and regulations
• Ability to exercise tact, diplomacy and respect when communicating with Indigenous communities, stakeholders, other agencies and external contacts
• Ability to work outside regular working hours as required, and regular travel throughout the region will be required which may include evening and weekends
• Valid Ontario G driver's license is required
• A diploma or degree in a relevant field and/or a combination of related experience would be an asset

Skills

• Project management
• Excellent written and verbal communication
• Precision – attention to detail
• Ability to manage multiple priorities
• Evidence based decision-making
• Technology, specifically Microsoft Word, PowerPoint and Excel, QuickBooks, ADP
• Organizational leadership & change management

Oahas is committed to equitable representation and access. We strive to build an inclusive workforce that reflects the rich diversity of the communities in which we live. To this end, we strongly encourage applications from Indigenous people, and people with living/lived experience with drug use, sex work, homelessness, street involvement; those living/diagnosed with HIV or HCV; members of 2SLGBTQ+ communities, and persons with (dis)abilities.