Operations Analyst

We believe that great leaders build great cities – and to do it well requires a team of great people. Join our dynamic team at one of Canada’s leading civic engagement charitable organizations as the Operations Analyst.

Position Description:

We are seeking an Operations Analyst to help improve operational efficiency, ensure seamless office operations, and enhance data integrity by optimizing internal processes and systems like Salesforce. The successful candidate will contribute to accurate financial management and donor administration while supporting effective reporting and HR functions. This role is vital in streamlining operations and enabling informed decision-making across the organization.

Key Accountabilities:

• Operations: Prepare, maintain, and execute day-to-day office management tasks, including liaising with our third-party IT vendor, procuring necessary supplies, and supporting facilities and equipment management. With support from the Director, Corporate Affairs, develop and implement new policies and procedures to enhance operational efficiency.
• Finance: Manage preparation and processing of invoices and reimbursements on a biweekly basis. With support from the Bookkeeper and Director, Corporate Affairs, assist with the day-to-day financial operations and reporting.
• Donor Administration: Maintain and update donor records in Salesforce, ensuring synchronization with QuickBooks. Support the Philanthropy team in creating dashboards and reports in Salesforce.
• CRM Management: Collaborate regularly with team members to ensure consistent best practices and knowledge sharing in Salesforce usage. Optimize Salesforce to enhance operational efficiency and implement processes for continuous monitoring of data quality and integrity.
• Internal Processes Documentation: Manage and update internal documents. Create and/or maintain process documents for staff onboarding, CRM management, and other office-wide processes.
• Reporting: Collect and analyze data to develop insights and recommendations for organizational leadership. Create and maintain reports and dashboards to track key performance indicators (KPIs) and identify trends. Collaborate with cross-functional teams to understand their needs and requirements for reporting and analysis.
• Human Resources: Assist the Director, Corporate Affairs in creating and sharing job postings, screening candidates, coordinating interviews, and coordinating onboarding for new staff.
• Other: Other duties as assigned.

Skills, Qualifications and Experience

Key Skills and Attributes:

• Excellent attention to detail and strong organizational and administrative skills.
• Strong analytical skills with a deep understanding of data management and reporting.
• Ability to communicate effectively in both verbal and written formats.
• Ability to exercise sound judgment in making critical decisions.
• Ability to work independently with minimal supervision.
• Ability to prioritize and manage multiple deliverables under tight deadlines.
• Excellent time management skills.
• A team player who can effectively balance “getting stuff done” while building strong relationships with colleagues.

Required Experience:

• A minimum of 3-5 years of relevant work experience in the areas of operations, fundraising administration, data analytics, and/or finance.
• Demonstrated experience in evaluation and reporting and proven success in creating reports to track key performance indicators (KPIs) and identify trends.
• Demonstrated experience and competence working with: MS Office with intermediate to advanced-level Microsoft Excel experience preferred; MailChimp or similar email marketing software; and QuickBooks or comparable software.
• Demonstrated experience with CRM management, Salesforce preferred.
• Experience coordinating services with third-party vendors.
• Interest in civic/community issues and diversity, inclusion & equity.

Position Details:

• Employment Type: Permanent, full-time
• Reports to: Director, Corporate Affairs
• Direct Reports: N/A
• Salary Range: $55,000-64,000 annually with benefits and 3 weeks paid vacation
• Work Environment: CivicAction’s work is a hybrid workplace that combines both in-office and remote work. CivicAction’s physical offices are in downtown Toronto and technology will be provided to support both in-office and remote work. This position may involve some evening and weekend work.
• Start Date: October 2024

About CivicAction

CivicAction’s purpose is to elevate civic engagement that builds livable, inclusive cities in the Greater Toronto and Hamilton Area (GTHA). For over two decades, we have been mobilizing leaders and changemakers to champion innovative solutions, to accelerate the alignment of actions, and to invest in the leadership of tomorrow. Our high impact leadership programs open doors, minds, and opportunities for young, emerging, and under-represented leaders in the GTHA.

Our Commitment to Inclusive Workplaces & Inclusive Recruitment

CivicAction is committed to equity and inclusion in our workplace and in our recruitment processes. We encourage applicants of all gender identities and sexual orientations, ages, ethnicities, cultures, abilities, and life experiences to apply. Accommodations are available for candidates taking part in all aspects of the selection process.

AN IMPORTANT NOTE: Research shows that women and racialized candidates often only apply to positions when they feel 100% qualified. If you’re interested in this role but don’t see yourself fully reflected in the requirements of the posting, we still encourage you to apply or reach out to learn more by emailing careers@civicaction.ca.

Apply with your résumé and a cover letter by FRIDAY SEPTEMBER 13, 2024, 11:59 EST. Late applications will not be accepted. Only candidates selected for an interview will be contacted.