AVI Health & Community Services (AVI) is a multi‐disciplinary community-based organization providing HIV, hepatitis C, harm reduction and mental health services on Vancouver Island. AVI works within a social justice and health promotion framework to ensure equity and access to services for all. In the North Island, AVI provide services in the Comox Valley on the lands of the K’ómoks First Nation and in Campbell River on the lands of the Wei Wai Kum First Nation. Current programs include harm reduction education and distribution, positive wellness, health promotion and prescribed safe supply (PSS) with a mental health crisis team to be launched later this year.
JOB SUMMARY:
The Operations Manager plays a pivotal role in ensuring the smooth functioning of the operational aspects of AVI’s offices in Courtenay and Campbell River. They are responsible for managing the administrative processes, operational systems, facilities, and vehicles to ensure general organizational effectiveness. This role requires strong administrative and organizational skills, and the ability to manage work in a range of areas on a daily basis. This role is a member of the AVI leadership team and requires leadership competencies, respectful communication skills and the ability to collaborate as part of a team. The successful candidate will also commit to work from a relational perspective to uphold AVI’s harm reduction, social justice, trauma-informed care, and cultural humility values. This role will work in collaboration with the Program Managers in each office and the North Island leadership team and will report to the Operations Director in Victoria.
KEY DUTIES AND RESPONSIBILITIES:
- Administration and Operations Management
- Develop and manage administrative and operation systems and procedures for the Comox Valley and Campbell River offices to support internal capacity
- Maintain ongoing collaboration and communication with directors, managers, staff, and vendors to ensure effective operations of the North Island offices
- Coordinate and compile North Island program reporting including maintaining calendar of all due dates and connecting with staff to ensure that all reporting is submitted in a timely manner
- Liaise with program managers and Operations Director to ensure staff members are equipped with the supplies and equipment needed for their roles
- Manage relationships with key operations vendors
- Serve as primary point of contact for the agency when there are administrative and/or operational related issues or concerns
- Track, manage and respond to operational requests
- Design and order business cards, posters, and other communications materials using Canva
- Provide logistical support for events, workshops, and other program activities.
- Identify and mitigate operational risks through proactive risk management strategies
- Implement and Manage emergency preparedness planning
- Manage operational implementation of any new programs
- Facility, Fleet and Supply management:
- Oversight and management of office infrastructure and supplies to ensure efficient day-to-day operations
- Manage fleet upkeep, maintenance schedules and processes
- Manage the upkeep and maintenance of facilities to provide a safe and conducive working environment
- Manage relationships with vendors and service providers for facility-related needs
- In collaboration with the Operations Director, develop and implement plans for facility improvements and renovations as needed including assessing repairs needed and booking tradespeople
- In collaboration with Operations Director, liaise with landlords of Courtenay, and Campbell River offices to resolve any building issues that come up
- Assess needs and assist with purchases of equipment for Comox Valley and Campbell River offices, in consultation with Operations Director
- Track administer and manage requests for supplies from managers and staff
- IT support:
- Train new hires on how to log into computers, office equipment and other related equipment to their position
- Serve as first point of contact IT questions or issues for employees in the Comox Valley and Campbell River offices and liaising with Operations Director and IT contractors to address issues, as needed
- Performs other related duties as assigned.
QUALIFICATIONS:
- Five to seven years’ experience working in an Operations, Administration, or similar position, preferably within a nonprofit setting.
- Previous experience in non-profit management, with a focus on operations and administration
- Training in business administration, non-profit management, or a related field or equivalent education and experience
- Able to respectfully engage and support Indigenous relationships, with a trauma informed and decolonial lens
- Training in Cultural Competency is an asset
- Current Valid BC Drivers’ License and access to personal vehicle required
SKILLS AND ABILITIES:
- Demonstrated ability to plan, execute, and monitor projects related to operational process improvements
- Skill in identifying and assessing operational risks and developing mitigation strategies to minimize their impact on organizational objectives
- Strong understanding of facilities management principles and practices.
- Proficiency in optimizing the layout and utilization of office spaces
- Ability to oversee and schedule routine maintenance tasks for buildings, equipment, and other assets to ensure operational efficiency and safety
- Familiarity with digital communication tools and platforms, including email, video conferencing, and social media, to facilitate remote collaboration, information sharing, and engagement.
- Capacity to collaborate with all stakeholders to implement operational changes and initiatives effectively.
- Ability to establish and maintain positive working relationships with landlords, vendors, staff, volunteers, donors, and board members, fostering positive relationships and collaboration.
- Skill in writing clear, concise, and professional communications, including emails, memos, reports, and presentations, to convey information accurately and effectively.
- Capacity to listen attentively to the needs, concerns, and feedback of others, demonstrating empathy and understanding, and providing appropriate responses and solutions.
- Strong project coordination skills, including time, budget, and workload management
- Ability to apply sound judgement: stay grounded and use creativity, flexibility, and assertiveness when working through complex and often urgent situations
- Able to think quickly and effectively manage day-to-day projects and tasks; prioritize assignments. A successful track record in setting priorities with organization and problem solving skills that enable sound decision-making.
- Able to operate both independently and collaboratively, balancing independent judgement and decision making with seeking clarification, collaboration and following existing processes when needed and available.
- Understanding of the health inequities faced by AVI’s service users including people who use substances, who experience mental health challenges, people who are street involved; who have racialized identities; who are Indigenous & Metis persons; who are LGBTQI2S+ identities; who are sex workers or people who live with HIV, HCV, or disabilities.
- Relevant or applicable training/experience in anti-racism and a demonstrated commitment to anti-colonial learning/unlearning
POSITION DETAILS:
- Pay: $38.00 - 41.79/hour, depending on skills and experience.
- Hours and Schedule: 30 hours/week, working Monday through Thursday 9:00am to 5:00pm. Note: Hours of Work, Days Off and Work Area may be subject to change. Depending on funding, the position may have potential to be full time in future.
- Term: April 24, 2024, or as soon as possible and is an ongoing position
- Location: Based in Courtenay/Comox Valley office with travel as needed to Campbell River
- Benefits: This position will be eligible for extended health, life, and AD&D on the 1st of the month after this position begins. AVI pays for the entire cost of the plan on behalf of its staff.
- Pension: This position is immediately eligible to join the Municipal Pension Plan. At this time, AVI contributes an additional 9.31% towards your pension account.
- Other Perks: This position gets 8% vacation (equivalent of 4 weeks), receives a paid day off for eligible Stat Holiday, which includes Easter Monday, and accrues a Sick Bank of 6.9%. Sick and Vacation Days are both available to be used after your first 3 months at AVI.
- Proof of Vaccination Required: AVI is under BC's Health Services Order and continues to require proof of vaccination.
- Hours of Work, Days Off and Work Area may be subject to change.
TO APPLY:
To apply please send your resume and cover letter to jobs@avi.org This posting is open until March 25, 2024, 5pm.
AVI is committed to equity and diversity, and we strongly encourage applications from, but not limited to, folks who identify as Indigenous Persons, persons of colour, racialized, persons living with a disability, persons who use/d drugs, persons with experience of sex work, persons who live with HIV and/or hepatitis C, and persons representing diverse genders and sexualities.
Accommodations are available on request for candidates taking part in all aspects of the selection process.
We would like to thank all those who apply but only those selected for an interview will be contacted.