Human Resources Position Description: Director of Operations



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Position Title:
.Director of Operations
Department:
Operations
Reporting to:
Executive Director
Category:
Management
Last Updated:
05/26/2008
Hours per week:
37.50
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Summary:
This role is responsible for providing strategic leadership and vision for the financial, administrative, IT and human resources functions for the agency. This will include all financial accounting, reporting and analysis, review of funding requirements, ensuring effective organizational administration and strategic human resource and IT management. The incumbent will lead all financial planning activities including funding proposal budgets, annual program and departmental budgets and longer term budget forecasts as well as oversee and ensure the integrity of financial information, accounting systems and financial reporting for the agency. Specific duties and responsibilities will also include, but are not limited to the following and may be subject to change:


Financial Accountability
1. Manages the development of the agency’s strategic long range fiscal plan and participates in the annual service planning process. Ensure the long-term financial integrity of the organization by directing the effective management, control and reporting of the agency’s fiscal resources.
2. Provides advice and guidance to the management team on budget requirements and directs the development of budget proposals.
3. Establishes and oversees financial control and reporting mechanisms. Manages the administration of all financial records, accounting processes and monthly, accumulative and annual financial reports and statements.
4. Conducts expenditure variance analysis and prepares budget forecasts. Presents budget proposals to the Board for review and approval. Produce and review monthly, quarterly, and annual departmental and program specific budgets.
5. Represents the agency in contacts with external auditors and representatives of banking institutions, payroll services and related government agencies. Participates in ongoing communication and negotiation with the Agency’s various funding bodies.
6. Provide leadership in interpreting or translating financial information, anticipate opportunities or risks facing the organization, and recommend plans or programs to best respond.
7. Provide leadership and support to fund-raising event steering committees and staff with respect to budget development, controls, and post event financial obligations.
8. Provide reports to the Executive Director and Finance Committee of the Board as required, including investment performance, revenue/expense projections and cash flows.
9. Ensure compliance with legislation, regulations, contracts, audits and board directives. Review and interpret tax legislation to ensure the tax implications of financial transactions are met.
10. Manage the annual reconciliation of financial accounts and the external audit, including the preparation of financial and audit working papers and other necessary documents to facilitate the audit process.


Staff Management
  1. Create an environment within Finance and Administration department oriented to trust, open communication, creative thinking and cohesive team effort. Provide the team with a vision of the departmental objectives and how they fit with the organizational priorities.
  2. Ensure systematic processes for regular formal supervision sessions with each staff person are in place and being maintained.
  3. Manage all staffing and developments processes including hiring employees; assigning responsibilities; establishing standards of performance; providing orientation, training and ongoing guidance; monitoring work performance to ensure adherence to authorized procedures; identifying staff training needs; implementing training, evaluating job performance, initiating discipline, as required and responding to grievances at the first stage.
  4. Ensure departmental adherence to ACT’s Personnel Policies, Collective Agreement, Health & Safety and Human Rights Legislation.

IT, Office Administration and Human Resources
  1. Directs the development, implementation and ongoing provision of all administrative, financial and human resources and IT support services for the agency. Determines and recommends future support service requirements for the agency in each of these areas (Finance, IT, Administration, HR) and plans/prioritizes the development of these services.
  2. Ensures that services (Finance, IT, Administrative and HR) are consistent with established professional standards and are in accordance with legislation and agency philosophy direction, policies and goals as established by the Executive Director and the Board of Directors.
  3. Provides expert advice and recommendations to the Executive Director and Board of Directors regarding financial, human resource, IT and administrative issues.
  4. Reviews and arranges for appropriate external expertise and other resources in Human Resources and Labour Relations for management staff, as required.
  5. Participates in the development of agency policies and strategic and operational plans as a member of the senior management team. Foster a climate of continuous improvement through the ongoing development, review and design of financial/administrative processes, procedures and policies.
  6. Oversees and ensures the effective administration of all tasks pertaining to; payroll, timesheets, purchase orders, HRIS updates etc.
  7. Oversee operations issues such as building leases, equipment, property management.


Other
  1. Ensures that budgets are prepared and monitored in keeping with the parameters set at the corporate level.
  2. Participate in the ongoing development, evaluation and implementation of agency operational and strategic plans.
  3. Participate in agency wide organizational change /development initiatives that will strengthen the agency.
  4. Participate in management team meetings and provide required reports to facilitate strategic and critical thinking and decision-making.
  5. Participate in development and implementation of agency quality assurance and risk management processes, as they pertain to departmental responsibilities..
  6. Coordinate administrative and program reports for the Board, funders and other bodies.
  7. Provide leadership and direction for internal staff committees as well as staff support to committees of the Board as needed.
  8. Provide back up to the Executive Director and other members of the Management Team as required.
  9. Other Duties as assigned by the Executive Director.