Job Description

Title: Office Manager

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 and Universities and manages a Ministry-approved student transcript storage service through its proprietary STEPS platform.

Position Summary

The Office Manager is a key leadership role responsible for overseeing the administrative, operational, and human resources functions of the organization. Reporting to the Administrative Advisor, the Office Manager ensures the smooth functioning of the head office, supports internal staff and external members, and plays a significant role in organizational planning and communications. The ideal candidate will have strong communication skills, the ability to multitask, and a proactive approach to problem-solving. This position plays a key role in maintaining a well-organized and productive work environment.

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.

Accounting & Financial Administration

Oversee accounts payable and receivable functions. Manage annual budgets and monthly financial projections, under the oversight of the Administrative Advisor and the Executive Director. Support as required during the annual audit process. Review and prepare (as required) financial reports for the Board and Executive Committee. Administer payroll and benefits using ADP and serve as point of contact for staff support.

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.

Qualifications

Minimum 3-5 years of experience in office management, administration, or HR leadership, preferably in a non-profit or association environment. 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.

Working Conditions

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: $60,000.00-$70,000.00 per year

Benefits:

Dental care Disability insurance Extended health care Life insurance On-site parking Paid time off RRSP match Vision care
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 2025-07-31