Operations Manager (Full-time, 40 hours/week)

Calgary Catholic Immigration Society; Calgary; On-site; CAD 95,000 - 130,000; Full time

Job summary

Calgary Catholic Immigration Society (CCIS) Administration Division seeks an Operations Manager to ensure organizational effectiveness through robust systems, budgeting, and strategic oversight. Reporting to the CEO, you will collaborate with senior managers across health, safety, IT, and administration to advance quality and risk management.

This role emphasizes CARF alignment, process improvement, and operational excellence.

Qualifications

• At least five (5) years of senior management experience in a not-for-profit environment.

Responsibilities

• Lead and integrate operations across divisions and locations, ensuring quality and consistency.

Skills

Senior management experience

Health & safety leadership

Operations systems

Financial management

Cross-cultural communication

Leadership skills

Project management

Multitasking

Problem solving

Education

Bachelor’s degree in business or related field

Tools

Budgeting software

Financial reporting tools

Job description

CCIS (Calgary Catholic Immigration Society) is a nonprofit organization that provides settlement and integration services to all immigrants and refugees in Southern Alberta.Since our inception in 1981, we have been a community leader with solid experience in the design and delivery of comprehensive services for our newest neighbours. We deliver these services through a dynamic, multi-cultural, multi-denominational and multi-disciplinary team of professionals who collectively speak over 80 languages.

From airport reception to a first job interview, CCIS’s programs and services have been designed to assist immigrants and refugees through all phases of the settlement and integration process. CCIS is committed to welcoming and serving newcomers of all races, ethnic and national origins, cultural backgrounds and religions, sexual orientations and gender identities and expressions.

Job Summary

The Calgary Catholic Immigration Society (CCIS) Administration Division is seeking an Operations Manager.

Reporting to the CEO, along with six other senior managers of positions related to operations (Controller, Human Resources, Marketing and Communications, administration, facilities, research and development), this senior management role ensures a high level of organizational effectiveness and efficiency. The work of the Operations Manager may also overlap with and require collaboration with CCIS’s Special Projects Advisor and Business Solutions Strategist.

On a strategic level, the Operations Manager will ensure CCIS has the right systems and processes in place to achieve its goals, while also contributing to the ongoing development and implementation of business planning, reporting, and budgeting, and supporting the CEO with risk management.

The Operations Manager will ensure consistency in the application of operational practices and systems across divisions and geographic locations. This requires developing and conducting quality assurance assessments across the Agency. The Operations Manager will lead initiatives that contribute to long-term organizational excellence.

Primary Duties and Responsibilities include, but are not limited to:

Four main areas of responsibility are:

• Operations
• Health and Safety, and Risk Management Support
• Special Projects, and
• Technology

Operations

Propose, develop and implement new strategies for creating or improving processes and procedures to improve collective performance. Create and apply organizationally approved operational policies and standardized systems that promote best practices and consistency over numerous divisions and geographic locations. These policies and processes are informed by a focus on quality assurance (meeting CARF standards), health and safety, employee relations, efficiency, effectiveness, and risk management.

The Operations Manager supports an organizational culture whereby CCIS staff and volunteers are inspired to maximize the impact of their contributions to CCIS and to our clients. This includes demonstrating positive leadership and communications.

This aspect of the position touches on many areas of the organization including Finance, Human Resources, Communications, administration, and facilities management.

Operations Responsibilities include but are not limited to the following.

• Collaborate with the senior leadership team to support the design and implementation of a quality assurance/continuous improvement program in client service and delivery.
• Consult and collaborate with the Human Resources Manager as needed on policy/process development related to health & safety and operations to ensure consistency and alignment between areas of expertise.
• Participate in several committees and sub-committees related to CCIS’s CARF (Commission on Accreditation of Rehabilitation Facilities) accreditation. These may include the ASPIRE Committee, Risk Assessment/Management, Accessibility and Accommodation Committee, and others.
• Contribute to the annual accreditation evaluation (CARF).
• Support the maintenance of CARF accreditation by working with the Special Projects Advisor in monitoring standards in ongoing CCIS operations.
• Support staff in working with the ASPIRE to Excellence quality framework. In this framework, CARF’s business practice standards provide a logical, action-oriented approach to ensure that organizational purpose, planning, and activity result in the desired outcomes.
• Create the ‘Accommodation and Accessibility Report’ (with input from Facilities, other Administration Managers, and the Accessibility and Accommodations Committee).
• Monitor, in collaboration with the Administration Manager, the billing/forms for the QUEST application, which is used to collect data for the client intake.
• Review the strategic plan annually and update with current requirements and information as needed.
• Respond to client grievances and assist in resolving difficult client situations, including appropriate resolution and follow-up.

Health & Safety and Risk Management Support

Manage, lead and supervise the Health & Safety program for the Agency, including but not limited to: chairing the Joint Health and Safety Committee; monitoring and maintaining the requirements of CARF relative to OH&S; reporting and overseeing all aspects of the H&S Policies & Procedures; modelling desired behaviours and practices, responding to and investigating all reported incidents, and ensuring that yearly internal and external audits are conducted to minimize risk and enhance staff, client, and stakeholder protection. This area also includes supporting the CEO and relevant teams on risk management initiatives.

Health and Safety Responsibilities include but are not limited to the following.

• Develop new policies or revise old policies as needed to meet OH&S standards.
• Complete annual reporting, including incident reporting, health and safety risk assessment requirements and health and safety reviews.
• Facilitate both internal and external safety audits.
• Conduct yearly reviews and updates of H&S policies, procedures, and guidelines, quarterly training meetings with the Joint Health & Safety Committee (JHSC), and safety drills and training for all staff.
• Source and coordinate broad CCIS training related to health, safety, and operations, e.g. first aid, de-escalation of potentially violent situations.
• Investigate and respond to reported health and safety incidents, and oversee the preparation, review, and follow-up of incident reports, including ensuring appropriate documentation and corrective actions related to health and safety.
• Liaise with the property management company on H&S/operational issues.
• Liaise with the Facilities Manager on safety and property management issues, incidents, reporting, etc.
• Support the CEO, CCIS Special Projects Advisor, and the Risk Management Committee in developing and maintaining appropriate risk management policies, procedures, and frameworks.
• Monitor Health Canada/Alberta Health Services protocols and reports related to infectious disease outbreaks and determine next steps accordingly.
• Provide structure and guidance related to infectious disease protocols and ensure that the procedures are followed as prescribed.

Special Projects

Provide support to the CEO and Special Projects Advisor, including identifying and addressing operational risks and contributing to risk management activities as needed. Perform the initial analysis and coordination of the tasks required of new initiatives and support the ongoing operations after start-up. Current examples include overseeing the operations of the Land of Dreams Farm project as well as coordinating and overseeing the opening of new office locations.

Information Technology

Partner with the Administration Manager, other senior leaders as appropriate, and an IT Consultant (as needed) in developing technology strategy, planning, and audits. Ensure that IT systems and support are cost-effective and meet all compliance requirements (e.g. privacy). Assist in the development of new and/or improved databases and in identifying risks and necessary adjustments.

Qualifications and Skills

• A Bachelor’s Degree in business, non-profit management, humanities, and/or social sciences.
• At least five (5) years of senior management experience in a not-for-profit environment (preference will be given to those with experience working with Immigrants and Refugees).
• Prior experience leading and organizing the health & safety efforts in an organization of moderate to high complexity and size (up to 500 staff).
• A keen understanding of operations systems and processes, and their implications for Finance, Human Resources, Marketing and Communications, administration, and Information Technology.
• A high degree of confidence in working with and assessing technical resources and platforms.
• Excellent financial management skills – experience in budget formulation, financial statement interpretation, and utilization of financial information as a management tool.
• Excellent leadership skills in the areas of consultation, communication, effective listening, and team dynamics/effectiveness.
• Highly adaptive and able to analyze complex situations in collaboration with other leaders; able to work in a cross-cultural environment where patience and seeking to understand are requirements of the job.
• Must be capable of multitasking and be committed to a vision and practice of treating people with respect and dignity.
• Excellent problem-solving, attention to detail, and report writing, documentation, and organizational skills.
• You enjoy working in a fast-paced environment that can be stressful and come with tight deadlines.
• Highly organized and confident in your project management skills.
• Previous training and/or certification in Occupational Health & Safety is a strong asset.
• Previous experience in quality assurance, meeting standards and going through an accreditation process is a plus.
• Experience in managing Government funding contracts is a plus.
• An understanding of, and fluency in, Artificial intelligence is a strong asset.
• Must be legally eligible to work in Canada