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The Law Foundation of BC

Director of Operations

Operations and Administration Team · Vancouver, British Columbia
Department Operations and Administration Team
Employment Type Full-Time
Minimum Experience Manager/Supervisor
Compensation $90,000 minimum

About the Law Foundation:
The Law Foundation of British Columbia (the Foundation) has a mission to advance and promote a just society governed by the rule of law, through leadership, innovation and collaboration. It has been doing this since 1969, using funds arising from interest paid on lawyers’ pooled trust accounts and other sources to make the law and justice system accessible, particularly to those segments of the public who face the greatest barriers to access.

Through its funding, the Foundation supports:

  • a network of 50 poverty law advocacy programs assisting people with their poverty law problems in communities around the province;
  • a network of 25 family law advocacy programs;
  • clinical legal education programs at all three law schools;
  • a variety of public interest law programs;
  • public legal education programs;
  • support for the provision of legal aid and public law libraries;
  • important work in law reform; and
  • a number of other programs and projects that contribute to enhancing the rule of law and access to justice in British Columbia.

The Law Foundation is committed to ensuring equity, diversity, and inclusion in our work.

We strongly encourage applications from members of communities that are marginalized or that experience structural discrimination including those identifying as Indigenous, people of colour, members of non-dominant ethnic, religious, linguistic, and/or cultural groups, women, (im)migrants/newcomers, people with (dis)abilities, and LGBTQ2S+ people, and we strongly encourage applicants to self-identify in their application if they feel comfortable in doing so. In order to achieve a representative team, preference may be given to applicants self-declaring as being a member of one or more of the groups identified above. The Foundation believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission.

About the position:

Position Description and Purpose:

Working with the Executive Director and other staff, the Director of Operations’ primary responsibility is ensuring organizational effectiveness and promoting excellence by providing and supporting leadership in relation to our operations and infrastructure, grant-making infrastructure, human resources, organizational development, and governance processes in a not-for-profit foundation context. The Director of Operations is a key part of the leadership team, alongside the Executive Director, Director of Policy and Programs, and Finance Director, and supports the Executive Director by ensuring that there is coordination between our teams and that our initiatives are well-planned and executed.

The Director will lead the Foundation’s Operations Team, consisting of at least four program assistants to implement strategies to enhance the Foundation’s internal operations to achieve our goals. The Operations Director works, in collaboration with the leadership team, to ensure that human and financial resources are appropriately allocated and managed; that an effective work environment is maintained through organizational policies, planning, internal communications, and internal training; that IT and physical infrastructure meet the organization’s needs; and that the organization’s operations and operational policies support our mandate and provide leadership in our sector.

The Operations Director assists the Executive Director with risk management in relation to the Foundation’s operations. The individual in this position will demonstrate a strong alignment with the Foundation’s values and develop a deep understanding of our mandate and core activities. They will show leadership, good judgment and strong ethics. 

The Foundation is embarking on a process to create a new strategic plan. It is also in a period of transition following a change in leadership and is pursuing structural and operational change to respond to the new challenges it faces. The Director will play a key role in developing and in ensuring the success of these initiatives.

To succeed in this role, the Director must be a strategic thinker who is capable of leading projects from vision through to execution—perceiving emerging opportunities for impact, building a goal-oriented strategy, aligning internal and external stakeholders around a shared vision, and ensuring implementation.

The Director will report to the Executive Director, and will be part of the Foundation’s leadership team, alongside the Executive Director, the Director of Policy and Programs, and the Finance Director.

Primary job responsibilities include the following, and other duties as assigned:

  • Provide strategic support to the Executive Director in relation to the Foundation’s operations, including in the development and execution of operational strategies, change and renewal in the Foundation’s operations, ways of working, and systems, and the renewal of our strategic plan;
  • Ensure that equity and inclusion are integral considerations in the Operations Team’s work and in recommendations made to the Executive Director in relation to the Foundation’s operations.

Operations management

  • Serve as a partner to the Executive Director, Director of Policy and Programs, and Finance in shaping the organization’s plans and trajectory, and catalyze efforts to put those plans into effect through the Foundation’s programs;
  • Work with the Executive Director to establish this new role, and to ensure that internal structural changes at the Foundation are a success;
  • Working with the leadership team to improve our grants management systems so that we can process and disburse grants efficiently, track their progress effectively and efficiently review issues raised by potential grants;
  • Assist the Executive Director on a range of policy and administrative issues and special projects, as required;
  • Work with the leadership team to ensure cohesion across the Foundation’s operations, including maintaining a high level of communication and collaboration across teams, among Operations Team staff, and between the Operations Team and other staff;
  • Collaborate with the Executive Director and the Directors of Policy and Programs, and Finance to set and maintain strong organizational culture and direction for the Foundation, including supporting staff during periods of transition and growth;
  • Lead and support the Operations team (consisting of 4 Program Assistants/Executive Assistants who provide direct assistance to Foundation staff and programs, and a Project Coordinator):
    • Provide leadership by assisting, coaching and mentoring the Operations Team, and supervise and support any other contractors assisting on projects;
    • Supervise the Operations Team and help them to develop and carry out feasible workplans and manage workloads across the team;
    • Ensure that work requests from other staff to administrative staff are properly managed and proactively deal with issues (such as uneven work distribution) that arise;
    • Ensure the successful onboarding of new Operations Team staff and conduct exit process with departing staff;
    • Lead the performance management of the Operations Team staff, establishing performance goals for the team as a whole and individual direct reports, and setting professional development goals;
    • Ensure effective evaluation and iterative improvement of the Operations team’s work and contribute to efforts to evaluate and improve the Foundation’s overall work;
  • With the Executive Director, ensure that the Foundation’s operations are managed effectively, are adequately resourced, and properly equipped with the required tools, training and infrastructure to achieve our goals;
  • With the leadership team, staff, and our external IT service providers, ensure the development and execution of a long-term IT plan for the Foundation focused on enhancing the ability of our staff to conduct their work efficiently. Ensure that all IT functions are effectively managed. Work with our external IT providers to ensure that the IT needs of all employees, and of Foundation operations, are met and that the system is maintained at a high level of efficiency. Ensure that IT procurement is appropriately planned and implemented to meet the Foundation’s information requirements and financial resources;
  • Identify opportunities to improve the use of our resources to meet our objectives;
  • Manage and lead the Foundation through its process of facilities renovation;
  • Oversee relationships with a range of the Foundation’s vendors, reviewing and negotiating contracts as appropriate. Ensure that vendor performance is appropriately monitored and managed;
  • Oversees operations of facility and equipment maintenance, ensuring a safe and continuously functional environment;
  • Build and maintain relationships with building management and contractors as appropriate, and ensure that facility-related issues are effectively managed;
  • Manage and update internal policies and procedures;
  • Support the Executive Director and leadership team in ensuring that all relevant regulatory requirements of the organization relevant to our operations are met (e.g.: privacy and anti-spam legislation).

Management & Human Resources

  • With the Executive Director and leadership team, help ensure that human resource and management risks are identified and managed;
  • Exercise good judgment in organizational decision-making;
  • Make decisions regarding operations-related strategy, risk, finances, and capacity as delegated by the Executive Director;
  • Lead the organization’s internal human resources strategy in partnership with the Executive Director, with a particular focus on supporting fellow the leadership team in their responsibilities for staff recruitment, development and retention within their departments;
  • Strengthen our practices for internal training and assessment;
  • In alignment and collaboration with the Executive Director:
    • Develop and implement management practices, policies, and training;
    • Work to support fellow members of the leadership team in developing and implementing strategies to manage and support their staff effectively and troubleshoot employee concerns if/when necessary. Work with managers to ensure that employees are accessing appropriate professional development and training;
  • Ensure that systems are in place to support effective management of hiring, onboarding, evaluation, and exit processes across all teams. Work with the leadership team to effectively develop recruitment strategies and foster relationships with potential future hires. Work to secure additional capacity as needed for periods of high workload, staff absence or turnover, etc;
  • Work with managers to ensure that internal meetings are effective and meet the needs of the organization;
  • Provide leadership in developing internal culture, including ongoing relationship building and seasonal celebrations;
  • Work with the Director of Finance to ensure that human resources administration including employee insurance and benefits plans, ROEs, contracts, and other HR record-keeping is carried out effectively;
  • Lead the development and revision of the Foundation’s human resources policies. Ensure that an updated employee handbook is maintained;
  • With the Finance Director, ensure that the Foundation’s employee benefits program(s) meet the needs of the organization in a cost-effective manner. Make recommendations regarding improvements or additions to benefits offered to employees;
  • With the Executive Director and leadership team, respond to emerging human resources issues.

Governance and strategy

  • With the Executive Director and leadership team, ensure that processes are implemented to carry out organizational planning (eg: staff planning exercises, annual cross-departmental work planning) at the staff level;
  • Contribute to strategy and planning processes with a focus on internal resource allocation, capacity planning, and organizational effectiveness;
  • Play a leadership role in advancing the operational processes connected with implementing the Foundation’s strategic plan, including working with the Executive Director and leadership team to ensure that plans and processes are in place to support the achievement of identified goals;
  • Support the Executive Director and the Executive Assistant in ensuring that the organization’s governance processes function effectively. Provide project management along with the Operations Team in the preparation of Board and Board Committee meetings and other governance processes as needed. Support the preparation of governance documents (board resolutions, policies, committee terms of reference, etc) where appropriate, in partnership with the Executive Director;
  • Ensure that appropriate Operations Team staff assistance is provided to Board Committees and Working Groups;
  • Along with the Executive Director and leadership team, ensure that governance records (e.g. minutes, documents, government filings) are appropriately maintained.

External Relations

  • When the Foundation undertakes a significant new initiative in partnership with another organization, collaborates as appropriate in forging a strong partnership to ensure that internal capacity and resources are properly managed;
  • Represents the organization as appropriate at meetings and events with an operational focus;
  • Identifies and undertakes networking opportunities, building relationships with colleagues at other organizations as appropriate.

Project management

  • Undertake projects as required to improve the Foundation’s internal systems and operations.

Financial management

  • With the Director of Finance, ensure that the Foundation’s operations are run efficiently and cost-effectively, and is responsible for administering the budget associated with the Foundation’s administrative team and support infrastructure;
  • Work with the Director of Finance and Executive Director in the development of the Foundation’s budget for internal operations;
  • Assesses and reports on risks associated with the Foundation’s operations;
  • With the Executive Director and Finance Director, provides leadership in relation to capital projects undertaken by the Foundation, including in relation to our premises;
  • Supports the Finance Team ensuring that they have the financial information they need from the operations team in a timely way;
  • Works with the Finance Director to ensure accurate financial reporting in relation to the operations team, and to support the annual audit.

Candidate qualifications

Please don't be discouraged from applying if you do not possess the precise combination of all of the skills, attributes, qualifications and experience listed below. Furthermore, if your lived experience provides you with a foundation that is equivalent to the work/volunteer experience listed, you are encouraged to describe that in your application.

Skills, attributes and experience - the following will be beneficial in this position:

General

  • Commitment to the Foundation’s mandate and the core values of equity, trust, collaboration and accountability;
  • Strong work ethic, integrity, initiative, follow-through, and good judgment;
  • At least two years’ experience coordinating and/or managing a collaborative team (or relevant transferable skills);
  • Significant work experience with a variety of operational responsibilities. The ideal candidate has been a substantial part of at least one excellent organization’s development;
  • Track record of being an excellent personnel manager;
  • Excellent written and oral communication skills, especially the ability to explain one’s views clearly;
  • Curiosity about and ability to rapidly acquire knowledge in areas beyond current expertise;
  • At least two years’ experience with human resources matters, preferably in a non-profit environment; knowledge of BC’s Employment Standards Act;
  • High attention to detail;
  • Directness and openness in giving and receiving feedback;
  • An orientation towards questioning and improving organizational practices rather than taking them as given;
  • Flexibility and adaptability;
  • Comfort explaining and discussing decisions using clear, systematic frameworks;
  • Comfort with getting things done either via delegation or directly, depending on what the situation calls for. Proven track record of achieving change through creative thinking, and ability to manage change including planning, building support, communication, and handling resistance to change in a way that promotes successful implementation;
  • Must be extremely well organized, able to prioritize tasks and meet deadlines, and work independently and as part of a team;
  • Experience working in a non-profit organization an asset;
  • Cultural competency, and experience working in an environment that works to affirm the rights of disadvantaged and marginalized groups such as: Indigenous peoples, LGBTQ2S+; persons with disabilities; ethnic, religious or linguistic minorities; and/or women and children;
  • Experience working with boards of directors and an understanding of board governance;
  • Discretion and ability to handle confidential issues;
  • Effective at building trusting relationships internally and externally;
  • Self-reflective, critical thinker about their work and the team's work, with an aim to improve systems and outcomes;
  • Decisive insight - ability to draw on one's experience, knowledge and training, data, and the knowledge of others, to analyze and solve problems in difficult and complex situations to support making the best decision possible at the most appropriate time, taking into account risks and benefits;
  • Ability to be a productive member of and leader of a community of people at work, respecting differences while working toward shared goals, comfort with periods of ambiguity, constructive participation in on-going organizational development;
  • Excellent and sensitive interpersonal skills, including an ability to listen to others and learn from their best ideas, share best practices and experiences, and contribute to a learning environment;
  • Exceptional people management and team management skills, including the ability to build teams, constructively lead and coach staff and instill them with a sense of shared commitment, purpose and ownership in their work;
  • Commitment to creating and reinforcing a transparent, accountable, mutually respectful, collaborative work environment;
  • Commitment and ability to proactively manage your own and your direct reports’ workload, recognizing both the reality of external events beyond our control and the Foundation’s desire and commitment to fostering a healthy workplace which supports employees with a range of family structures and personal commitments;
  • Post-secondary diploma or degree or equivalent combination of education and experience, including lived experience;
  • Excellent written and oral communication;
  • Knowledge of administrative and office procedures;
  • Intellectual agility and ability to analyze evidence, think critically, and to research and understand best practices in relation to the Foundation’s operations;
  • Administrative skills, in particular an appreciation for the importance of strong fiscal management and experience managing budgets;
  • Effective at inspiring and managing the work of a skilled team with a varied workload, including planning, triaging, and prioritizing both proactive and reactive areas of work;
  • Skill and interest in facilitating collaborative processes which foster ongoing improvements to workplace policies, practices, and procedures;
  • Skills in facilitation, conflict resolution, and/or process leadership;
  • Experience in project management – ability to use communication, planning, technology and administrative skills to run major projects
  • Experience in assessing individual and organizational professional development needs and securing appropriate external or in-house training;
  • Experience supporting managers in managing effectively;
  • Knowledge in developing, implementing and evaluating organizational design plans;

Technological

  • Strong computer skills (Office suite, Internet & web publishing), ability to master new programs quickly;
  • Experience using online project management platforms (e.g. Asana) and HRIS systems (e.g. BambooHR);
  • High level of familiarity and effectiveness with database use and data management;
  • Ability to evaluate technology resources and plan to meet organizational technology needs;

Leadership

  • Excellent problem-solving and divergent thinking skills (the ability to generate creative ideas by exploring multiple possible solutions);
  • Exceptional interpersonal and communications skills (written/oral);
  • Experience in project management – ability to use communication, planning, technology and administrative skills to run major projects;
  • Solid ability to provide leadership in relation to the functions of the job;
  • Knowledge in developing, implementing and evaluating organizational design plans;
  • Established network of connections in non-profit sector is advantageous;

Administrative / Financial

  • Knowledge and skills of core HR functions a requirement;
  • Financial management skills including ability to understand financial reports, budgets, forecasts and financial plans;
  • Experience working with complex budgets a requirement;
  • Ability to manage operations and physical facilities in an organization of the Foundation’s size;
  • Ability to understand and navigate applicable regulatory requirements.

Compensation:

Salary range begins at $90,000 and will depend on experience.

Benefits include:

  • generous extended health and dental plan for the employee, spouse and dependents;
  • a life insurance plan;
  • 3 weeks’ annual vacation to start (this may vary depending on a candidate’s current vacation entitlement) and late-December office closure;
  • generous sick leave policy;
  • RRSP contribution of 6% of salary without matching requirement, after first year of employment;
  • relevant professional fees and memberships covered;
  • training and professional development funding;
  • Parental leave benefits.

Our workplace environment also includes the possibility for flexible work arrangements. The Foundation is committed to the professional development of its staff an provides a range of training opportunities.

Application and selection process:

Please submit the following through this application portal:

  1. Resume (upload as PDF).
  2. Cover letter (upload as PDF - up to two pages) which should specifically address:
    • your experience exercising good judgment in relation to this position’s areas of responsibility;
    • your approach to and experience coordinating or managing teams and personnel matters;
    • and your degree of comfort and experience managing systems change.
  3. Three references who can speak to your skills and experience (whether paid or unpaid) (enter these directly into the provided fields in this portal). The Law Foundation may request that a candidate provide supplemental references if required.

When submitting your application please name and save your attachments with your first and last name in the title, such as: “FirstnameLastname Resume.pdf” and “FirstnameLastname Cover Letter.pdf”.

Please note that the content and/or format of your cover letter, resume/CV and other materials may be evaluated as part of the assessment process.

Closing date: We will begin our formal review of applications after February 19th. We will accept applications on a rolling basis until we have found the successful candidate.

Interviews will be conducted by Foundation staff at our office in Vancouver or by video for candidates who live outside of the south coast of BC and southern Vancouver Island. The Foundation will make appropriate accommodations if needed for candidates that we interview. There may be a requirement for a second interview, and a request for writing samples to be provided. Please note, the successful applicant requires a police record check.

Strong candidates who are not selected for this position may be included on an eligibility list for future positions.

By submitting your application, you certify that all information submitted is true, complete and correct. Any information provided in your application, any assessment documents or processes and/or an interview that is found to be false or misrepresented in any respect, may eliminate you from further consideration for employment or may result in dismissal.

We acknowledge that the Foundation’s main office is located in Vancouver on the shared lands of the Musqueam, Squamish and Tsleil-Waututh Nations, and conducts its work throughout the homelands of Indigenous Peoples across the place we now call British Columbia. The Law Foundation is committed to supporting a just and meaningful reconciliation between Indigenous peoples and others in these lands.

 

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  • Location
    Vancouver, British Columbia
  • Department
    Operations and Administration Team
  • Employment Type
    Full-Time
  • Minimum Experience
    Manager/Supervisor
  • Compensation
    $90,000 minimum