Westman Youth for Christ Job Board
Executive Manager
Description
POSITION TITLE: Executive Manager
POSITION TYPE: Administration
REPORTS TO: Executive Director
Primary Objective:
The Westman Youth for Christ (WYFC) Executive Manager will manage the day-to-day activities of YFC, ensuring operational and financial aspects of the organization are kept to a high level of excellence as well as constantly looking for ways to improve systems and procedures while ensuring responsible stewardship of the resources entrusted to WYFC. Proactively ensure we are utilizing proper risk management to ensure a high level of function
Reporting:
The Executive Manager reports to the WYFC Executive Director.
All Administration, Human Resource and Facility Staff reports to the Executive Manager.
Responsibilities:
KEY MANAGEMENT RESPONSIBLITIES (78%)
OFFICE MANAGEMENT
- Ensure the office is kept to a high standard of excellence Work with other staff to ensure the needs of their different ministries and WYFC are met with regards to use of facility space, standards of cleanliness, equipment use, etc.
- Ensure proper supervision and accountability is in place for Administration team.
- Make oneself available to and regularly meet with the administration team making sure work is being completed to the appropriate standards, as well as providing support at times where there is a high volume of work.
- Oversee purchasing of office supplies: Properly manage and negotiate office contracts for equipment and utility services, such as the photocopier, telephone, and internet.
- Properly managing all aspects of room scheduling and facility rentals.
- Front desk duties when receptionist is unavailable.
HUMAN RESOURCES
- Oversee all aspects of the Human Resources department. This includes but is not limited to:
- Ensure the YFC policy manual is properly followed and enforced with the staff.
- Ensure all new hires are filling positions that have been previously approved or requested, reviewed, and approved by the Executive Director prior to recruitment and hiring.
- Coordinate with Directors to ensure new hires are properly onboarded including relevant software and hardware access, email etc…
- Maintain up to date and accurate insurance and health spending account information.
- Communicate with National Office re:RRSP/TFSA information
- Maintain current the information and documentation on HR software.
- Advise the Leadership on upcoming and current H.R. concerns.
- Oversee discipline and terminations
INFORMATION TECHNOLOGY
- Manage relationship with third-party IT consultant and ensure all needs are properly fulfilled.
- Ensure proper backup of WYFC Server data, both locally and offsite
- Ensure all staff have the proper computer equipment needed to complete their work and that older equipment is phased out within an appropriate timeline
- Ensure all software/cloud based programs used by the admin team are kept up-to-date and that there is sufficient internal knowledge on how to maximize use of the software. Manage email server ensuring all staff have proper WYFC email addresses and Alias accounts necessary
FACILITIES
- Ensure all aspects of the WYFC facilities are maintained to a high standard in a timely manner.
- Ensure proper supervision and accountability of any maintenance and cleaning staff.
- Perform regular walk-through spot checks of facilities to ensure they are properly cleaned and maintained.
- Oversee purchase of general cleaning supplies.
- Monitor income and expenses, ensuring that rents are collected and expenses go through proper approval process.
- Advise Executive Director on any upcoming or current facility concerns, whether property, tenants or budgetary.
SECURITY
- Maintain and ensure proper use and control of keys to all facilities and vehicles, as well as the FOB access door security system, the WYFC video surveillance system, and the Monitoring Alarm system .
- Ensure all facility keys, codes and FOBs are assigned to appropriate staff and documented properly.
VEHICLES
- Ensure there is proper maintenance, cleaning, and safety inspections done for the WYFC fleet of vehicles.
- Ensure the fleet of YFC vehicles (cars, vans, trucks, trailers, other) are properly insured with appropriate levels of coverage.
ACCOUNTING/FINANCE
- In partnership with the Financial Lead, regularly review Brandon core operating expenses as well as ministry and satellite expenses with the Executive Director and keep them regularly informed of YFC’s financial status / position by providing them with an in person review along with the monthly statements.
- Perform control checks in the accounting department to ensure proper protocols and procedures in place are being followed to avoid any inconsistencies.
- Work with Financial Lead and the Executive Director to implement any new financial procedures.
- Together with the Financial Lead, ensure proper government reporting is completed (GST, Charity Return, etc.)
- Learn the basics of the financial system including payroll, expenses and donations to back up these actions when financial staff are unavailable.
DEVELOPMENT
- Collaborate with the Executive Director on organizational fundraising.
- Be a resource to the major organizational fundraising events giving a macro level of oversight helping to ensure they are all successful. This includes working closely with the Executive Director and Financial Lead to ensure all financial aspects of the events are properly managed.
- Ensure there is integrity in any financial/operational information included in grant proposals.
SUPERVISION
- This position is required to operate at an organizational leadership level and network with a wide range of staff. Direct supervision of staff will be limited.
OTHER
- Embrace role as a member of the leadership team of the organization and actively participate in weekly meetings, strategic planning, etc.
- As a senior leader in the organization, work to foster the WYFC Staff (family) community. Be a resource to ministry leaders in the organization helping to speak into their ministry operations helping them with future/strategic planning, financial management.
MEETINGS (12%)
- Meet with supervisor regularly.
- Attend WYFC team meetings.
- Meet with Administration team regularly.
- Meet with individual team leaders and facilities staff as requested and required.
- Meet with Leadership team regularly.
PARTNER DEVELOPMENT (5%)
- Personal and ministry area partnership development – which includes securing and maintaining a sound base of financial & prayer partners to a level sufficient to fund the salary and immediate costs of this position, along with the ministry area
- Gathering financial and prayer support from the community
- Build a base of prayer partners and keep them updated through regular communications and prayer requests. Encourage prayer partners to pray for youth in Westman and globally.
SPIRITUAL AND PERSONAL DEVELOPMENT (5%)
- Is a faithful and contributing member of a local church.
- Pray for and with WYFC Team.
- Spend time in spiritual reflection and development.
- Attend YFC Regional and National conferences as per policy.
- Participate in training and development courses, conferences and workshops as approved by supervisor.