Manager of Operations - Islington United Church

Oct 03, 2020
Toronto, Ontario
Entry Level, Early Career

JOB DESCRIPTION

Manager of Operations

Job Purpose.......The Manager of Operations is a member of the Islington United Church leadership team and is a signing officer, under the direction of the Lead Minister.  While the Lead Minister oversees the staff and volunteer teams in the spiritual, creative and vision work of ministry, the Manager of Operations informs and supports the ministry. The Manager of Operations must demonstrate clear understanding and support of the Islington United Church mission, vision and values as well as its strategic and operating plans.

While supervising a small number of office and facilities staff, and working closely with select governance committees, the position of Manager of Operations exists to establish and implement systems and reports to support Islington United Church’s evolving finance, human resources and database management needs. The position requires a hands-on individual with specialized expertise in these areas so that, one, the ministerial team can focus on worship, music, pastoral care and youth programming, and, two, deliverable outcomes are less dependent on the variable availability and expertise of volunteers.

Duties and Responsibilities

  • Direct financial operations in cooperation with the Bookkeeper, Treasurer and Finance Committee, and Board of Trustees including:
    • administering multiple donation options: cash/cheques, pre-authorized remittance (PAR), Square technology, e-transfers, CanadaHelps, transfer of securities, bequests, etc.
    • maintaining confidential donor records
    • preparing charitable donation receipts (year-end and in-year)
    • distributing financial reports to staff and committees
    • ensuring appropriate correspondence is sent to celebration gift, planned giving and other special gift donors as set out in church procedures
    • managing of accounts payable and receivable on the QuickBooks platform
    • offering administrative support to stewardship initiatives including pledge/commitment tracking, and understanding of budget, donor opportunities and current church needs, and Islington’s gift acceptance policy
  • Maintain a timely and accurate membership/donor database using the PowerChurch platform and applying its many features. (The pastoral care records will be maintained by the Ministry Administrative Assistant.)
  • Supervise all Facilities staff and the fulfilment of their duties, including setting work schedules, monitoring the quality of work and ensuring the completion of inspection requirements and periodic preventative maintenance; ensure statutory requirements are maintained (e.g., WHMIS)
  • Coordinate calendars and readiness for the use and care of the building, and serve as Islington United Church’s primary liaison with the German International School Toronto (GIST) and other users of space with respect to events, tenant/landlord needs
  • Provide administrative support to Church Council and its committees including:
    • attending meetings of Church Council, Finance Committee, Board of Trustees and Facilities Committee, but only on an as-needed basis. 
    • maintaining and digitizating minute books and other vital records in compliance with United Church of Canada (UCC) policy (e.g., legal documents, agreements, contracts, plans and specification)
    • ensuring Islington United Church policy and procedure manuals are current and consistent with UCC policies, procedures and reporting requirements and with statutory requirements 
    • processing and maintaining confidential personnel records, and tracking data for payroll, at the direction of the Ministry & Personnel Committee
    • supervising the Office Administrative Assistant and office volunteers in providing administrative support to committees (e.g., mailings, filing) as prioritized by Church Council
  • Develop and implement business procedures for the church, as well as metrics for monitoring the church’s performance against goals
  • Facilitate optimum performance of direct reports by leading by example in terms of work ethic, enlightened management style and customer service principles 

Qualifications

  • A post secondary degree in business, office management, or related field
  • Minimum five years of supervisory operational experience in a consumer-governed not-for-profit organization, ideally with work experience in a church environment
  • Strong financial and computer skills, and experience working with donor and member database systems
  • Knowledge of and comfort with Islington United Church beliefs, mission statement, and commitment (e.g., as an Affirming congregation)
  • Excellent communication skills, verbal and written, as well as interpersonal and leadership skills
  • Demonstrated flexibility and team player
  • Demonstrated ability to handle stress and problem-solve
  • Demonstrated ability to keep confidential and sensitive information
  • Ability to skillfully work with volunteers and committees

Working Conditions

This is a full-time contract lay position (40 hours per week; Monday through Friday; requiring flexible hours to attend occasional evening meetings). The contract begins on October 1, 2020 (or earlier) and ends June 30, 2022. Thereafter, on July 1 of each year, annual renewal of this contract is automatic unless written notice of termination is provided with a minimum of 30 days’ notice prior to termination. Following a 90-day probationary period, the incumbent is entitled to full UCC benefits including pension and annual paid vacation time.

Physical Requirements

This is an office/management position with no specific physical requirements.

Direct Reports

  • Office Administrative Assistant
  • Facilities staff (3)
  • Bookkeeper
  • Office Volunteers

How to Apply

Islington United Solidarity Statement

We, at Islington United Church, are an Affirming congregation of the United Church of Canada. We are committed to including everyone: gay, lesbian, bisexual, transgender, two-spirited persons; those who are marginalized for any reason – race or age; economically disadvantaged; developmentally or physically challenged. We stand in solidarity with Black and Indigenous communities and all people of colour in our community, our country and throughout the world. We acknowledge that racial injustice is pervasive throughout society. We oppose all forms of racism and racialized violence.

The United Church of Canada acknowledges that its buildings and ministries, from coast to coast to coast, are on traditional territories of Indigenous Peoples. 

Islington United Church

25 Burnhamthorpe Road

Islington, Ontario  M9A 1G9

www.islingtonunited.org                                           

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