Non-profit operations / Financial management and administration

Position: Operations Manager
Organization: Ecology Ottawa
Location: The successful candidate will live and work in Ottawa, but it is a hybrid position.

Are you an organized and motivated manager passionate about ecological action? Our Operations Manager position offers an exciting opportunity to support a small but mighty team of advocates leading environmental change in Ottawa. The Operations Manager supports the Executive Director in managing all of the organization’s daily operations, whether finance, general administration, human resources, grants and donations, or community organizing and events, ensuring the organization’s smooth functioning as we create a green, equitable, and resilient city.

About Ecology Ottawa

Ecology Ottawa envisions Ottawa as the green capital of Canada, leading the nation’s municipalities in climate action, protection of biodiversity, and environmental equity. With a network of tens of thousands of people, Ecology Ottawa is a not-for-profit, grassroots, and volunteer-driven organization that works to engage communities in local environmental action, build people power, and influence policy to reduce harmful emissions, increase climate resilience, advance environmental equity, and protect and restore nature in Ottawa.

Responsibilities

Finance (20%)

• Responsible for overall financial management
• Prepare monthly, quarterly, and annual financial reporting, coordinating with bookkeeper
• Oversee budgeting, financial forecasting, cash flow, management of accounts payable and receivable, and coordinate audit activities
• Manage external payments; process invoices, payment requests, and donations
• Liaise with the external bookkeeper, review financial information, manage account/class allocations for entry; manage the payroll system, collect and file all account statements
• Maintain and enhance all information and data collection systems and secure Ecology Ottawa’s data

General Administration (25%)

• Serve as first point of contact for all general communications
• Maintain organizational information on the website; assist with basic communications to the organization’s network, and manage the organization’s information technology
• Maintain records and files, including documents, calendars, correspondence, and financial records, and manage employee access
• Manage the supporter database and bulk email systems, update and manage lists and groups, provide analytical reports, and oversee server technology
• Serve as organization’s representative and signatory for key governmental and financial bodies; maintain and update organization’s insurance policies, contracts, and leases
• Maintain the organization’s facilities, and ensure the provision of necessary supplies and equipment
• Provide meeting or support services to the Executive Director and Board as needed, including presence at Finance Committee or other board meetings

Human Resources (15%)

• Support staff recruitment and hiring; ensure staff training according to Collective Agreement and organizational policies
• Assist with on-boarding new employees; manage leaves of absence and track employee hours and allotments; track vacation time accrued and used and help coordinate vacation schedules
• Administer staff benefits program and other Collective Agreement benefits, and prepare annual reports on benefits usage
• Ensure compliance with relevant provincial workplace legislation and workplace safety obligations

Fundraising support (25%)

• Identify and track grant opportunities and deadlines; support with grant applications and budgets, track grant deadlines, reporting requirements, and payments, and record allocations; file all grant documentation and coordinate and facilitate quarterly internal grants meetings
• Cultivate the organization’s relationship with charitable partners, including preparing quarterly reports with the Executive Director and Organizers, tracking all income, and invoicing and receiving as necessary
• Manage donation transactions, including recording incoming donations and following up with donors
• Manage financial database, record individual and monthly donors and foundation grants, maintain lapsed donor lists, and contact donors for renewal

Community organizing and events management support (15%)

• Cultivate volunteers and champions through engagement organizing, acts as an organizational ambassador; provides support for volunteers for various events
• Maintain inventory of community event materials and supplies, and coordinate collection and processing of data received
• Provide support for additional relevant tasks that do not fall under specific program areas, where appropriate

Skills and Experience

We encourage you to apply to this position if you believe you are a good fit, even if you do not have all of these skills and experiences.

• Thorough knowledge, understanding, and awareness of best practices in finance and accounting, human resources, and information technology.
• Excellent interpersonal skills and the ability to build strong working relationships with internal and external stakeholders based on credibility and trust.
• Strong problem-solving and project management skills to manage multiple priorities.
• Ability to work independently in consultation with the Executive Director while exhibiting a high degree of initiative and judgment.
• Ability to develop solutions to diverse and inter-related problems often having conflicting requirements.
• Ability to exercise sound judgment and deal with challenges in a balanced and fair manner.
• Demonstrated ability to work cooperatively and with tact as part of a team.
• Strong time management skills and ability to work effectively under pressure, meet tight deadlines, prioritize, and deal with proactive and reactive tasks.
• Superior listening skills with an accessible, consultative management style.
• High degree of professional ethics and integrity, including an understanding of and commitment to privacy policies.
• Bilingual (asset)

Benefits to Being a Part of the Ecology Ottawa Team

• Impactful, mission-driven work environment, with the opportunity to learn about a diversity of local environmental issues and make connections with a thriving environmental community in Ottawa
• Flexibility between remote and in-person work environment
• Supportive work culture, and encouragement for initiative and creativity
• Twenty days paid vacation per year plus a bonus week at year-end holidays
• $70,000–$75,000 salary, dependent on experience, with annual cost of living increases; 40 hours per week
• Health benefits, including dental and eye care

Commitment to Justice, Diversity, Equity, and Belonging

Ecology Ottawa was born out of the belief that environmental action is for people of all backgrounds and expressions. We seek to embed justice, equity, diversity, and inclusion in every part of our organization, community, and programs, and we commit to learning deeply about, and engage meaningfully in, Truth and Reconciliation in our city. We believe that environmental action is inseparable from social justice, that environmental progress must be intersectional, and that addressing climate change is an opportunity to build community across interests and groups.

Ecology Ottawa is committed to employment equity and seeks diversity in the workplace. We welcome applications from members of equity-seeking groups, including (but not limited to) women, transgender, non-binary, and 2SLGTBQ+ individuals; First Nations, Métis, and Inuit individuals; persons with disabilities; and members of racialized and marginalized groups.

To apply for this position, please send a cover letter and resume to info@ecologyottawa.ca iby December 15 with “Operations Manager” in the subject line.

Please indicate you saw this posting at GoodWork.ca.

We seek to fill the position as soon as is practicable. Please note that this position is Ottawa-based; the successful candidate will live and work in Ottawa.