Manager of Operations, Ontario Cultural Attractions Fund (OCAF)

Job Opportunity
OCAF Manager of Operations

Application Deadline: April 5, 2024

The Manager of Operations administers the Ontario Cultural Attractions Fund (OCAF) program under the direction of the Executive Director (ED). This includes administrative, policy and coordination functions covering all aspects of OCAF, both internal and external. The functions include communications, data management, and working with and directing consultants and contract staff as needed to support the delivery of programming aligned to the OCAF strategic direction. In collaboration with the ED, the Manager of Operations works with applicants to OCAF from first contact through to preparation of materials for the Board and follow-up requirements after funding decisions have been made.

Reports To: Executive Director, Ontario Cultural Attractions Fund

Key Responsibilities:

Program Management:

  • Receive all applications.
  • Manage the stage one and two application review processes.
  • Counsel individual clients on the process for stage one proposals and provide further advice and counsel at the stage two phase.
  • Enter all applications into the grant database, updating each through the confirmation of eligibility to review, assessment, and approval or rejection processes as well as repayment schedules.
  • Collaborate with the ED to develop the final package of recommended applications for Board review and approval.
  • Track and prepare summaries of client evaluation reports for Board review with input from the ED.
  • Organize information and consultation sessions for potential applicants in the cultural tourism sector from across the province. Contract and oversee consultants to assist with these sessions as required.
  • Update the ED regularly on program activities and issues.
  • Collaborate with the Ministry Communications Unit and Minister’s Office as required on communications events, along with relevant MPPs; ensure the successful delivery of events.
  • Maintain website and social media pages with the latest activities of the organization in collaboration with the communications contractor.
  • Attend client events as appropriate.

Financial:

  • Collaborate with the ED to prepare an Annual Operating Plan and budget.
  • Prepare annual audit materials in collaboration with input from the ED.
  • Work directly with auditors on the drafting and circulation of confirmation letters to applicants, providing requested support materials, and answering all inquiries (in tandem with the ED in many cases).
  • Ensure efficient processing of all staff and Board member expense claims and travel arrangements.
  • Oversee the annual approved budget with support from a contract financial service provider.
  • Track all expenses, costs and fund repayments.
  • Notify and work with clients who are in arrears.

Administration:

  • Draft Board meeting packages and organize Board meetings (6 – 7 per year) including final agenda, standard board meeting materials, and the financial report for the period.
  • Act as recording secretary at Board meetings.
  • Provide support to Board Chair and Board Committee Chairs as requested by the ED
  • Provide policy advice to the ED, as requested.
  • Handle confidential and sensitive information and correspondence (especially of a financial or legal nature) in a responsible and timely manner.
  • Draft correspondence for the ED, Board Chair, and Board Committee Chairs as appropriate.
  • Support the ED in responding to information requests and reports from the Ministry.
  • Complete ED travel arrangements, prepare and maintain related expense claim paperwork.
  • Contract with and oversee the work of contracted staff and suppliers for communications, marketing, IT, finance, research, and data management projects.
  • Oversee the ED’s schedule and organize meetings as required.
  • Develop and maintain efficient administrative systems for the office – filing, mail, archiving.

Education, Experience, Attributes:

  • Degree or diploma in arts administration, business, public policy, public administration or related fields
  • Six to nine years’ experience as a program manager or lead administrator with a foundation or public or private granting organization.
  • Fluency in English, written and verbal (fluency in French an asset)
  • Sound understanding of the mandate of the program and OCAF as an organization.
  • Good general knowledge of the cultural and tourism sectors.
  • Understanding of accounting procedures (Quickbooks) and standard financial reporting
  • Well-developed conceptual and strategic thinking skills.
  • Strong communication (written and oral) and research skills.
  • Initiative and sound judgment.
  • Good administrative skills with attention to detail and accuracy in work assignments.
  • At ease working with social media, particularly Facebook, Twitter, Instagram, and LinkedIn.
  • Able to work productively, both independently and collaboratively, as part of a small team that is supported by an engaged and knowledgeable Board.
  • Working knowledge of Microsoft Office Suite of software (Word, Excel, Outlook, PowerPoint) Adobe, and WordPress. Knowledge of Microsoft Dynamics or similar database software an asset.
  • Should be based in Toronto (some travel required for client events and conferences).

Salary Range: $70,000 – $80,000, plus a benefits package

Job Location: 390 Bay Street, Toronto (hybrid work with number of days in-office TBD)

How to Apply:

Applications and nominations are now being accepted. Applications should include a cover letter and CV and should be received by April 5, 2024.

For further information on both OCAF and the position posting, please visit the OCAF website.

For queries or to submit an application or nomination, email in confidence to: tvaughan@ocaf.ca

Please note that only electronic applications will be accepted. While all applications are welcome and appreciated, the Search Committee will only contact those candidates who are shortlisted for follow-up and/or an interview.

Interviews will be held in the second half of April, 2024. It is the intention of OCAF to select a new Manager of Operations by the end of May, 2024. Ideally the tenure of the new Manager of Operations will begin in June, 2024, depending on hiring arrangements.


Ontario Cultural Attractions Fund (OCAF)
390 Bay Street, Suite 1206
Toronto, ON M5H 2Y2
www.ocaf.ca