Manager, Operations & Administration

Counselling Centre of East Algoma; Elliot Lake; On-site; CAD 62,000 - 70,000; Full time

Benefits offered by this job

Comprehensive benefits package

Pension/RRSP participation

Job summary

Counselling Centre of East Algoma is seeking a Manager, Operations & Administration to oversee daily operations, financial administration, facilities, IT, privacy, and reporting. You will supervise administrative staff, support budgeting and payroll, and ensure compliance with policies and funder requirements.

Working with the Executive Director, you will align resources and processes with agency goals, support ministry reporting, and drive quality improvements across the organization.

Qualifications

• Post-secondary education or equivalent experience in business/finance/nonprofit management.
• Experience in operations, finance, administration, or reporting is valued.
• Ability to supervise staff and coordinate administrative functions.

Responsibilities

• Oversee day-to-day operations of the agency in collaboration with the Executive Director.
• Provide supervision and support to administrative staff.
• Support scheduling, workload planning, and performance support for staff.
• Ensure compliance with policies, funding requirements, and legislative obligations.
• Assist with financial administration including payroll, AP/AR, and reporting.
• Prepare and submit financial, statistical, operational, and funder reports as required.
• Manage vendor relationships, facilities, IT, and records management.
• Coordinate with human resources on recruitment and onboarding.
• Maintain confidentiality of sensitive information.
• Participate in leadership and agency meetings.

Skills

Financial management

Budgeting

Payroll

Ministry reporting

Staff supervision

Operations coordination

Communication

Education

Business Administration

Finance

Nonprofit Management

Office Administration

Job description

Manager, Operations & Administration

Position Overview

The Manager, Operations & Administration is responsible for overseeing the day-to-day operations of the organization, including financial administration, facilities, information technology, privacy, quality improvement, ministry reporting, and administrative services.

Working closely with the Executive Director, the Manager, Operations & Administration will support organizational effectiveness, implement operational strategies, and ensure resources, systems, and processes align with the agency’s goals and objectives. This role provides supervision and support to administrative and operational staff, while helping to ensure the organization operates efficiently, consistently, and in compliance with applicable policies, funding requirements, and legislative obligations.

The Manager, Operations & Administration will support reporting requirements to funders and ministries, including the preparation, tracking, and submission of financial, statistical, and operational reports as required.

Qualifications

Post-secondary education in Business Administration, Finance, Nonprofit Management, Office Administration, or a related field would be considered an asset. An equivalent combination of education, training, and relevant experience will be considered. Candidates with demonstrated experience in operations, finance, administration, ministry reporting, or organizational management are encouraged to apply.

• Minimum two years of experience in a nonprofit, healthcare, social services, or community-based organization preferred.
• Strong financial, administrative, organizational, and supervisory skills.
• Experience with budgeting, payroll, accounts payable/receivable, financial reporting, audits, and ministry or funder reporting.
• Experience supervising staff and coordinating operational functions.
• Human resources experience, including recruitment, onboarding, employee records management, or knowledge of employment standards, is considered an asset but is not required.
• Knowledge of funding agreements, compliance requirements, and reporting obligations would be an asset.
• Excellent verbal and written communication skills.
• Strong organizational, problem-solving, and time-management skills.
• Demonstrated ability to manage multiple priorities and work independently.
• A satisfactory Criminal Record Check and Vulnerable Sector Check are required as a condition of employment

Responsibilities

• Oversee and support the day-to-day operations of the agency in collaboration with the Executive Director.
• Provide day-to-day supervision, guidance, and support to administrative and operational staff.
• Support staff scheduling, workload planning, performance support, and operational problem-solving.
• Support the Executive Director in ensuring the organization meets legislative, funding, privacy, health and safety, insurance, and operational requirements.
• Support financial administration, including accounts payable, accounts receivable, expense allocations, payroll processes, and financial tracking.
• Ensure appropriate systems and controls are in place to support accurate monthly financial reporting and identify operational trends and variances.
• Manage budgets, accounting records, financial documentation, and financial reporting processes.
• Review financial statements and reports to support accuracy and completeness.
• Support the preparation and submission of required financial, statistical, operational, ministry, and funder reports.
• Review funding agreements and ensure reporting requirements and deadlines are met.
• Complete or support grant and funding applications as required.
• Communicate with funders, ministries, vendors, community partners, and service providers as required.
• Support audit preparation and follow-up activities.
• Manage vendor relationships to ensure quality service and best value.
• Support facilities management, office systems, equipment, supplies, and operational infrastructure.
• Coordinate technology requests and liaise with external IT providers.
• Support privacy, confidentiality, records management, and data quality practices.
• Assist with quality improvement initiatives and organizational planning activities.
• Support recruitment, onboarding, employee documentation, and personnel record management as required.
• Coordinate with external human resources and labour relations consultants when necessary.
• Track and reconcile employee benefits and entitlements, including vacation, wellness days, sick leave, group benefits, RRSP, and retirement programs.
• Submit and track union dues as required.
• Maintain confidentiality of all client, staff, financial, and organizational information.
• Attend and participate in staff, leadership, and agency meetings.
• Work collaboratively as a member of the leadership team.
• Perform other duties as assigned by the Executive Director.

Job Status

Position: Full-Time

Location: Elliot Lake, Ontario

Salary Range: $62,000 – $70,000 annually, commensurate with experience and qualifications

Benefits: Comprehensive benefits package and participation in the agency’s pension/RRSP program, where applicable.

Schedule: 7-hour workday, Monday to Friday. Flexibility may be required to meet operational needs.