Job Description

Title: Manager, Office Administration & Finance

Location: Brantford Head Office (On-site, 5 days per week)

About Career Colleges Ontario

Career Colleges Ontario (CCO) is a non-profit organization advocating for equitable treatment of career college students and a level playing field for its member institutions. With more than 260 member campuses across the province, CCO represents a diverse group of colleges producing highly skilled graduates in Applied Arts, Business, Healthcare, Human Services, Information Technology, Services, and Trades.

In addition to advocacy, CCO operates a Financial Aid Office in partnership with the Ministry of Colleges, Universities, Research Excellence and Security and manages a Ministry-approved student transcript storage service through its proprietary STEPS platform.

Position Summary

The Manager, Office Administration & Finance is a key leadership role responsible for overseeing the administrative, financial operational, and human resources functions of the organization. Reporting to the Executive Director, and working closely with the Administrative Advisor, this position ensures the smooth functioning of the head office, supports internal staff and external members, provides leadership in budgeting and financial reporting and plays a significant role in organizational planning and communications. The ideal candidate will have strong financial acumen, excellent communication skills, and a proactive approach to problem-solving.

Office & Operations Management

Oversee daily administrative functions and supervise office staff. Maintain office facilities, equipment, and IT systems, including vendor coordination and repairs. Supporting leadership with corporate filings, insurance policies, and leasehold agreements. Hold regular staff meetings to ensure communication and alignment.

Human Resources

In conjunction with the HR consultant and the Administrative Advisor, implement HR policies and procedures and maintain up-to-date job descriptions. Lead recruitment and onboarding processes in collaboration with Leadership Accountable for staff onboarding and corporate orientation. Manage employee performance reviews and administer discipline or terminations in conjunction with Leadership. Maintain HR records in compliance with applicable laws and best practices.

Finance & Accounting

Prepare accurate monthly, quarterly, and year-end financial reports for the Executive Director, Administrative Advisor, and Board of Directors. Manage annual budgets and monthly financial projections, under the oversight of the Administrative Advisor and the Executive Advisor. Oversee accounts payable and receivable functions. Support the annual audit process and ensure timely submission of required documentation. Administer payroll and benefits using ADP and serve as point of contact for staff support. Provide financial insight and forecasting to support organizational decision-making.

Annual Conference Management

Collaborate with hotel staff, the Project Administrator, and Communications Officer to coordinate all conference logistics. Work with the Board's Conference Committee to build the conference agenda. Oversee speaker and sponsor recruitment, exhibitor coordination, and event promotion. Manage promotion of CCO Awards for graduates, instructors, and member colleges.

Project Coordination:

Process student transcript requests using the CCO's STEPS (Student Transcript Electronic Protection System) Platform. Manage Transcript Storage Agreements for Career Colleges seeking to store student transcripts within STEPS. Assist Career Colleges with any issues related to the STEPS platform.

Other Support:

Provide administrative support to the Board of Directors as needed. Take minutes for Association board and committee meetings, if required. Schedule and coordinate committee meetings. Take initiative in areas where support is needed across the head office. Minimum 5 years of experience in office management, financial administration, or HR leadership, preferably in a non-profit or association environment. Post-secondary diploma in Business Administration, Accounting, or a related field. An equivalent combination of education and relevant experience will also be considered. Strong understanding of budgeting, financial reporting, and payroll systems (preferably ADP). Strong understanding of HR best practices and employment legislation. Demonstrated experience with budgeting, financial reporting, and payroll systems (preferably ADP). Skilled in Microsoft Office Suite, Adobe Acrobat, and CRM platforms (Zoho or similar). Excellent organizational and multitasking abilities with attention to detail. Professional communication and interpersonal skills. Ability to work independently with high discretion and integrity. Experience supporting boards or governance structures is an asset. Familiarity with Ontario's private career college sector is beneficial but not required. This position is based in the Brantford head office and requires on-site presence five days per week. Occasional travel or extended hours may be required for events, meetings, or the annual conference.
Job Type: Full-time

Pay: $65,000.00-$80,000.00 per year

Benefits:

Casual dress Dental care Disability insurance Extended health care Life insurance On-site parking Paid time off RRSP match Vision care
Work Location: In person

Application deadline: 2025-08-28