Job Description

Purpose

Reporting to the Director of Operations, the Operations Coordinator provides high-level financial and administrative support to ensure the effective operations of the Bowmanville Hospital Foundation. Acting as a key liaison between the CEO, Board of Directors, staff, donors, and community, the role ensures seamless coordination of business processes, financial oversight and administration. This position plays a critical role in enhancing organizational efficiency, advancing strategic priorities and upholding strong relationships across internal and external partners.

Duties & Responsibilities

Financial Oversight

Oversee and support financial operations, including month-end reconciliations, accounts payable/receivable, and ongoing budget monitoring to ensure accurate financial tracking. Assist Director of Operations in financial reporting and analysis, including preparation of monthly variance reports, KPI tracking, and visual financial summaries for senior leadership and the Board of Directors. Assist the Director of Operations with the annual audit process, liaising with auditors, accounting firm and other financial partners to ensure timely and accurate document submission and follow-up. Review and oversee expense allocations, ensuring proper designation and compliance with funding or operational requirements. Support relationships with external financial partners, including banks, auditors, and accountants, to support financial operations and organizational sustainability.
Board & Committee Support

Serve as a liaison between the Board of Directors, CEO and organizational leadership to ensure clear, consistent, and effective communication. Support operational teams in planning, preparing, and executing Board and committee meetings, including agenda development, preparation of briefing materials, and coordination of follow-up actions. Coordinate all Board and committee meetings, ensuring scheduling, logistics, minute-taking and document distribution are completed accurately and in a timely manner. Manage attendance tracking for all Board and committee meetings, maintaining accurate and up-to-date records.
Administrative Support

Support the preparation of meeting materials, including agendas, briefing notes and background documents, to ensure the CEO is fully informed and prepared. Provide comprehensive operational and administrative support to enhance the overall efficiency and effectiveness of the Foundation. Support process improvement initiatives, including documentation and refinement of data entry, reporting practices and workflow efficiencies. Identify, anticipate and resolve operational, organizational or process-related challenges, ensuring smooth day-to-day functions. Assist in managing the Chief Executive Officer's calendar, ensuring effective scheduling, prioritization, and coordination of commitments.
Performs other duties such as:

Assisting with a variety of special projects, events and other office functions as needed; Aid in assuring safe work practices for the Foundation staff at all times by keeping an eye on any potential hazards or hazardous materials and reporting any potential risks to manager on a timely basis; Ensure the timely maintenance of the Foundations office building and equipment to ensure the building is safe and functional.
Qualifications

Completion of a related post-secondary program, or equivalent combination of education and experience; Minimum of three years of related experience in a similar role; Proficiency in the use of Microsoft Office (Word, Excel, Outlook and PowerPoint); Proficiency in software including Quickbooks, Raisers Edge NXT or similar donor database software; Excellent judgement and discretion to deal with confidential and sensitive information; Experience in financial administration or accounting within a not-for-profit or charitable organization, including knowledge of fund accounting practices; Familiarity with CRA/charitable receipting requirements, and other compliance standards in the non-profit sector; Strong understanding of budgeting, expense tracking and financial reconciliation processes within a donor-funded environment; Excellent interpersonal and communication skills with a high level of integrity and diplomacy to interact with donors, volunteers and stakeholders in a collegial, cooperative and respectful manner; Effective problem-solving skills; Highly organized with exceptional attention to detail; Collaborative team player with a proactive and adaptable mindset. Experience supporting senior executives, Boards, or committees is an asset.
Working Conditions

Must be able to lift up to 30 lbs occasionally; Local travel required for events and meetings; Work in-office 5 days a week; Some weekend and evening work related to events.
What You Will Enjoy

A rewarding opportunity to contribute to a leading not-for-profit organization committed to excellence, innovation and meaningful community impact. A collaborative and supportive work environment that fosters creativity, continuous improvement and shared success. A reduced summer schedule, featuring 5-hour Fridays to support work-life balance.
Job Type: Fixed term contract
Contract length: 18 months

Pay: $50,000.00-$65,000.00 per year

Application question(s):

Years of related experience in a similar role
Work Location: In person