Description:
The Senior Manager, Programs and Operations is the Foundation’s operational lead and people manager responsible for program delivery, internal operations, and day-to-day execution. Reporting to the Executive Director, this role turns priorities into clear workplans, assigns and tracks deliverables across the team, and ensures programs and administrative processes are completed to deadline and quality standards.
This is a hands-on, player-coach role. You will lead execution and also complete key operational deliverables, particularly those tied to program closeout, partner and funder reporting, grant administration, and year-end readiness.
During peak periods such as Holiday Hope and fiscal year-end close, this role provides additional on-site and hands-on operational support to keep timelines and standards on track.
What success looks like
- Programs run on clear timelines with strong documentation, clean closeouts, and reliable reporting.
- Donation processing and tax receipting are accurate, timely, and well-controlled.
- The team has clear priorities, consistent follow-through, and fewer last-minute escalations
Key Responsibilities
Program Leadership and Delivery
- Lead planning, assignment, and execution across Foundation programs, including Holiday Hope, Bursaries, Camps for Kids, Ski Club, and emergency assistance.
- Partner with Durham Children’s Aid Society and community organizations to support delivery, reporting, and continuous improvement.
- Ensure program documentation, outcomes tracking, and reporting requirements are accurate, complete, and submitted on time.
- Monitor participant experience and implement improvements based on evidence and feedback.
- Ensure programs close properly, including documentation completion, outcome summaries, and financial reconciliation handoffs aligned with donor intent and funding agreements.
Operations, Controls and Reporting (Donor Data, Receipting, Grants, Month-End Readiness)
- Oversee operational controls that protect donor trust, including gift processing workflows, tax receipting quality checks, and data integrity in DonorPerfect.
- Ensure alignment across bank activity, QuickBooks, and DonorPerfect through disciplined documentation and reconciliation readiness.
- Maintain grant calendars, files, agreements, and reporting requirements, and coordinate operational content for grant applications and funder reports.
- Create and maintain simple tools that keep work organized: templates, checklists, trackers, and an exceptions log.
Operations and Systems Leadership
- Build and maintain operational systems and workflows that make delivery consistent, repeatable, and efficient.
- Identify gaps and bottlenecks and implement practical improvements that reduce errors and delays.
- Implement purchasing, reimbursement, and documentation controls to support good stewardship of donor dollars.
People Management and Accountability
- Manage day-to-day performance for program and administrative staff through clear expectations, priorities, coaching, and follow-through.
- Run structured check-ins and team meetings focused on delivery, removing barriers, and tracking commitments to completion.
- Develop and implement staff onboarding, annual goal setting, training, and professional development plans.
- Ensure appropriate resources to address operational priorities and the team’s capacity to deliver, including exploring temporary staff to address peak seasonal needs.
Organizational Reporting
- Provide regular operational updates to the Executive Director, including risks, progress, and upcoming deadlines.
- Support Board reporting related to program delivery, operational capacity, and reporting readiness.
Qualifications
- Minimum three to five (3-5) years of progressive experience in operations, program management, or organizational leadership.
- Experience in nonprofit or community-based environments strongly preferred.
- Demonstrated experience coaching to optimize team performance, priorities, and accountability.
- Experience overseeing donation processing and tax receipting workflows and maintaining CRM data quality.
- Experience coordinating grant applications and managing reporting requirements in documentation-heavy environments.
- Strong operational and financial acumen, with comfort working across QuickBooks and CRM systems (DonorPerfect preferred).
- Excellent organization, judgment, and communication skills.
- Comfortable working in a small, fast-paced organization where leadership is hands-on.