Clubhouse Operations Coordinator

PURPOSE

As one of Ottawa’s largest child and youth-serving charitable organizations, BGC Ottawa provides FREE, subsidized, and cost saving Community-based services, and life-changing programs to an annual average of 5,000 young Members each year. We provide safe, supportive places where all kids and teens, of all backgrounds, can experience new opportunities, overcome barriers, and develop confidence and skills for life. From anti-Racism to Reconciliation to LGBTQ2S+, food security to scholarships to job readiness, our programs battle systemic issues with systemic solutions—equity, acceptance, support, opportunity.

As a growing team that embraces different ways of thinking, abilities, and experiences we aim to make our staff feel safe. We want you to feel heard, respected, and empowered. We believe in our diverse shared power as being the key to serving our members, volunteers, community, and each other with the utmost care.

BGC Ottawa is about building positive and inclusive environments for all.

GENERAL SUMMARY

Reporting directly to the Clubhouse Manager, the Operations Coordinator assists with daily administrative activities and ensures the smooth daily operations of the clubhouses including leading teams in a child and youth-related setting.

JOB PURPOSE SUMMARY

The Operations Coordinator ensures that BGC Ottawa’s clubhouses function efficiently and effectively each day. They oversee staff operations, training, logistics, and interdepartmental collaboration to support an inclusive, safe, and well-organized environment.

RESPONSIBILITIES / ACTIVITIES

Major Responsibility 1: Implementation and Evaluation of Strategic Plans for Clubhouse Operations

• Implement operational goals based on strategic objectives, and analyze clubhouse procedures to identify areas for improvement.
• Ensure Clubhouse Part-time Staff Team is implementing annual operational goals and objectives based on Programs Department operations strategy, budget and timelines.
• Work closely with Manager to observe, review and analyze Clubhouse processes and procedures to identify inefficiencies and areas where improvements could be made.
• Support the design and maintenance of clear operational guides to ensure consistency of operations within the Clubhouse.

Major Responsibility 2: Supervision of Part-Time Staff, Volunteers, and Placement Students

• Supervise and mentor staff, troubleshoot daily operational issues, and maintain consistency of operations within the clubhouse.
• Troubleshoot and resolve day-to-day issues related to service quality and program operation.
• Assist with project management by creating assignments, tracking progress and resolving issues.
• Ensure that all new hires provide the required onboarding documentation and complete required onboarding training before beginning work.
• Complete annual performance evaluations for applicable staff and provide feedback and coaching both formally and informally.
• Respond to concerns regarding staff behavior or misconduct in accordance with the organization’s accountability system and report any concerns to the manager.
• Maintain clear departmental operational guides to ensure consistency of operations within the clubhouse and streamline processes as required.
• Work closely with Programs Coordinator to ensure that all programs conform to organization standards.
• Ensure the efficient execution of internal events and staff training being held at clubhouses.
• Liaise and work with the Health and Safety Committee when addressing any safety risks or concerns.
• Co-lead the clubhouse during the absence of the Clubhouse Manager.
• Ensure EDI goals and priorities are included in all clubhouse operations.

Major Responsibility 3: Clubhouse Training

• Coordinate in-house training sessions, support onboarding, and ensure compliance with organizational policies and safety standards.
• In conjunction with Clubhouse Manager and People & Culture, coordinate and develop in-house training and professional development sessions for staff and volunteers.
• Liaise with People & Culture to coordinate the onboarding of new hires and volunteers.
• Train and coach Clubhouse Teams to maintain an awareness and understanding of Programs Department Policies and Procedures Manual. Provide feedback to Manager to ensure policies are current and relevant.
• Monitor clubhouse supplies and equipment (including food inventory) and coordinate maintenance as needed in conjunction with the Health and Safety Committee and Facilities Department.
• Attend BGC Ottawa training, meetings, and other events as required.

Major Responsibility 4: Interdepartmental Cohesion and Sustainability

• Promote cross-departmental communication and sustainability initiatives. Oversee rental coordination, health and safety programs, and employee engagement.

Rental Support:

• Liaise with Director of Facilities and Rentals to ensure the demands of the rentals are being met.
• Assist with the coordination of quarterly training sessions for rental attendants.
• Assist with ongoing training of rental attendants on emergency procedures to follow during shifts.

Health and Safety Support:

• Train and coach staff on the process for reporting workplace hazards.
• Assist the Health and Safety Committee with updating information on the clubhouse health and safety boards as needed.
• Evaluate any potential hazards or risks and report concerns to the Health and Safety Committee.
• Assist with monitoring the effectiveness of safety programs and procedures.

Outreach Requirements:

• Collaborate with Programs Coordinators and community partners to align outreach events with clubhouse capacity and operational needs.

Finance Requirements:

• Assist in tracking and reporting operational expenses; ensure spending aligns with approved budgets and sustainability goals.

Advancement Requirements:

• Support fundraising and partnership initiatives by ensuring accurate reporting and operational readiness for donor events.
• Major Responsibility 5: Administration and Finance
• Assist in monthly reports, monitor operational budgets, manage inventory and equipment, and support IT and facility coordination.
• Contribute to the monthly Manager reports by providing insight into the overall efficiency of the clubhouse.
• Prepare financial statements and maintain records pertaining to operational activities.
• Ensure database information is accurate and maintained and provide feedback as needed.
• Maintain inventory trackers for clubhouses.
• Assist the Clubhouse Manager in monitoring operational budgets.
• Liaise with IT Manager to provide in-club support on any IT issues.
• Assist Clubhouse Managers in conducting job screenings and interviews for youth workers.
• Align Clubhouse Operations with BGCO strategic direction.
• Work at other BGC Ottawa clubhouse locations and/or satellites depending on operational requirements.

Performs other related duties as required.

QUALIFICATIONS

• Post-secondary education in Child and Youth Work, Social Work, Recreation, or related field.
• Minimum of three years of experience in non-profit, recreation, or child and youth roles.
• Experience supervising part-time staff and supporting interdepartmental projects.
• Strong understanding of organizational policies, safety procedures, and financial tracking.

DEMONSTRATED SKILLS & ABILITIES

• Excellent organizational and youth-related project management abilities.
• Strong interpersonal and leadership skills.
• Ability to communicate effectively with diverse teams.
• Attention to detail and ability to handle multiple priorities.
• Proficiency with Microsoft Office Suite and database management.
• Commitment to BGC Ottawa’s values of equity, inclusion, and teamwork.

WORKING CONDITIONS

These are the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be provided to enable people with disabilities to perform the described essential functions.

Example: The majority of the work is performed in an environment that is mostly clean and comfortable. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision on a computer screen for a large part of the working day. The noise level in the work environment is usually quiet to moderate.

BGC Ottawa is an equal opportunity employerthat values diversity. We are committed to providing equal opportunities in employment and to providing a workplace which is free from discrimination and harassment. This means that all job applicants, employees and volunteers receive equal treatment regardless of race, colour, ethnic or national origins, sex, marital status, disability, age, sexual orientation, religion or belief.

Bgc Ottawa welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.