The Executive Director of West Island Citizen Advocacy is responsible for leadership and management of the organization which exists to improve the quality of life and defend the rights of all those who are living with a handicapping condition or who are disadvantaged, by supporting them with competent volunteers (citizen advocates).
Primary Duties and Responsibilities
· Oversee all programs, services, activities and facilities; ensure that all program objectives are met.
· Ensure that procedures followed in all programs limit the risk to the organization from potential errors; secure appropriate insurance coverage and inform internal stakeholders of their responsibilities and insurance limitations.
· Manage any protocols or ententes signed with other agencies; recommend any new protocols to the Board for decision.
· Be alert to potential issues and opportunities that may affect WICA and ensure that proactive positions are taken.
· Maintain WICA’s contribution as a respected member of the West Island community through its participation in or support of the network.
Budget and Financial
· Ensure, with the accountant, that the budget is realistic.
· Ensure that funds are available to sustain the budget.
· Ensure that the budget is followed and that expenses are kept to the set budget.
· Work with the accountant and the Treasurer to provide monthly financial statements to the Board.
· Ensure, with the accountant, that the annual audit is carried out.
· Ensure, with the accountant, that funders are provided with appropriate statements regarding the disbursement of their funds.
· Ensure that sufficient funds are available to meet the needs of the organization; ie, proposal writing, meeting potential funding bodies, fundraising etc
· Should the occasion arise, to reorganize the services to fit the budgets available.
Documentation and Procedures
The Executive Director must be the liaison between the Board and the day to day operation of the organization and to this end must ensure that effective and up to date administrative policies and documents are in place. These policies and documents, which support the group’s mission, provide a framework within which the organization delivers its service.
These documents and policies are to be reviewed and updated if necessary on a regular basis by the Board and Executive Director with input as necessary from staff and members. These documents are the following:
· Regulations and Bylaws of the group.
· The Policies and Procedures for staff.
· All policies of the organization including the Board policy, inclusion and exclusion policy, the confidentiality and record keeping policy and the ethics policy.
· The procedures to be followed for the execution of the various policies of the organization.
- The Management Binders
- The Complaints Procedures
- The Five Year Strategic Plan
- The Annual Action Plan
- In House Evaluations of Services and Procedures
- All forms, including referral, intervention plans, data collection forms, data reports etc.
- Preparation of the annual activity report
- Protocols and Ententes with other groups
The Executive Director, with the Board of Directors, is to review and update the protocols or ententes signed with other agencies as necessary.
Should there be a question of a new protocol or entente with another agency, such as the CIUSSS or another funding body, the Executive Director must determine if it should be presented to the Board and then set up a committee to study it so that the Board might make a decision on it.
Human Resources Management
The Executive Director is responsible for the supervision of staff on a day-to-day basis to ensure that the goals of the organization are met. The Executive Director in particular supervises, the Church Apartment Program team and the Matching team on a weekly basis, as necessary.
The Executive Director will supervise or carry out, the development of, the writing of proposals for and carrying out of, special projects of the organization with the support of the staff involved. To oversee the day-to-day operations of the operation including fundraising, training, recruiting, screening, matching, follow-up, publicity, public relations, an emergency plan, annual goal setting and accounting in a manner that is both evaluative and helpful. If necessary, the Executive Director will assume some of these duties.
· Job Descriptions
· Hiring Interview Schedules
· Onboarding procedures
· Performance Reviews
· Layoffs and terminations
· Staff training
Liaison with the Board of Directors
The Executive Director is the point of liaison between the Board of Directors and the day to day operation of the organization. The Executive Director will aid the Board in carrying out its mandate and responsibilities of running the group in the following ways.
· Providing a monthly report on the activities and attainment of goals of the group.
· Ensure, with the accountant, that financial reports and budgets are presented on a regular basis.
· Bring all issues and relevant information to the Board.
· Assist the Personnel Committee of the Board to ensure that appropriate staff is hired and supervised on a regular basis.
· The Executive Director will evaluate the risks to the organization and its members and take steps to control these risks.
· The Executive Director will ensure that the organization has enough insurance for both its members and Board and staff.
· Ensure that the Board, staff and volunteers know and understand the limits of the Insurance policies.
Additional duties that may be assigned by the Board of Directors.
The Executive Director should demonstrate the following characteristics.
· Flexibility/ Adaptability
· Able to handle crises or difficult situations with calm and good judgement
· Organization skills
· Ethical behavior
· Relationship builder
· Creative and innovative
· Leadership qualities
· Foster teamwork
· Excellent social skills
· Able to make decisions
· Able to make and carry out plans
· Problem solving skills
· Able to think strategically
· Able to work with other agencies in the community
· Bilingual English and French
Knowledge and Skills
The Executive Director will have the following knowledge and skills.
· Computer skills (Word, Excel, Powerpoint).
· Excellent interpersonal skills.
· Excellent negotiating skills.
· Knowledge of the local health and social service network.
· Experience having worked in a non-profit environment; ability to defend the rights of the protégés in the health and social service system in an appropriate way.
· Have knowledge of, and experience with, those having a mental illness and other handicaps.
· Ability to attend or animate community meetings and take notes in an appropriate fashion.
· Excellent ability to work independently or as a part of a team.
· Have management experience.
· Have knowledge and experience in proposal writing.
· Have knowledge and experience in business document writing; ie strategic plan, case document, employee handbook, job reviews and descriptions, Board Policy, By-laws etc.
· Able to speak in public in French and English.
- Annual salary of $50,000 – $65,000
- The Executive Director will work in an office environment but will work in the community as necessary, for supervision, for meetings, public speaking etc.
- The Executive Director will work Monday to Friday – 30 hour work week primarily in the office however, must be available to work evenings and weekends as required for WICA and other community events. The successful candidate must have a car.