Description

Position: Senior Manager, Operations, Finance & Technology
Department: Operations
Reports To: CEO
Direct Reports: 0-8
Revised: Nov. 6, 2023

Organization Summary:
Actsafe is a not-for-profit health and safety association supporting BC’s production of motion pictures, television, live events and performing arts industries. Its vision is that British Columbia has the safest and healthiest arts and entertainment workplaces in the world, and its mission is to prevent and eliminate workplace injury, illness and death by providing world-class occupational health, safety and wellbeing programs to employers, supervisors and workers. Actsafe’s values are: safety, education, accessibility, innovation and collaboration.

Position Summary:
The Senior Manager, Operations, Finance & Technology is seen as the Actsafe team’s “operations optimizer” and has primary oversight of Actsafe’s organizational effectiveness, ensuring our operations are running smoothly, effectively, and efficiently to ensure our organization is meeting its full potential. This position leads and mentors several direct reports (Senior Accountant, Operations & Administration Assistant) and several contractors (Business Analyst, auditors, legal counsel, HR, finance), and have primary oversight of the following functions:
• Finance, Accounting & Payroll
• Technology & AI
• Operations & Administration
• Organizational Effectiveness
• Data & Business Analytics
• Project Management
• IT, Security, Insurance
• Governance
• Contract Management
• Facilities & Office Management
• People & Culture (Human Resources)
• Change & Innovation Management

This role also provides executive administrative support to the lead executive. They lead initiatives which improve process management, program and project management, requirements lifecycle. They support the design of products, services, and experiences, as well the organization and business model development. This position provides guidance to the management team, and contributes to strategic analysis, business planning, and performance measurement.

Operations
• Organizational Effectiveness – Ensures operations are running smoothly, effectively, and efficiently to ensure our organization is meeting its full potential.
• Technology & AI – Identifies opportunities to leverage technology and artificial intelligence (AI), including project management, customer relationship management (CRM) systems and apps. Oversees all technology and tools (i.e., Learning Management System (LMS) - Safety Training and Records (STAR) system, phones, computers).
• Data & Business Analysis – Identifying and defining key data, information and metrics including key performance indicators (KPIs) and stakeholder value metrics (SVMs), with primary consideration to behavioural-based insights (e.g. knowledge, attitude, beliefs, behaviours, etc.). Leading projects to improve Actsafe’s use of data (e.g. development of CRM).
• Product, Service & Experience Design - Build from customer insight to launch and scale, either across an organization or to our target customer base.
• Requirements Lifecycle Management - Develop and lead requirements gathering approaches to enterprise and systems analysis, identify system solutions, apply best practices, processes, and tools used to gather, analyze, verify, and trace requirements to facilitate changes to business process modifications or computer systems.
• Project & Program Management - Identifying projects and programs that will set our business units up for success, as well as initiating and managing successful projects and programs and supporting team members’ key projects with techniques and frameworks that ensure they objectives within defined scope, quality, time, and cost constraints. Conduct evaluation of project effectiveness identifying lessons learned.
• Research & Reporting - Leading data and research-based projects (e.g. feasibility study, market research, environmental scans). Create reporting tools and documentation instrumental to knowledgeable decision making and project evaluation. Present findings and recommendations to stakeholders.
• Process Management & Improvements - Assess, analyze, document, redesign and build improvements into existing processes, as well as develop the flexible and agile processes to create a framework for continuous improvement in the organization (e.g. process mapping, lean management). Maintain effective controls for optimizing capacity and managing process variability, risk and change. Employ diagnostic tools to identify and fix broken processes, structural problems, system disconnects and problematic people issues. Create elegant processes and problem-solving practices that can help the organization do more with less. Allocate resources and capacity optimally to processes. Capture vital metrics on costs, timing and quality. Demonstrate cost savings and return on investment opportunities to senior management.
• Strategic Analysis & Planning - Identifying strategic opportunities and creating recommendations, implementation plans and risk analysis. Working with organizational leadership to build short- and long-term strategies ranging from corporate multi-year strategies to annual business plans.
• Business Model Development - Uncovering new ways to enhance or pivot business models by leveraging existing people and assets, and establishing new capabilities and processes
• Organizational Design - Assessing organizational design to strengthen both short- and long-term organizational health and performance.
• Change Management - Designing and implementing change management best practices (eg. ADKAR) to produce improved engagement, buy-in and sustainability for change, balancing between people, process and technology to ensure the health and sustainability of the organization. Effectively communicate the need for change, and the potential impact the change initiative will have, optimize the key components of a change management plan, support team members through change and facilitate the transition process.
• Innovation Management - Manage and consult on innovation tactics and exploring new innovative possibilities, to develop and grow ideas, products, and services.

Administration
• Executive Administration – Provide confidential administrative support, consultation, and resources to the CEO, and the Board of Directors. Schedule meetings, prepare and distribute meeting correspondence and materials (agenda, reports, quarterly organizational reports, business plan & KPI scorecard), attend meetings (provide technical support), and write minutes. Book travel arrangements. Proofread, edit, and format documentation. Draft expense reimbursement claims.
• Governance – Assist in the development of annual governance plans, calendars, and meeting schedules. Ensure compliance with the BC Societies Act and support maintaining Board Bylaws, Policies, Manual, Terms of Reference, Register of Members and organize the Annual General Meeting (AGM). Project manage governance initiatives (e.g., Director self-assessment and development plans).
• Policy Management – Create and maintain internal organizational policies and systems.
• Contract & Vendor Management – Manage all service agreements, contracts, insurance, and licences. Ensure contractual obligations are completed, expiry dates are tracked and renewed, including but not limited to the annual WorkSafeBC funding application.
• IT, Security & Insurance – Ensures the proper functioning of security, IT contractors and satisfactory service levels. Makes recommendations based on risks, oversees agreements between the organization and an insurance company, ensures renewed before expiries, pays premiums, submits claims.
• Records Mgmt - Oversees official organizational records are accurate and maintained (i.e., Records of Standing Committee (primary and alternate), contact lists, distribution lists, access to SharePoint drives, etc.)
• Privacy Officer – Ensures organization’s compliance with the Freedom of Information & Protection of Privacy Act (FOIPPA), including maintaining privacy policy, first point of contact, conducting privacy audit, overseesing privacy training, responding to requests for personal information, and supporting in the event of an investigation.
• RFPs & Proposals – Using templates, drafts proposals for relevant requests for proposals, coordinating with management team.

Finance, Accounting, Bookkeeping & Payroll
• Finance Manual - Maintains policies, procedures and provides orientation to new hires.
• Board Finance Committee - Participate, as needed, preparing and providing reports.
• Budgeting - Lead in the budget planning process and the development of the annual budget draft, for submission to the CEO and Board.
• Funding Applications - Lead in drafting business development applications, including the annual WorkSafeBC funding request and its business case for submission to the Board.
• Accounting – Supports Accountant in their recording of transactions (AR, AP), EFT, banking, administering petty cash, and annual audit.
• Payroll – Trained as back-up for Accountant.

Human Resources
• People & Culture Committee – Oversees the multi-department committee, representing the management team and supporting initiatives.
• Employee Handbook – Maintains HR policies, procedures, and provides orientation to new hires.
• Total Rewards Programs – Works with external SMEs to ensure organization is recognizing and rewarding the team appropriately.
• Benefits Program - Administer company extended health care and group RRSP plans
• Paid Leave – Oversee the tracking and maintenance of employee’s vacation, personal and sick days.
• Orientation & Training Program – Supports the annual performance management and professional development program.
• Occupational Health & Safety – With the support of the Worker Rep, maintains the OHS Program, policies, and procedures. Responds to concerns.

Management:
• Leadership – As a member of the Actsafe management team, lead initiatives which support the progression of the association’s core business operations, plans, and culture.
• People Management – Recruit, orient, train, direct, coach, and manage team members to optimize workplace productivity and promote professional growth.
• Budget management - Plan, administer and control budgets for projects, programs, support services, equipment, and supplies, as directed.

Other:
• Event management – Support the coordination of internal team-based events (e.g. holiday functions, staff gatherings) and external stakeholder events (e.g. Actsafe Injury Prevention (AIP) Week, Actsafe Entertainment Safety Conference (AESC), including on-site, as needed.
• Team Player & Culture Contributor - Works in a manner aligned with organizational values. Emulates Actsafe’s values and contributes to a positive, healthy culture.
• Other - Travel may be required throughout the province. Performing other general administrative duties and errands, as requested.

Knowledge, Skills & Experience:
• Education – Bachelor’s degree in related field required (Business Administration, Commerce, Accounting, Finance or Business Analyst).
• Designation – Relevant designation asset (CPA (Chartered Professional Accountants), PMP (Project Management Professional), CCMP (Certified Change Management Professional))
• Experience – 5-7+ years experience in business operations, preferably for a not-for-profit organization (association). 2+ years experience leading and managing people required.
• Technology - Proficient in using Microsoft Office (Outlook, Teams, SharePoint, Word, PowerPoint, Excel). Experience in other systems incl. accounting (Sage), payroll (Ceridian), project management (Monday.com), virtual meetings (Zoom), customer relationship management (CRM), learning management systems (LMS), digital payment (Bambora)
• Certifications - A valid Class 5 BC Drivers Licence and access to a vehicle preferred
• Ideal competencies: strategy, leadership, fiscal management, people management, department/program management, stakeholder relations, emotional intelligence, innovation, change management, relationship management, technical subject matter expertise (SME), self-led, accountable, organizational awareness, organizational effectiveness, communication, collaboration and results-oriented.
*Equivalent combinations of education and experience may be considered.