Senior Operations Coordinator

Job Description:

PURPOSE OF THE POSITION

The Senior Operations Coordinator for Smart Start & Smart Play oversees, coordinates, and provides direct supervision and support to the Directors of Smart Start Programs and the Manager of Smart Play Programs. This role ensures the effective and efficient delivery of high-quality programs, fostering potential and capacity in personnel, operations, and community settings. The coordinator addresses emergent needs to achieve program outcomes and objectives, bridging service work to the broader goals of the Early Learning (Smart Start) programs and School Age (Smart Play) programs.

SCOPE

CHANCES (Caring, Helping, And Nurturing, Children Every Step) is a non-profit, charitable organization providing a range of child development and parent support services to children from 0-11 years and their families, particularly those experiencing additional life challenges. In offering comprehensive programs and services, CHANCES receives funding through the Public Health Agency of Canada, the province of Prince Edward Island, and private donations.

PRIMARY RESPONSIBILITIES

1. Operations:

• Provide leadership to Directors and the Smart Play Manager to ensure high-quality programs that support child and family development.
• Develop and implement operational policies for Smart Start & Smart Play Programs.
  Ensure completion of required assessments such as Early Years Evaluation, Program Observation Tool, ECCERS, and IDERS.
• Integrate Smart Start & Smart Play into the continuum of CHANCES programs.
• Contribute to the development and execution of operational plans.
• Identify and address program needs, challenges, and opportunities.
• Foster a positive, strength-based team environment that supports the organizational culture.
• Oversee a multi-disciplinary team, utilizing a case management framework to ensure best practices and quality programming.
• Manage the operational cycle and plan service delivery to achieve program goals.
• Review family case plans to ensure programming meets participant needs and diversity.
• Promote community participation to foster support and meaningful outcomes.
• Implement leading practices and safety protocols.
• Engage with community resources for collaboration and service improvement.
• Observe classroom activities to provide feedback and coaching to staff.
• Participate in and complete grant proposals, funding applications, and reports.
• Maintain accurate financial records, manage budgets, and meet funder requirements.
• Prepare reports and annual budget projections for effective program planning.
• Ensure timely development, management, and reporting of service delivery information.
• Review and manage staff timesheets and leave requests.
• Work with OHS and HR on staff incidents and WCB claims.
• Perform other duties as assigned.

2. Staff Supervision and Support:

• Build supportive supervisory relationships with staff.
• Promote a work culture of excellent performance and high morale.
• Provide supervision and support to Directors and the Smart Play Manager, including performance management.
• Ensure adherence to CHANCES human resource policies, including progressive disciplinary policies.
• Identify and facilitate professional development and training opportunities for staff.
• Ensure essential training, such as CPR, is secured for staff.
• Assist HR management with recruitment, screening, selection, orientation, and training of staff.

3. Coordinating Team:

• Participate as an effective member of the Coordinating Team to ensure program integration.
• Develop an operational plan for the coordinated delivery of high-quality programs.
• Serve on internal sub-committees to support CHANCES’ overall work.

4. Research & Evaluation:

• Oversee and support research and evaluation initiatives for Smart Start & Smart Play programs.
• Coordinate program reviews and ensure effective data collection for evaluation and monitoring.
• Prepare and assist with grant proposals, funding applications, and reports.
• Maintain accurate financial records, manage budgets, and meet reporting deadlines.
• Ensure timely management and reporting of service delivery information.
• Manage staff timesheets and leave requests.
• Address staff incidents and coordinate WCB claims with OHS and HR.
• Perform other duties as assigned.

WORKING CONDITIONS

Physical Demands:

• Lifting and carrying bags (toys, supplies) and lifting children 10-15 pounds on a daily basis.
• Bending, kneeling (while working with children) required on a daily basis.
• Stairs in and within programs and assisting children with mobility.

Environmental Conditions:

• Traveling several times a week throughout the province to visit sites.

Sensory Demands:

• Multiple senses required for nonverbal communication, parent/child interaction, observation skills for unusual signs and symptoms of illness, and assessing the physical environment, required daily.

Mental Demands:

• Providing support for families who may be angry, frustrated, anxious, depressed, and/or difficult to work with, required daily.
• Working independently and attending programs; may experience unpredictable situations daily.
• Working in a cross-cultural setting with clients who have different value systems and/or languages daily.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong leadership and management skills.
• Excellent organizational and operational planning abilities.
• Proficient in developing and implementing policies and procedures.
• Effective communication and interpersonal skills.
• Ability to build and maintain positive relationships with staff and community partners.
• Strong problem-solving and critical-thinking skills.
• Proficient in budgeting, financial management, and reporting.
• Experience with grant writing and funding applications.
• Knowledge of early childhood development and best practices.
• Ability to work collaboratively in a team environment.

QUALIFICATIONS

• Completion of a recognized post-secondary degree in early childhood education or a related field or similar program, supplemented with proven leadership experience in a similar role.

SALARY AND BENEFITS

• Hourly wage between $37.10 to $40.12
• 40 hours per week, Monday to Friday
• 4% matching pension plan
• Comprehensive benefits package available

ADDITIONAL REQUIREMENTS

• Proof of immunization in keeping with current public health practices and CHANCES vaccination policy is required.

CHANCES Additional Requirements:

• Valid Class 5 driver’s license.
• Basic CPR.
• Non-Violent Crisis Intervention training.
• Child Protection – Concerns and reporting.
• CPR/Infant CPR.

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