We’re Hiring an Executive Coordinator, Operations

The Centre for Community Organizations (COCo)

The Centre for Community Organizations (COCo) is a provincial non-profit organization that works to build an inclusive, social justice-oriented Quebec community sector where grassroots organizations can thrive. We believe that is an important part of creating a more just and equitable society overall. To this end, COCo provides training, accompaniment, and technological support to small, ground-up, and social-justice focused organizations. We also use our research to steward dialogue and change on issues of inclusion and diversity in the Quebec non-profit sector.

About the Job

Overview: The Executive Coordinator, Operations will be primarily responsible for providing strategic administrative, financial, and operational oversight of the organization. Reporting to the Board of Directors, they will manage human resources, financial, and governance processes in alignment with COCO’s anti-oppressive values. In collaboration with the Executive Coordinator, Partnerships & Learning, they will participate in maintaining and growing the organization’s Funding partnerships.  Where possible based on interest and capacity, they will also contribute to elements of Organizational Development and Training, participating in the conception, implementation, and/or facilitation of training, accompaniment, and tools for community groups and nonprofits. 

This is a collaborative leadership position. This is a collaborative leadership position. The Executive Coordinator, Operations will be part of a 3-person Leadership Circle alongside the Executive Coordinator, Programs, and Executive Coordinator, Partnerships and Learning. As part of this Leadership Circle, the Executive Coordinator, Programs will collaborate to support staff in the fulfillment of their activities. They will shepherd collective conversations about the future governance structure of the organization, furthering the embodiment of anti-oppressive values in our internal operations, and reinforcing our operations and programs to better center the overall well-being of our team. They will provide guidance where needed and develop and implement strategies, policies, and processes that promote staff well-being and organizational health. They will practice a consultative decision-making model, wherein they will present questions and recommendations to directly-impacted staff to get feedback before making final decisions.

As a member of COCo’s highly collaborative team, the person in this role will actively take part in internal conversations on organizational development, participate in co-supervision, and contribute to other collective management tasks.

Type and term of contract: One year, renewable.

Hours: 35 hours per week. Early morning, evening, and weekend work may be required from time to time with advance notice

Compensation: $38.97 per hour

Benefits: Health insurance, pension plan, 4 weeks vacation and 2 weeks paid leave in December.

Duties and Responsibilities

Organizational and Team Oversight

  • As part of the Leadership Circle, maintain and develop a positive, collaborative, and responsive working environment based on a work culture that centers anti-oppressive practices (e.g. anti-racist, decolonial, queer and trans inclusive, disability justice, feminist approaches).
  • Provide guidance and support to staff members, offering a space for collaboration and collective discussions conducive to a learning organization
  • Co-manage staff wellbeing measures with Executive Coordinators, including aligning strategic planning and activity plans with workload management and collaborating on enhancing Human Resource policies.
  • Collaborate with the Executive Coordinators and staff and board members to ensure that strategic planning, staffing structures and prioritizing activities are responsive to program needs and conducive to effective teamwork.
  • Collaborate with the Executive Coordinators, staff, and Board members to review administrative and operational procedures, and revise as needed to improve team efficiency, capacity, and wellbeing.
  • Attend and report at Board and Hub meetings to ensure the timely preparation and presentation of operational, financial, and administrative updates.
  • Sit as a member of the Finance and HR Hubs with Board members and report regularly to the Board Structure Hub; sit on relevant ad hoc hubs (ex: AGM, board recruitment) as needed.
  • Collaborate with the Executive Coordinator, Partnerships & Learning, Staff and Board in planning the timing and framework for collective processes including anti-oppression and (re)structuring conversations; participate in collective processes.
  • Comply with all applicable enactments and regulations, as well as good practices in organizational leadership and management.
  • Perform other organizational and team oversight responsibilities as needed. 

Financial Strategy and Management

  • Oversee, maintain and strengthen COCo’s budgeting strategy, aligned with its Anti-Oppressive values and Theory of Change, to ensure its financial sustainability and support the team in the fulfillments of its activities.
  • Manage and implement collaborative budgeting processes, including the development and approval of annual budgets in relation to program plans and organizational goals, working closely with the Executive Coordinators, Board Finance Hub and concerned staff members.
  • Manage and implement collaborative budgeting processes, including the development, approval, monitoring, and presentation of annual budgets and multi-annual forecasts in alignment with program and funding priorities.
  • Collaborate with the Executive Coordinator, Partnerships & Learning in the production of funding and partnership proposals and reporting to ensure alignment with COCo’s financial sustainability and programming. 
  • Develop comprehensive program and project budgets in collaboration with the Executive Coordinators and concerned staff members. Approve expenses accordingly.
  • Manage, prepare, and present timely and accurate financial reports, including quarterly reports, funding reports, and audited annual financial statements with the Board Finance Hub.
  • Review, prepare, and process invoices and payments, and government remittances (GST/PST, DAS). 
  • Provide cash flow projections, balance sheets, and income statements that include year-to-date actuals and year-end projections to the Executive Coordinators and Board.
  • Coordinate and perform as appropriate banking and bookkeeping activities, including but not limited to payroll processing, deposits, and disbursements with support from an external bookkeeper.
  • Maintain records of general operating, payroll, program, and organizational contracts in collaboration with concerned staff.
  • Maintain, monitor, and assess operating procedures and systems of control for all financial transactions, and government compliance materials. 

Human Resources

  • Champion COCo’s cultivation of a welcoming and healthy work environment by ensuring, developing and implementing collaborative HR processes, initiatives, and practices aligned with COCo’s values and Theory of Change. This includes:
    • Managing HR requests, including vacations and time off, access needs or adaptations, supporting retention and alignment with COCo’s anti-oppression values.
    • Managing HR administration, including contracts, vacation calendars, staff hours tracking sheets and insurance and retirement plans. 
    • Managing peer support mechanisms and structures such as the buddy system, assigning buddies and recommending shifts as needed.
    • Developing plans for hiring, or contracting for open positions and portfolios in collaboration with Executive Coordinators, concerned staff, and board.
    • Collaborating with the program teams in the hiring of affiliate facilitators or contractors.
    • Developing, reinforcing, and initiating processes around annual staff peer and performance evaluations.
    • Ensuring staff accountability measures that align with COCo’s objectives and policies, in collaboration with Executive Coordinators and Board. 
    • Acting as manager of disciplinary processes when necessary, in collaboration with the other Executive Coordinators and the Board HR hub. 
    • Creating, implementing and evolving policies and procedures, reinforcing values of anti-oppression into our human resources practices.

Administration and Operations

  • Maintain the integrity of COCo’s mandate, mission, vision, and value statements in its administrative and operational procedures.
  • Collaborate with the Executive Coordinators in long-range planning and capacity assessment of COCo’s operational workflows, processes and systems in discussion with the Staff, Board, and external consultants.
  • Navigate policies and agreements to maintain Registered Charity and nonprofit status, following government regulations. 
  • Process Membership requests and follow up on renewals.
  • Manage leases, office maintenance, and overall facility operations.
  • Maintain office, technology, and infrastructure in collaboration with the Technology Coordinator.
  • Negotiate contracts, work with outside counsel on legal agreements, and ensure due diligence to protect COCo’s legal, financial, and ethical interests
  • Collaborate with Executive Coordinators, Staff, Affiliates and Board in the next phase in planning around return-to-office (hybrid) in consultation with the full COCo team.

Organizational Development and Training Support

  • Based on the EC, Operations’ workload and organizational capacity, they may further support the health and wellbeing of grassroots community organizations by 
    • Collaborate in the development of tools and resources for grassroots organizations and nonprofits.
    • Accompanying grassroots groups and other community organizations through facilitation, change processes, and/or training up to a maximum of 10% of Coordinator’s workload. Depending on the candidate’s interests, skill sets and workload as well as organizational capacity, it may be possible to take on more accompaniment and facilitation work down the line.

What we’re looking for in the Executive Coordinator, Operations

The Executive Coordinator, Operations will be a thoughtful and collaborative leader, passionate about fostering anti-oppressive values, well-being, and organizational health in the workplace. Guided by a desire to learn from and amplify marginalized voices, they are driven by the wish to contribute to social justice and vitality in the community sector. Combining a high attention to detail with an ability to see the big picture, the Executive Coordinator, Operations grounds the team with their operational insight. Their gift for listening deeply and engaging in dialogue about complex issues allows them to center program needs and the well-being of their team in the development of operational plans and strategies. 

At COCo, we recognize the value of paid or volunteer work experience. We encourage applicants who meet all or some of the following criteria to apply. 

Skills and Experience

  • Experience in managing teams and operations, such as human resources, finance, and administration
  • An ability to translate anti-oppression and anti-racism frameworks and experience integrating these principles into their work, including: 
    • Developing and implementing mission driven annual and project budgets, administrative procedures, operational tools or resources
    • Developing, reviewing, and applying human-centered, emotionally intelligent HR practices
  • Experience with bookkeeping and accounting, and producing financial reports
  • Experience and interest in working in collaborative settings, including experience in participatory decision-making processes and more horizontal working structures
  • Experience with consulting, facilitating, teaching, training, coaching, or mentoring 
  • Experience in and understanding of the reality of grassroots groups and/or nonprofits, with an awareness of good practices in organizational development
  • Experience with Quebec’s community sector
  • Strong oral and written communication skills in English and French

Qualities and Attributes

  • Passionate about translating COCo’s mission into operational plans and strategies.
  • High level of organization and attention to detail, complemented by the ability to see the big picture.
  • Responsive to emerging needs and issues, and an ability to problem solve to generate creative, people-centered solutions.
  • Affection for systems and spreadsheets, combined with a strong proficiency with basic web applications and computer software, and able to learn quickly. 
  • Ability to guide, support, and mentor staff.
  • Sharp understanding of systemic racism and oppression, guiding them in providing safer environments for BIPoC staff and facilitators working in anti-oppression. 
  • Understanding of the barriers faced by racialized and other marginalized communities in Quebec.
  • Alignment with COCo’s commitment to amplifying marginalized voices in the community sector.

Work Environment

You would be joining a team of 7-9 staff members and a community of a dozen affiliate facilitators in:

  • A highly collaborative and non-traditional work environment with horizontal foundation
  • A Leadership Circle of 3 Executive Co-Coordinators
  • A dynamic team that is comfortable working at different paces
  • Currently, COCo is working remotely, collaborating across virtual platforms. We are working on a hybrid and collective return-to-work policy. We can share our thoughts on this during the interviews.
  • In regular times, COCo staff work out of an open office environment in downtown Montreal/Tiohtià:ke/Mooniyaang 

Accessibility

COCo currently conducts its business virtually, with occasional hybrid or in-person meetings. COCo’s physical offices and bathrooms are wheelchair accessible. As we are in a shared building, we cannot guarantee a scent-free space. However, we aim to have a scent-reduced space. We are still learning about online accessibility as it relates to our work from home practices. If you have specific questions relating to the accessibility of our work from home practices or our physical office space, please email Naïma at naimap@coco-net.org.

Hiring Process:

To Apply:

All candidates are asked to fill out this form, in English or in French, instead of a cover letter. The form will also ask you to include your resume in a PDF format. Note that you cannot edit your responses after they have been submitted. If you have any problems with the form, please contact naimap@coco-net.org

Our Hiring Process:

We evaluate all applications anonymously, to ensure a higher degree of objectivity in our selection process. Only candidates chosen for an interview will be contacted. Interviews will be conducted in both English and French.

Employment Equity

At COCo, we believe our work is stronger when it benefits from the experience, knowledge and wisdom of people who have faced systemic barriers. We encourage, among others, Indigenous, Black, and racialized people, people with disabilities, people identifying as LGBTQI2, women, formerly incarcerated or institutionalized people, immigrants and people from working class backgrounds to apply. We also understand that applicants may experience a number of these identities simultaneously in ways that reinforce and nuance their experience. We are committed to creating an organization as diverse as the communities we serve. If you wish to be considered for employment equity, you can let us know in the application form.

 

For best consideration apply by May 12, 2023. Applications will remain open until the position is filled.

 

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