Manager of Operations

Join Our Team: Manager of Operations

Who You Are

You are a professional generalist with a broad knowledge of office administration and facility management coupled with a deep commitment to the midwifery model of care. You thrive within a fast-paced, multi-faceted work environment. You are comfortable working in both French and English. You have experience managing staff and wearing a wide range of “hats”. You are highly organized, with great interpersonal skills, initiative, tact, flexibility, and mature judgement. You’re not scared of numbers and technology, and you don’t mind getting your hands dirty from time-to-time.

Who We Are

The Ottawa Birth and Wellness Centre (OBWC) is a midwife-led birth and wellness centre, funded by Ontario Health, and licensed by the Ministry of Health. Located in southeast Ottawa we offer a broad range of maternal and infant services to Ottawa clients, newborns, and their families. The primary service offered at the facility is labour and delivery, offered by Registered Midwives in the community who hold appointment with us. Other services offered through the facility include prenatal care, breastfeeding support and educational programs.

What You’ll Do

You will undertake a variety of duties to support the smooth operations of the facility and that ultimately contribute to the delivery of high-quality services at the Ottawa Birth and Wellness Centre. Your responsibilities will include planning and reporting, financial management and budgeting, facilities management, human resources management, communications, records management, governance, IT support, and general administration. Read on for a full job description.

Requirements

Education, Training and Experience

• Post-secondary education in business administration and/or other related disciplines.
• A minimum of four year’s work experience with increasing levels of responsibility, including experience managing staff.
• Knowledge and experience in health care or not-for-profit/public sector organizations.
• Good working knowledge of financial management, bookkeeping, human resource administration and other corporate functions. Governance experience is an asset.
• Highly proficient in the use of MS Office software, including Word, Excel, Outlook, and PowerPoint. Experience with financial accounting software, specifically QuickBooks Online. Experience working with databases.
• Some experience with facility and building operations would be considered an asset.
• Current Police Record Check.

Competencies and Skills

• Understanding and commitment to the OBWC’S model of midwifery care.
• Ability to understand the OBWC’S broader strategic environment while ensuring a strong attention to detail.
• Excellent organizational, coordination and planning skills. Ability to work with minimum supervision, prioritize work, meet deadlines, and manage multiple activities.
• Strong problem-solving skills and demonstrated resourcefulness and initiative.
• Ability to build rapport with staff and create a positive, collaborative working environment.
• Excellent oral and written communication skills in English and French. Proficiency in other languages an asset.
• Must be able to work effectively in a diverse environment and uphold OBWC’s commitment to equity, anti-racism and people-centered care. Skilled in listening and understanding business requirements and able to identify and present clear options and recommendations.
• Strong client service orientation. Excellent interpersonal skills and a demonstrated ability to develop mutually respectful relationships with clients, colleagues, vendors, and OBWC stakeholders.
• Good technical and troubleshooting skills related to office equipment and information technology.
• Demonstrated professionalism, discretion, and sound judgment.

Hours and Salary

• 37.5 hours per week, Monday to Friday.
• $63,000 -$65,000 per annum, plus benefits.
• On-call for staffing and facility issues 3 weeks per month.
• A willingness to work flexible hours on occasion is required.

How to Apply

Please send, by email only (jobs@ottawabirthcentre.ca):

• a cover letter that includes reference to your level of French fluency and outlines how your background meets the requirements of this position
• a CV/résumé

Deadline for Applications: Tuesday December 9th at 5:00pm

Please note that interviews for this position will be conducted on

Monday December 15th or Tuesday December 16th.

The position is expected to begin in January 2026.

The Ottawa Birth and Wellness Centre is committed to employment equity.

Only applicants selected for an interview will be contacted. Thank you for your interest.

_______________________________________________________________________________________

POSITION DESCRIPTION

POSITION TITLE: Manager of Operations

REPORTS TO: Executive Director

JOB SUMMARY

The Manager of Operations is an integral member of the OBWC team. They will provide administrative support that contributes to the delivery of high-quality services at the OBWC.

The Manager of Operations is a generalist with a broad knowledge of office administration within a fast-paced, multi-faceted work environment. They provide direct support to the Executive Director in all aspects of the OBWC’s operations, performing duties that require a high degree of organization, strong interpersonal skills, initiative, tact, flexibility, and mature judgment.

RESPONSIBILITIES

The Manager of Operations performs duties that fall into the following categories:

• Human Resource Management
• Financial Management
• Planning, Budgeting and Reporting
• Facilities Management
• Material Management
• Records Management and Information Technology
• Governance and Meeting Management
• Communications
• General Administration

1. Human Resource Management
   • Supervise and manage members of the OBWC staff team. Provide support as needed. Undertake probationary and annual performance reviews.
   • Plan quarterly all-staff trainings in conjunction with the management team.
   • Prepare the monthly Birth Centre Aide schedule.
   • Manage the OBWC’s Employee Benefits Plan.
   • Oversee the OBWC’s Occupational Health and Safety program, in accordance with OH&S legislation. Act as primary Health and Safety management representative.
   • Manage HR files including security clearances.
   • Maintain an up-to-date attendance calendar for OBWC staff. Track and report on staff leave and balances.
   • Facilitate hiring process for all OBWC positions.
2. Financial Management
   • Submit payroll on a biweekly basis. Oversee remittances through the payroll system. Hire new staff through the payroll system, ensuring proper setup. Record all completed payroll expenses in accounting software.
   • Manage accounts payable and receivable with OBWC vendors and tenants. Ensure timely payments and collections in alignment with contractual terms.
   • Oversee all financial transactions recorded in the online accounting program, including sales, accounts receivable, accounts payable, procurement, as completed by the Administrative Coordinator. Collaborate with the external Accountant to ensure accuracy and completeness of all of the financial records.
   • Support the Executive Director in submission of government remittances, annual information and tax returns in accordance with requirements prior to deadlines
   • Maintain the corporate accounts for various taxes including Goods and Services Tax (GST) and Harmonized Sales Tax (HST), ensuring OBWC compliance and protecting against overpayment.
   • Verify and track revenues and expenditures to ensure accuracy and completeness and compliance with OBWC policies and internal controls. Review and report on variances to the Executive Director. Update budget tracking.
   • Prepare all materials for annual external audit, acts as primary contact for audit process.
   • Support the Executive Director and the External Auditors in conducting the annual audit and other auditors conducting special audits or examinations.
3. Planning, Budgeting and Reporting
   • Assist the Executive Director in the development, coordination and administration of the OBWC’s annual plan and budget.
   • Maintain the OBWC’s Birth Log Database. Prepare a range of standardized and ad hoc reports as required.
   • Work with the Executive Director to develop annual plans aligned with the Strategic Plan. Drive and monitor progress on goals.
   • Support the Executive Director in business development efforts and special projects.
4. Facilities Management & Secondary Services
   • Lead on planning and implementing maintenance activities, changes and improvements to the OBWC’S facility.
   • Responsible for troubleshooting and addressing any facility management issues on a day-to-day basis, including alarms, security and access.
   • Maintain an up-to-date suite of facilities policies and procedures. Provide training to staff.
   • Institute or support evacuation procedures, as required.
   • Oversee the Wellness Centre, including rental rate reviews, contact with new potential service providers, follow-up on payments, and dispute resolution.
5. Material Management
   • Oversee ordering of goods and services for the OBWC in accordance with policy. Appropriately dispose of waste, equipment and expired supplies.
   • Oversee management of equipment and supply inventories. Prepare reports related to tangible assets on an annual and ad hoc basis.
   • Manage contractual relationships with external vendors to meet operational requirements, to ensure fairness and compliance with policy and to obtain the best value for the OBWC.
   • Serve as primary liaison with service providers. Monitor purchasing and outsourcing arrangements.
6. Records Management and Information Technology
   • Maintain the corporate filing system and official OBWC documentation, ensuring accuracy, timely filing, and appropriate accessibility.
   • Together with the management team, responsible for updating the various OBWC policies and procedures. Responsible for version management to ensure that staff and midwives have access to all of the most up to date documents.
   • Design and develop forms and common templates for use by the OBWC.
   • Design, develop and analyze various feedback and communication vehicles, such as on-line surveys.
   • Oversee the relationship with external IT provider. Act as Single Point of Contact for IT provider and conduct basic troubleshooting. Ensure that OBWC IT needs are being met. Review contracts as needed.
   • Establish, maintain and update access rights, user profiles and e-mail groups for the OBWC.
   • Ensure back-up of OBWC data and applications, in accordance with policies and procedures.
   • Serve as the OBWC super-user for its technology system by coaching users on network access, documenting policies and procedures and providing training as required.
7. Governance
   • Work in consultation with the Executive Director, the Board Chair and Committee Chairs to determine governance meeting dates. Establish and maintain the OBWC governance calendar.
   • Develop Board and Committee agendas and materials in consultation with the Executive Director, the Board Chair and Committee Chairs. Ensure that governance materials are clearly named, categorized, and appropriately filed.
   • Coordinate meeting arrangements for the Board and Committees. Send meeting notifications and materials, ensuring timeliness and accuracy.
   • Record and prepare minutes of various Board and Committee meetings, including records of decisions and action items. Develop and maintain a yearly log of records of decisions and a master list of governance action items. Follow up with responsible individuals regarding outstanding action items and files documents in corporate records.
   • Support various governance processes, including Board and Committee appointments and evaluation process.
8. Communications
   • Manage and maintain the OBWC website. Liaise with web developers as needed for maintenance and major changes. Update information, grant access to users, and create new content.
   • Oversee the OBWC’s social media presence on Facebook and Instagram. Work with the ED and the Admin Coordinator to plan and implement OBWC’s social media presence. Create content for social media platforms, to promote the OBWC’s services and events.
   • Plan and execute OBWC participation in outside events as may be determined by the OBWC management team.
9. General Administration
   • Participate in weekly management team meetings.
   • Attend some, or all, of the monthly BCA meetings during the management presence time frame to address questions and dialogue with the team.
   • Participate in quarterly meetings with CLM, Lead Midwives, Birth Centre Aides, the Executive Director and other staff to identify general issues and areas for improvement. Actively participate in staff team building efforts.
   • Provide back-up to the Administrative Coordinator and the Executive Director in their absence.