The Ontario Arts Council is a publicly funded agency of Ontario’s Ministry of Tourism, Culture and Sport. OAC’s primary purpose is to award grants to professional artists and arts organizations.
Competition number: 08-17
Affiliation: Non-Unionized
Remuneration: $80, 518 - $120, 778
The Ontario Arts Council (OAC) is recruiting for the position of Operations Manager, reporting to the Director of Finance & Administration, to lead and manage the operations, facilities, procurement and records management functions for our organization with a $65 million budget, and 70 staff that operates under public sector rules and regulations.
This position is ideally suited to an individual with strong leadership, relationship building and project management skills, who is knowledgeable and experienced in all aspects of procurement, operational services and facilities management in a public sector setting.
Key Responsibilities:
Develops and implements long and short term facility plans, oversees new construction and/or renovation projects and moves, and ensures the facility complies with all regulations
Maintains facility and operations financial forecasting and budgeting models
Manages 2-3 employees in a unionized environment to ensure maximum service availability and customer satisfaction
Carries out maintenance and operations management of the physical premises through contract management with a variety of third party vendors
Acts as key representative for the facilities with the landlord on lease terms and conditions
Accountable for the procurement and acquisition of materials, equipment, and services required for business operations
Develops the operational vendor services agreements and relationships and monitors service providers to effectively support operations and business continuity
Ensures all procurement undertaken by the organization is conducted in compliance with government procurement directives and trade agreements
Plans and develops procurement policies, programs and systems
Develops and writes tendering documents, evaluates bids, conducts negotiations and authorizes purchase orders
Provides guidance and advice to staff on drafting tenders, evaluating proposals, selecting vendors, creating contracts and MOUs
Maintains the office space, floor plans, furniture and office equipment plans
Oversees the supply of internal operations services for the facilities, such as incoming and outgoing mail, office supplies and equipment maintenance
Responsible for asset inventory and disposals
Provides oversight of Records and Information Management (RIM) program and ensures RIM retention schedules, policies, and procedures are being met
Key Qualifications:
Undergraduate degree in business or other related field plus training in the certified facilities management courses
6+ years’ relevant Procurement/Facilities experience with at least 3 years in a management/supervisory capacity
Experience managing procurement and facilities in a public sector setting
Experience developing and monitoring complex budgets and schedules, and ongoing departmental services and activities
Proven experience successfully using project planning/management principles, methods and techniques, business requirements analysis, problem solving and conflict resolution skills to oversee operations and projects
Experience with managing government records and archives is an asset
Knowledge of a broad range of provincial legislation, fire and building codes, government procurement processes and best practices, and health and safety requirements
Broad understanding of commercial contracts, real estate leasing and landlord relations
Strong written, presentation and oral communication skills, with experience writing policies and procedures
Strong negotiation and facilitation skills
Strong relationship building skills with a diverse group of staff at all levels, stakeholders, suppliers and vendors
Demonstrated ability to apply analytical, critical and strategic thinking to resolve complex issues, making sound and logical judgments
Goal-oriented person who works well under pressure
Experience handling and maintaining confidential and highly sensitive material with tact and discretion
Competency in a variety of Microsoft Office products, particularly Word, Excel and Outlook
Qualified candidates are invited to submit a cover letter and resume by 5 p.m. (please note that applications that do not include a cover letter will not be considered).
