Finance & Operations Coordinator

The Finance & Operations Coordinator is involved in all aspects of the organization’s systems and processes. They will process financial transactions, ensure accurate digital and paper records are kept, create and distribute forms and internal documents, and support all staff and volunteers engaging with these processes. As a key staff member in a small organization, the successful candidate will also assist the Executive Director, the board of directors and other staff/volunteers with various tasks including administration, grant-writing, communications, etc.

The Finance & Operations Coordinator will report to the Executive Director. They will be expected to be able to work independently and self-direct, leading in the daily operations of internal finance and other tasks, and working to continuously improve and streamline internal organizational and communication processes.

The successful candidate will be adaptable, excited by new challenges, and an independent thinker who is as comfortable taking the lead on new opportunities as they are ensuring the consistent achievement of daily and ongoing processes. Leading on operations, they are detail oriented and thorough. As a leader they work well with people, and will be able to delegate to and support staff & volunteers appropriately.


Primary duties include: 

  • Finance processes: 

    • accounts receivable and payable 

    • payroll

    • bank runs

    • generating financial reports

    • creating and maintaining paper and digital files & records

    • improving and creating new finance systems as required

    • ensuring ongoing excellence and compliance with current Canadian laws and regulations

  • Internal communications, organizing and filing:

    • Setting up and monitoring staff/volunteer digital tools including Email, Google Drive, Trello, Slack

    • Preparing and maintaining staff and contractor contracts and tax documents

    • Supporting staff/volunteers In learning and using YAC finance, communication and organizing systems

    • manage processes for hiring, onboarding, and termination

  • Administration: Support Executive Director with: 

    • grant writing & reporting 

    • external contract preparation

    • budget & financial forecasting

Qualifications

Need to...

  • Have 2 + years’ experience in a similar role and/or managing financial processes and general administrative tasks

  • Exhibit a high degree of professionalism, business judgment, tact and diplomacy

  • Be able to effectively able to follow up with staff and youth artists to make sure deadlines and outcomes are being met

  • Demonstrate ability to manage confidential information with discretion

  • Have strong calendaring, organizational, and document management skills with high attention to detail to meet multiple deadlines;

  • Have intermediate to advanced skills in Microsoft Office & Google Drive and competency with video conferencing and online platforms

  • Work effectively with staff in a team-oriented environment with a positive, can-do attitude

  • Have excellent communication skills including writing, speaking, editing, and proofreading;

  • Have ability to self-start with excellent problem-solving skills

Bonus Points if you...

  • Have experience working in not for profit settings

  • Have familiarity with small organizations & wearing many hats

  • Are adaptable and willing to take on extra tasks and responsibility areas as needed

  • Have a relevant university or college degree

What might your week look like?

Monday

  • You start your week with processing staff payroll, bills and invoices. You’ll be scanning receipts, entering items in the Xero accounting software, writing cheques and organizing all items in the paper files;

  • Your afternoon ends with a check-in meeting with YAC staff and marketing contractors for updates on the website, social media and new marketing assets they’re working on. You’re supporting to make sure deadlines are being met, paperwork is up to date, processes are being followed and communication and plans are clear; 

Tuesday

  • Welcome a new staff member on and help them get set up with payroll, Alack, Trello, and email & reviewing their contract;

  • You might then tweak the onboarding process after setting up the new hire because you discovered something new you should add in to help create a better first experience with YAC;

  • After sending an email to appropriate staff updating on the improved process, you meet with the executive director to help prepare program information for an upcoming grant deadline;

Wednesday

  • Your morning is spent completing the grant application with the executive director, ensuring all of the information is accurate and the language clear and concise. You may be working together in the office or collaborating digitally through Zoom, Slack & Google Drive;

  • Your afternoon includes an all-staff meeting. You prepare your notes, feedback, and process updates for the staff so everyone understands their obligations around properly filling out time-sheets and submitting expense claims. You provide the staff with printouts of the improved forms you recently created. During the meeting, a creative discussion around expanding some popular programming gets going, and you weigh in with the team contributing creative ways to support a new program to develop in a way that integrates existing programs and processes.

Thursday

  • With the upcoming Annual General Meeting, you are focused on ensuring all of last quarter’s finances are complete and up to date, so the YAC board treasurer has accurate budget numbers to report on to the board. You are planning to attend part of the board meeting to assist in presenting this information. After reviewing the numbers you meet with the treasurer and the executive director to provide updated reports and answer any questions that are coming up;

  • With the finance tracking out of the way, you turn your attention to formatting the annual report in Google Slides. The ED and other staff have contributed a lot of content but the fonts, font sizes and margins are in disarray. Before you head home for the day, you ensure the annual report is looking polished, and you send the final version to the printer, so it will be ready to pick up early next week before the AGM;

Friday

  • The program staff are running a youth festival all day today. They’ve hired 20 artists, musicians, sound engineers, social media marketers and other creatives to make an amazing event happen by local youth artists. You’re staying in touch electronically with the staff team to provide background support during the event. In between supporting the program staff and the artists, you are able to reply to a dozen emails, and send out meeting requests to organize your schedule for the next two weeks, and have a short call with the insurance company clearing up some questions about our policy, related to upcoming outdoor events. You’ve left 2 hours free in your work schedule to be able to go by the performance the youth are putting on, and enjoy spending time with the YAC artist community, before heading home for the week, satisfied with a busy job, well done.

This is a full time position, ~35 hours /week. Weekend and evening work may be required on occasion. Salary $35,000 - 40,000K depending on experience.

Please send CV and cover letter to ryan@youthartconnection.ca

Deadline for applications Thursday, February 25th.