Director of Operations

Operational and Financial Leadership

• Leads the financial operations of the organization while ensuring sound stewardship, strong financial management, accountability, and long-term sustainability.
• Develops annual operating and capital budgets in partnership with the Executive Director and senior leadership team
• Partners with organizational leaders to support effective budget management, financial forecasting, and informed operational decision-making.
• Leads financial forecasting, cash flow management, financial analysis, and performance reporting
• Prepares monthly financial statements, variance analyses and reporting for the Executive Director, Leadership, Board Committees, and Board of Directors
• Leads management’s coordination of the annual audit and serves as the primary organizational liaison with external auditors.
• Ensures compliance with Ministry of Health, Ontario Health, CRA, charitable, and regulatory reporting requirements
• Leads the financial aspects of funding submissions, accountability reporting, and compliance obligations associated with government and grant funding
• Maintains financial policies, internal controls, procurement controls, and related administrative processes
• Oversees day-to-day banking relationships, insurance administration, and financial risk management
• Supports organizational planning and decision making through timely financial analysis, operational insight and recommendations

Human Resources Operations

• Leads payroll, benefits administration, attendance management, personnel records management, and HR reporting, working with external providers as required
• Ensures compliance with employment legislation, workplace health and safety requirements, and organizational policies
• Supports recruitment, onboarding, orientation, and workforce administration processes
• Oversees HRIS implementation, administration, and continuous improvement
• Coordinates external HR consultants and specialized advisors as required
• Supports compensation administration, salary structures, pension administration, and employee benefits programs

Facilities, Building Operations & Support Services

• Oversees building operations, maintenance programs, service contracts, environmental services, and facility-related vendors
• Ensures compliance with fire, life safety, accessibility, occupational health and safety, and applicable regulatory requirements
• Oversees inventory management, capital asset management, waste management, and operational support services
  Ensures building systems are effectively maintained, documented, tested, and supported
• Oversees facility-related procurement and service contracts
• Supports a safe, efficient, and welcoming environment for residents, families, staff, volunteers, and visitors

Information Technology & Digital Systems

• Oversees organizational technology systems, vendors, cybersecurity practices, and data protection protocols while managing outsourced IT service providers.
• Supports implementation and optimization of financial, HR, operational, donor management, and clinical support systems
• Ensures appropriate backup, disaster recovery, access management, and cybersecurity controls are maintained
• Promotes secure and efficient digital workflows throughout the organization

Procurement & Vendor Management

• Oversees procurement processes, purchasing practices, and contract administration to ensure alignment with organizational policies, procedures, and sound stewardship of resources.
• Leads vendor evaluation, procurement, contract negotiation, and vendor performance management processes, working closely with the Executive Director on significant contracts and strategic procurement decisions.
• Promotes sound purchasing practices that reflect stewardship, value for money, and alignment with organizational priorities.
• Supports furniture, fixtures, equipment, and operational inventory procurement and management processes

Risk Management, Compliance & Emergency Preparedness

• Partners with the Executive Director to support operational risk management and organizational risk mitigation
• Leads the development, implementation, testing, and continuous improvement of emergency preparedness, business continuity, security, and operational response plans in collaboration with the Executive Director and clinical leadership.
• Supports privacy, regulatory compliance, accreditation readiness, and organizational policy implementation
• Ensures incident reporting, documentation, and operational risk management processes are maintained
• Oversees administration of insurance programs and supports organizational compliance with applicable legislation, standards, and best practices

Collaboration with Executive Director

• Works closely with the Executive Director on organizational planning, budgeting, resource allocation, and operational priorities
• Keeps the Executive Director informed of significant operational, financial, contractual, and organizational matters requiring executive awareness or decision-making.
• Prepares materials and presents financial and operational reports to the Executive Director, Board Committees, and the Board, as appropriate.
• Provides advice and recommendations on operational, financial and administrative matters.
• Contributes to organizational planning, performance monitoring, and strategic initiatives

Senior Leadership & Organizational Stewardship

• Serves as a member of the senior leadership team contributing to organizational planning and decisionmaking
• Promotes a culture of accountability, collaboration, continuous improvement, and service excellence
• Provides leadership and mentorship to staff, consultants, and service providers within the portfolio
• Participates in the rotational leadership on-call schedule
• Acts as the operational lead for facility, technology, and non-clinical operational incidents and emergencies, ensuring timely communication and coordination with the Executive Director and leadership team.