Position Summary

Key Responsibilities

Financial Leadership & Stewardship

• Leads the financial operations of the organization while ensuring sound stewardship, strong financial management, accountability, and long-term sustainability.
• Develops annual operating and capital budgets in partnership with the Executive Director and senior leadership team.
• Partners with organizational leaders to support effective budget management, financial forecasting, and informed operational decision-making.
• Leads financial forecasting, cash flow management, financial analysis, and financial performance reporting.
• Prepares monthly financial statements, variance analyses and reports for the Executive Director, Leadership, Board Committees, and the Board of Directors.
• Leads management’s coordination of the annual audit and serves as the primary organizational liaison with external auditors.
• Ensures compliance with Ministry of Health, Ontario Health, CRA, charitable, and regulatory reporting requirements.
• Leads the financial aspects of funding submissions, accountability reporting, and compliance obligations associated with government and grant funding.
• Maintains financial policies, internal controls, procurement controls, and related administrative processes.
• Oversees day-to-day banking relationships, insurance administration, and financial risk management.
• Supports organizational planning and decision-making through timely financial analysis and recommendations.

Human Resources Operations

• Leads payroll, benefits administration, attendance management, personnel records management, and HR reporting, working with external providers as required.
• Ensures compliance with employment legislation, workplace health and safety requirements, and organizational policies.
• Supports recruitment, onboarding, orientation, and workforce administration processes.
• Oversees HRIS implementation, administration, and continuous improvement.
• Coordinates external HR consultants and specialized advisors as required.
• Supports compensation administration, salary structures, pension administration, and employee benefits programs.

Facilities, Building Operations & Support Services

• Oversees building operations, maintenance programs, service contracts, environmental services, and facility-related vendors.
• Ensures compliance with fire, life safety, accessibility, occupational health and safety, and applicable regulatory requirements.
• Oversees inventory management, capital asset management, waste management, and operational support services.
• Ensures building systems are effectively maintained, documented, tested, and supported.
• Oversees facility-related procurement and service contracts.
• Supports a safe, efficient, and welcoming environment for residents, families, staff, volunteers, and visitors.

Information Technology & Digital Systems

• Oversees organizational technology systems, vendors, cybersecurity practices, and data protection protocols while managing outsourced IT service providers.
• Supports implementation and optimization of financial, HR, operational, donor management, and clinical support systems.
• Ensures appropriate backup, disaster recovery, access management, and cybersecurity controls are maintained.
• Promotes secure and efficient digital workflows throughout the organization.

Procurement & Vendor Management

• Oversees procurement processes, purchasing practices, and contract administration to ensure alignment with organizational policies, procedures, and sound stewardship of resources.
• Leads vendor evaluation, procurement, contract negotiation, and vendor performance management processes, working closely with the Executive Director on significant contracts and strategic procurement decisions.
• Promotes sound purchasing practices that reflect stewardship of organizational resources, value for money, and alignment with organizational priorities.
• Supports furniture, fixtures, equipment, and operational inventory procurement and management processes.

Risk Management, Compliance & Emergency Preparedness

• Partners with the Executive Director to support operational risk management and organizational risk mitigation.
• Leads the development, implementation, testing, and continuous improvement of emergency preparedness, business continuity, security, and operational response plans in collaboration with the Executive Director and clinical leadership.
• Supports privacy, regulatory compliance, accreditation readiness, and organizational policy implementation.
• Ensures incident reporting, documentation, and operational risk management processes are maintained.
• Oversees administration of insurance programs and supports organizational compliance with applicable legislation, standards, and best practices.

Collaboration with Executive Director

• Works closely with the Executive Director on organizational planning, budgeting, resource allocation, and operational priorities.
• Keeps the Executive Director informed of significant operational, financial, contractual, and organizational matters requiring executive awareness or decision-making.
• Supports Board Committees and Board reporting requirements.
• Prepares supporting materials and presents financial and operational reports to the Executive Director, Board Committees, and the Board, as appropriate.
• Contributes to organizational planning, performance monitoring, and strategic initiatives.
• Provides advice and recommendations on financial, operational, and administrative matters.

Senior Leadership & Organizational Stewardship

• Serves as a member of the senior leadership team.
• Participates in organizational planning and decision-making.
• Promotes a culture of accountability, collaboration, continuous improvement, and service excellence.
• Provides leadership and mentorship to staff, consultants, and service providers within the portfolio.
• Participates in the rotational leadership on-call schedule.
• Acts as the operational lead for facility, technology, and non-clinical operational incidents and emergencies, ensuring timely communication and coordination with the Executive Director and leadership team.

Qualifications

• CPA designation preferred.
• University degree in Business, Commerce, Finance, Health Administration, or a related field.
• Minimum 5 years of progressive leadership experience, including senior management responsibilities within healthcare, hospice, community health, long-term care, not-for-profit, or similarly complex environments.
• Demonstrated experience in financial management, budgeting, forecasting, audit, reporting, and organizational operations.
• Experience overseeing administrative, operational, human resources, facilities, and technology functions.
• Experience working with Boards, Committees, auditors, regulators, government funders, and external service providers.
• Knowledge of Ontario healthcare funding, not-for-profit operations, and charitable organizations considered an asset.
• Strong technology proficiency, including experience with financial systems, HRIS platforms, payroll systems, reporting tools, and Microsoft Office applications.
• Demonstrated experience implementing and supporting organizational technology solutions and digital workflows.
• Strong communication, collaboration, leadership, and professional judgment skills appropriate to a senior healthcare leadership role.
• Valid Driver’s Licence and use of vehicle.
• Satisfactory Vulnerable Sector Screening required.

Working Environment

• Combination of administrative, operational, and leadership responsibilities.
• Standard schedule of 8-hour shifts, 5 days per week, with flexibility required to meet organizational needs.
• Regular interaction with staff, volunteers, contractors, vendors, and community partners.
• Participation in the organization’s rotational leadership on-call schedule is required.
• Occasional evening and weekend work may be required.

Transition to Operations Responsibilities

Responsibilities Include

• Leading implementation of HRIS, payroll, benefits administration, attendance management, and workforce administration systems.
• Developing HR operational processes, documentation standards, and reporting frameworks.
• Overseeing the operational transition, commissioning, documentation, and staff training associated with building systems and support services.
• Leading furniture, fixtures, equipment delivery, inventory management, asset tracking, and operational readiness activities.
• Establishing organizational reporting frameworks, performance measures, operational dashboards, and management reporting processes to support management decision-making and Board and Committee reporting.
• Developing emergency preparedness, business continuity, security, and operational response procedures.
• Supporting implementation of technology platforms, cybersecurity protocols, and digital workflow solutions.
• Coordinating organization-wide training related to technology, safety, emergency procedures, facilities systems, and organizational policies.
• Supporting accreditation readiness, regulatory compliance, and operational policy development.
• Partnering with the Executive Director, Director of Care, and Medical Director to ensure organizational readiness for first admission and ongoing operations.