Description
Shawnigan Lake School is a leading independent co-educational boarding school for ages 12-18 (grades 8-12) on Canada's beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include ten boarding houses, a theatre, film lab, an observatory, salmon hatchery, rowing crew house on the lake, dance studio, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.
Shawnigan Lake School is committed to safeguarding and promoting the welfare of children and young people and expects all staff (and volunteers) to share this commitment. Candidates will be required to undergo child protection screening appropriate to the post, including checks with previous employers and a vulnerable sector criminal record check.
POSITION OVERVIEW
The Operations Coordinator is a key player who is able to facilitate and coordinate the day to day operations of Shawnigan Lake School. The ideal candidate for this position works fluidly in multiple operations departments to ensure schedule, budget, and performance targets are achieved, and department objectives attained.
Supporting the Director of Operations and Operations' Managers and Supervisors in the short and long-term planning of operations activities, this individual supports continuous improvement initiatives to meet strategic goals.
An Operations Coordinator is professional, friendly and willing to take on varying tasks to ensure the stable flow of operations. The Operations Coordinator acts as a liaison between team members' and anticipates issues and identifies solutions related to those issues. The ability to work efficiently as part of a team and individually is fundamental.
Shawnigan Lake School offers a comprehensive benefits package, and a nurturing, family-friendly workplace. This is a full-time position offering a salary range of $60,000 to $65,000 per annum. Actual salary offered will be commensurate with education, experience and internal parity.
KEY RESPONSIBILITIES
Supervisory & Leadership
Provide effective work direction, training, guidance and acts as a resource to support housekeeping, maintenance and other operations staff
Coordinate daily administrative operations by organizing workload priorities and assist with staff redeployment (when necessary)
Provide orientation to new staff and act as mentor for new staff joining operations teams
Administration
Perform administrative tasks as they relate to resources, facilities, payroll, contractors, safety, colleagues, systems and finance
Develop, maintain and document procedures, policies and manuals
Facilitate strategy and team meetings
Prepare and maintain documents, communications, reports and records supporting housing allocation and moves, facilities upgrades, new construction etc.
Operations Support
Coordinate and support campus facility activities
Assist operations departments with daily tasks as needed, such as transportation coordination, arena bookings etc.
Work with supervisors, managers, and department heads to learn departmental requirements, goals, and fill in for designated positions (when needed)
Support procurement activities, negotiate contracts (as needed), and coordinate budgeting to make sure operations are fluid with minimal downtime or interruption in various departments' workflow
Manage relationships with contracted suppliers and service providers, and support internal professional relationships
Assess, research, recommend software systems periodically
Develop, manage, maintain, influence, and execute tasks to sustain and improve the performance of the School's assets using the CMMS software
Assist Director of Operations with objectives setting and strategic plan creation
Operational Performance
Support operational performance by collecting, evaluating and inputting data for key performance indicators and metrics
Support continuous improvement initiatives in collaboration with the Director of Operations and Department Managers / Supervisors
Facilitate Health and Safety training for operations staff
Research and analysis of industry standards, codes and minimum requirements, ensure that all work activities conform to local, federal, industry and company standards
Recognize opportunities to increase revenue, decrease costs and improve department performance
Project Management Support
Perform project management administrative tasks such as, facilitate meetings; record and distribute minutes; process invoices and forms; respond to queries etc.
Budget tracking and monitoring
Prepare reports, notifications and communication materials as needed
Support project implementations, data input and configuration set up, user training, provide ongoing and respond to enquiries
Performs related duties and responsibilities as required
EDUCATION, EXPERIENCE, AND OTHER QUALIFICATIONS
Bachelor's degree or related education, preferred
Certifications in disciplines such as Procurement, Inventory Management, Lean / Six Sigma, and Operational Planning an asset
Minimum of two (2) years of equivalent education and experience in Project Management or facility/infrastructure maintenance/operations experience
Experience in a not-for-profit or school environment is preferred
Experience in office management or an administrative role
Valid class 5 driver's licence
Familiarity with the mechanical industry (plumbing/HVAC), preferred
Experienced with procurement and contracting strategies for operations, maintenance and projects initiatives
A background in strategic sourcing and procurement in an institutional environment, including program development and supplier relationship ownership. Warehouse and materials administration and inventory control experience will be considered an asset
Team management, supervisory experience
NEXT STEPS
To apply, please send a resume and cover letter specifically expressing your interest in working at Shawnigan to the attention of Ciaran Gargan, Director of Operations, via email at recruitment@shawnigan.ca.
We ask you to please provide references at the shortlist stage of the recruitment process.
Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.
We express our appreciation to all applicants for their interest in this position, however only candidates selected for an interview will be contacted.
Position closes when filled
