We are Hiring an Operations Coordinator!
Application Deadline: Thursday, March 31st at 11:59 PM ET
Full-Time: 1 year contract with possibility of renewal
Anticipated Start Date: Monday, May 2, 2022
Compensation: $42,000 – $49,000
Who is STEPS Public Art?
STEPS envisions a world where artists and communities co-create meaningful, welcoming and safe public spaces. We are a Canada Revenue Agency registered charity that engages and empowers artists and communities to transform public spaces into vibrant places. We are a small but mighty team of creative entrepreneurial innovators. We attract high-performing, highly ethical employees who truly care about their communities. Our team works well together because we hold ourselves accountable for strong project management and complement one another’s strengths. Our open-concept office along Toronto’s Waterfront has natural light and ample room for physical distancing. We have a flexible working arrangement policy that includes remote working options for staff.
Our main office is based in T’karonto, the Ancestral Wendat territory and the shared territory of the Anishinaabeg and the Haudenosaunee, covered by The Dish With One Spoon treaty, and later, Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaties signed with multiple Mississaugas and Chippewa bands. STEPS is committed to cultivating safe space for Indigenous voices to be heard.
Who Are You?
We are seeking a creative, energetic and organized problem solver with a passion for systems design, team building and facilitating measurable change against equity and sustainability goals. Our ideal candidate will be passionate about the role of the arts and artists in building vibrant inclusive public spaces and communities. You are creative, entrepreneurial, proactive, observant, well organized, and thrive in a fast-paced environment. You love brainstorming, problem-solving, and connecting with people. You’re often told by coworkers that they know something will get done if it gets passed to you, and you are not afraid to ask for support or clarification if needed.
You have experience jumping in and putting processes in place that make an improvement on what has been built while being respectful of the work that has come before. You relish making sense of things, executing logistics, anticipating problems, and fixing them. You’re good at keeping information confidential. You thrive on each day being different and presenting new opportunities and challenges. If you are organized, not easy to overwhelm, and you have a positive attitude that makes people want to be your teammate, we are looking forward to meeting you!
This is a one-year full-time contract position, with the possibility of renewal and salary commensurate with experience. Following a 6 month probationary period, this position is eligible for group benefits, which includes health, dental and limited life policies.
- Facilitating operational needs across organization, which may include but is not limited to: triaging inbound mail/email/phone communication; identifying equipment/material suppliers; and preparing partner or client contracts
- Developing and maintaining up to date procedural documentation for reference and onboarding purposes, with the support of staff from across the organization
- Anticipating operational challenges by attending weekly team meetings, as well as monitoring deadlines and workflow across the organization for potential bottlenecks
- Identifying, researching and implementing potential tools to improve workflow systems
- Collecting evaluatory materials from stakeholders to inform operational planning
- Monitoring the efficiency of daily, weekly and longer-term scheduling / capacity planning
- Ensuring compliance within operations to company standards and legal requirements
- Supporting management in the tracking of key performance indicators against organization’s strategic goals and charitable mandate
- Working with teams to identify strategies for lowering carbon footprints and increase commitments to anti-racism across the organization
- Facilitating research and/or outreach to external suppliers/partners to operationalize strategies, as well as track progress against ESG goals across organization
- Supporting leadership in the stewardship of Board, committees and associate networks.
- Facilitating employee engagement activities, such as coordination of staff committees, including health/wellness, professional development and social committee, as well as employment and partner recognition activities such as birthdays, work anniversaries, etc.
- Supporting recruitment, intake and preliminary screening for staff and placement roles
- Coordinating new staff and placement student onboarding
- Supporting management in administering performance evaluation and staff surveys
- Coordinating new staff and placement student onboarding
- Advancing participation in WSIB Workplace Health & Safety Excellence program, as well as maintaining health and safety training and incident records
- Supporting management in preparation and submission of funding proposals and reports
- Providing financial administrative support such as reconciling staff credit cards and expense claims; reviewing and organizing all accounting items for timely processing; coordinating outgoing payments with book-keeper/signing authorities; making deposits at the bank; generating outgoing invoices, as well as maintaining well organized electronic and paper copies of associated documents
- Maintaining organizational spaces, such as keeping equipment inventories; organizing storage garage and space cleanups; anticipating equipment / supplies needs
- Arranging for maintenance of organizational vehicles and equipment as needed
- Ensuring staff access to equipment, software, and tools needed to perform their duties
- Arranging for the organization’s IT and cybersecurity needs
- A valid driver’s license is an asset
This position is partially funded through Eco Canada. Preference will be given to candidates who meet the following criteria established by the funder:
- Are no more than 30 years of age during contract period (born AFTER May 2, 1992)
- Are a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment
STEPS encourages applications from all qualified candidates that represent the full diversity of communities in Canada, including complexities of intersecting identities such as ability, class, gender, race and sexual orientation. We are particularly interested in receiving applications from equity-deserving communities, including those who identify as: Indigenous (First Nations, Inuit and Métis), Black, a person of colour, newcomer, Disabled and LGBTQQIP2SAA+.
We Think It’s Important That You Have the Following:
- Postsecondary education in arts management, business, human resources or a related field
- 2+ years of operations coordination experience in a fast paced nonprofit, agency or start-up environment
- A high degree of creativity in response to diverse problem solving challenges
- Strong organizational skills, including setting priorities, tracking deadlines and juggling competing tasks
- Great interpersonal skills, including meaningful collaboration with external groups on joint projects, as well as openly and respectfully communicating with colleagues
- Excellent and confident communication skills — written, in person and via phone/web conferencing
- Strong leadership and decision-making skills, including effective delegation as needed.
- Comfortable with numbers, including reviewing supplier quotes, invoices and contracts
- High level of professionalism — you are a punctual, quick-learning and customer service-oriented self-starter
- Independent worker who is detail-oriented, able to prioritize, and self-manage tasks and responsibilities
- Highly self-motivated and achievement-oriented with ability to work individually and in collaborative teams
- An open-minded attitude that shines when working with equity-deserving communities
- Strong problem-solving skills — you ask questions to discover information and underlying issues, then roll up your sleeves to get things done, and resolve issues before a problem arises
- Interest in improving our services and partnerships to take them to the next level
- Critical thinker with an ability to keep calm and seek clarification ahead of deadlines
- Commitment to organizational development through respectful feedback cycles
- Proficiency with Microsoft Office, Zoom, and Google Drive
- Experience with Adobe Suite, Asana, and/or CRMs considered an asset)
- Capacity to diplomatically work with partners who have fluctuating high-pressure needs
- Comfortable working within an open office environment and via video conferencing technology
- Interest in refining organizational systems and procedures for increased efficiency, in service of equity and sustainability goals
- Commitment to working within an equity framework with strong cross-cultural sensitivity
- Ability to work occasional evenings and weekends
Applications are now closed. Thank you for your interest in working at STEPS!
We invite qualified applicants to apply via the online portal by no later than Thursday, March 31, 2022 at 11:59 PM Eastern Time (ET). Applications will not be accepted by email.
This interview process will make use of video conferencing and respect public health guidelines. While we appreciate the interest of all applicants, we can only communicate with those shortlisted for an interview. While this role does allow for some remote work, some responsibilities must be completed in-person at our organizational spaces in Toronto and therefore we are only considering candidates who are able to reside in the Greater Toronto Area by the start date.
Interviews are anticipated to take place the week of April 4, 2022.