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Program Operations Manager

Join the CIVIX Team and help strengthen civic education in Canada

CIVIX is seeking an organized, detail-oriented, and proactive Program Operations Manager to join our team. This is an exciting opportunity to play a central role in delivering civic education programs across Canada by coordinating logistics, managing data systems and the distribution of resource packages to thousands of schools each year.

About CIVIX

CIVIX is a national charity dedicated to strengthening democracy through civic education. Our programs provide school-aged youth with hands-on learning experiences that build the knowledge, skills, and attitudes needed for active and informed citizenship. Our work spans elections, democratic institutions, civic engagement, youth consultations, parliamentary simulations, constructive dialogue, and digital media literacy. Our programs reach hundreds of thousands of students and educators across Canada each year.

What You’ll Do

You’ll help coordinate CIVIX’s programs, ensuring educators have the resources and support needed to participate in Student Vote, teacher training, and other initiatives. The role combines logistics, project coordination, data management, and administrative support across the organization.

Responsibilities will include:

• Program Logistics & Distribution – Coordinate the operational delivery of Student Vote programs and other CIVIX initiatives, including warehouse set-up, distribution logistics, production schedules, inventory management, vendor coordination, hiring and supervising short-term distribution staff, and shipping arrangements to ensure program materials reach schools efficiently.
• Events & Professional Development – Organize logistics for teacher conferences and other professional development events. Manage participant registration, venue and accommodation arrangements, vendor coordination, communications with attendees, on-site event support and teacher reimbursements.
• Database & Registration Management – Work closely with web developers and database specialists to maintain and improve CIVIX's school and teacher database systems. Prepare online registration systems, support program data collection, and manage participation and results collection processes where applicable.
• Reporting & Data Management – Prepare reports on program operations, participation levels, and survey results. Maintain accurate records and help generate data that supports program evaluation, reporting, and organizational decision-making.
• Procurement & Administration – Coordinate procurement processes for vendors and external service providers. Support general administrative and operational activities as required.
• Financial Administration – Collect and review vendor invoices, maintain purchase records, support budget monitoring, and prepare documentation for the finance team as needed.
• Internal Systems & Documentation – Develop and maintain operational procedures, checklists, templates, calendars, and shared records to support consistency and organizational knowledge.

Who You Are

This role is ideal for someone who enjoys bringing order to complex projects and ensuring that every detail is accounted for. We're looking for someone who is highly organized, dependable, and enjoys supporting meaningful programs through excellent operational planning. You work well in a fast-paced environment and are comfortable managing periods of heightened activity and competing deadlines.

• Highly Organized – You can manage multiple projects simultaneously, prioritize competing deadlines, and keep complex initiatives moving forward.
• Detail-Oriented – You have exceptional attention to detail and take pride in producing accurate work, maintaining organized records, and following through on commitments.
• Strong Project Coordinator – You enjoy planning logistics, coordinating people and resources, and ensuring projects are completed efficiently and on schedule.
• Analytical & Systems-Minded – You are very comfortable working with spreadsheets, databases, and reporting tools, and enjoy using data to improve processes and support decision-making.
• Collaborative & Personable – You work well with people, communicate professionally, are comfortable supervising and training others, and build good professional relationships with vendors, partners, and stakeholders.
• Technically Capable – You are highly proficient with spreadsheets and comfortable learning and working with databases, registration systems, online platforms, CRM tools, and project management software.

Qualifications include:

• Postsecondary education in business administration, public administration, project management, operations, event management, or a related field, or equivalent experience.
• At least four years of relevant experience in program operations, project coordination, logistics, administration, or a related area.
• Demonstrated experience coordinating complex projects involving multiple timelines, stakeholders, vendors, and deliverables.
• Strong proficiency with Microsoft Excel and experience working with databases, registration systems, administrative platforms, or complex tracking tools.
• Experience developing operational processes, procedures, schedules, and documentation.
• Experience coordinating vendors, procurement, budgets, invoices, or other financial administration.
• Strong written and verbal communication skills.
• Sound judgment and the ability to work independently, manage competing priorities, and make practical decisions during busy program periods.

Additional Assets

Experience with any of the following would be an asset:

• Supervising, training, or coordinating staff and contractors
• Distribution, inventory management, shipping, or production logistics
• Event and professional-development coordination
• CRM systems, online registration platforms, or website administration
• Data analysis, reporting, or visualization tools
• Non-profit, election, or public-sector programs
• A valid Ontario G2 or G driver's licence
• French-language skills

Note: Because CIVIX is a non-partisan organization, employees are expected to maintain political neutrality during their time at CIVIX. Relevant recent political activities or affiliations should be disclosed during the interview process.

The Role & Perks

• Term: Full-time, one-year contract, with the possibility of extension based on performance and organizational needs.
• Location: Toronto-based, head office (3-4 days in office per week)
• Hours: 35-40 hours per week, some overtime may be required during active programs (flexible start & end times to accommodate different time zones)
• Salary: $60,000–$68,000 annually, based on skills and experience, plus comprehensive health benefits after three months
• Vacation: 15 days paid vacation each year

To Apply

Send your cover letter, resume, and two references as a single PDF attachment to hiring@civix.cawith the subject line “Program Operations Manager.”

The deadline for applications is Wednesday, August 5, 2026.

CIVIX is committed to an inclusive and accessible hiring process. If you require accommodations at any stage, please let us know.

Join us in empowering young Canadians to become active and engaged citizens—apply today!