Program Manager – Operations

Program Manager – Operations

Salary: $65,000 per year
Employment Type: Full-time
Location: Toronto, Ontario / Hybrid
Reports to: Managing Director

Mabelle Arts is seeking a highly organized, detail-oriented and solutions-focused Program Manager – Operations to support the effective administration and delivery of the organization’s programs and day-to-day operations.

Working closely with the Managing Director and program staff, the Program Manager – Operations will coordinate financial administration, grant administration, organizational records, office logistics, technology systems and other administrative processes that support Mabelle Arts’ work.

This is a hands-on coordination and administration role. The successful candidate will be comfortable working independently, keeping systems organized, following through on deadlines and identifying practical ways to improve administrative processes.

• Coordinate day-to-day financial administration, including processing invoices, expense claims, accounts payable and accounts receivable.
• Work with the external bookkeeper to ensure financial transactions and supporting documentation are complete and organized.
• Maintain organized financial records and supporting documentation.
• Prepare regular financial information and reports for review by the Executive Director.
• Maintain organized records of receipts, invoices, contracts and other financial documentation.
• Support preparation of materials required for the annual financial review or audit.

• Maintain an up-to-date calendar of grant and reporting deadlines.
• Maintain organized files for funded projects, including agreements, budgets, correspondence and reporting documentation.
• Coordinate the collection of financial information required for grant reports.
• Work with program staff to ensure required administrative and financial documentation is collected on time.
• Track grant-related expenditures against approved budgets and flag concerns to the Managing Director.
• Assist with the preparation and submission of administrative components of grant reports.
• Provide support for grant applications as required.

• Coordinate routine communication with vendors and service providers.
• Maintain records of organizational contracts, subscriptions, licenses and service agreements.
• Coordinate routine office logistics, including maintenance and service requests.
• Maintain organized digital and physical administrative files.
• Work with the Managing Director to improve administrative processes.
• Prepare administrative materials, forms, schedules and documentation as required.

• Administer organizational software subscriptions and user accounts.
• Coordinate with external IT and technology service providers when technical support is required.
• Maintain records of organizational hardware, software and technology assets.
• Support staff with access to organizational systems and
  escalate technical or security issues as appropriate.
• Assist with the day-to-day administration and maintenance of the organization's CRM/database.
• Support data entry, record maintenance and basic data organization.
• Help maintain appropriate documentation and practices relating to organizational data and privacy.
• Support staff in using shared organizational systems and digital tools.

• Provide administrative support for staff onboarding and offboarding.
• Maintain confidential personnel records and required HR documentation.
• Coordinate benefits administration and routine employee paperwork.
• Collect and organize information required for payroll processing.
• Maintain staff vacation, leave and other…