Business Operations Specialist Spécialiste des affaires opérationnelles

Position Profile:
Business Operations Specialist Reports to:
Project Manager

Reason for Vacancy:
Existing position

About the Canadian Centre on Substance Use and Addiction

The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society. We partner with organizations and diverse communities to improve the wellness of people living in Canada. A non-governmental organization with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.

Acknowledgement

CCSA acknowledges that First Nations, Inuit and Métis people are the holders of Traditional Indigenous Knowledge. We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge, and we commit to learning about and incorporating this knowledge into our work with proper guidance.

About the Position

Reporting to the Project Manager, with a dotted-line reporting to the Executive Support and Administrative Services Manager, the Business Operations Specialist supports the planning, coordination, delivery and administration of projects that are aligned with the organization's collaborative and operational activities, with a strong emphasis on engaging external partners. The Business Operations Specialist provides coordination and logistical and administrative support for meetings, events and project-related initiatives, involving internal teams and external partners.

The Business Operations Specialist contributes to the effective implementation of work activities through strong organization, clear communication, consistent follow-through and communication. Responsibilities also include providing support to project and operational activities, including maintaining project documentation, coordinating schedules, tracking action items, preparing reports and correspondence and supporting records management processes. Working as part of a multidisciplinary team, the Business Operations Specialist supports project leads and staff while helping to foster productive relationships with partners to ensure activities are delivered on time, within scope and in alignment with organizational priorities.

Responsibilities and Accountabilities

Business Operations and Program Support

Coordinate assigned projects and initiatives from planning through implementation, working closely with staff and external partners

Develop and maintain project workplans that outline required tasks, timelines, dependencies and responsibilities

Create and update project schedules, timelines and tracking tools (e.g., task trackers, Gantt charts)

Monitor progress against scope, timelines and deliverables; identify risks or issues and bring them forward with recommended mitigation strategies

Support project leads by ensuring inputs tasks are identified, activities are sequenced appropriately and deliverables remain on track

Prepare project documentation, including agendas, briefing notes, meeting summaries, progress updates and reports

Planning, Logistics and Coordination Support

Support logistical and operational elements required for project activities, meetings and events (virtual, hybrid and in-person)

Assist event planner with coordination of venues, vendors and service providers for travel and accommodations

Support event registration-related activities, including monitoring systems, responding to inquiries, generating reports and providing hands-on support when required

Prepare schedules, checklists and function details to support coordinated delivery

Provide on-site or live support during project activities and events, responding to emerging needs and issues

Partner Coordination

Assist with communications and interactions with project partners

Build and maintain positive ongoing relationships with partners to support project goals and long-term collaboration

Maintain accurate and up-to-date records of partner contacts, agreements and deliverables

Financial, Administrative and Systems Support

Support project-related financial administration, including tracking invoices, purchase orders and expenses in accordance with…