Description:
KMFW is seeking a highly organized, detail-oriented, and mission-driven Operations Specialist to join our growing team. This full-time role will take the lead in day-to-day operations, including program coordination, financial tracking, event logistics, and internal systems improvement. Reporting directly to the Core Leadership Team, the Operations Specialist plays a crucial role in maintaining the integrity of our programs, aligning resources with strategic priorities, and ensuring efficient organizational performance.
Key Responsibilities
Operational Strategy & Implementation
- Coordinate and implement operational systems that support KMFW’s mission and community impact.
- Streamline internal workflows across programs, events, and vendor relations.
- Maintain digital and physical filing systems for contracts, compliance, and program documentation.
- Ensure data systems, tools, and software platforms are optimized for efficiency and ease of use.
Program & Service Coordination
- Track and monitor the implementation of KMFW’s programs to ensure timely and effective service delivery.
- Coordinate schedules for facilitators, volunteers, interns, and support staff across multiple sites.
- Assist with program evaluation efforts, including feedback collection and basic data reporting.
Financial & Administrative Support
- Support budget tracking, invoice processing, and reconciliation of program expenses.
- Ensure timely submission of reports, grant deliverables, thank-you letters, and funder updates.
- Maintain financial documentation and assist in preparing materials for audits and compliance reviews.
Event & Logistics Management
- Plan and coordinate logistics for KMFW community events, workshops, and meetings.
- Arrange venues, food, tech support, supplies, and other elements as needed.
- Maintain and monitor event budgets and assist with post-event evaluations and reporting.
Team & Stakeholder Support
- Collaborate with the Office Administrator to support day-to-day team operations, including scheduling, internal communications, and document management.
- Work alongside the Office Administrator to maintain organized systems for internal workflows, ensuring timely follow-ups and task completion
- Support the coordination of internal and external meetings, including agenda creation, logistics, and minutes.
- Maintain consistent communication with team members and stakeholders to ensure alignment with strategic and programmatic goals.
- Assist with onboarding and orientation processes for new hires, interns, and volunteers.
- Liaise with community partners, funders, and collaborators as needed to support operational and project-related communications.
Ideal Candidate Profile
Knowledge & Experience
- 3+ years in nonprofit, social services, or community-focused operations.
- Solid knowledge of financial tracking, budgeting, and reporting.
- Familiarity with grant compliance and reporting processes.
- Demonstrated experience working with marginalized or underserved communities, particularly Black communities.
- Experience coordinating programs, events, or volunteer/intern teams.
Skills & Competencies
- Strong organizational and time-management skills; able to juggle multiple priorities.
- Proficiency in Google Workspace, Microsoft Office, and project management tools (e.g., Asana, Trello).
- Strong written and verbal communication skills.
- Solution-oriented mindset with the ability to anticipate challenges and act proactively.
- Ability to maintain confidentiality, professionalism, and cultural sensitivity in all situations.
Other Assets
- Knowledge of nonprofit compliance (CRA, AODA, Privacy, etc.)
- Bilingualism (especially French) is an asset.
- Experience with culturally grounded program design is an advantage.