Operations Manager at Hillel BC

HILLEL BRITISH COLUMBIA

Job Description: Operations Manager

Reports to: Managing Director

Location: Hillel House, UBC Campus

Role Overview

The Operations Manager is the operational and administrative backbone of Hillel BC. Reporting to the Managing Director, this role ensures that the organization's finances, facilities, security, systems, and major initiatives are executed with precision, professionalism, and attention to detail.

This is a hands-on, multi-faceted role that spans day-to-day operational management and project-based execution. The Operations Manager keeps the back-office running accurately and reliably while also providing the coordination capacity needed to bring Hillel BC's largest events, campaigns, and projects to life — including the 80th Anniversary celebration, Pencil Yourself In, Hillel Global Giving Week, and signature events.

The role works in close partnership with the Managing Director, providing the financial records, operational support, project coordination, and execution capacity the Managing Director relies on to lead budgeting, fundraising, and the strategic plan. Strategic direction, fundraising leadership, and external communications sit with the Managing Director and Executive Director; this role makes that work possible through dependable, professional execution.

Reporting & Working Relationships

• Reports to the Managing Director and serves as the Managing Director's operational and administrative right hand.
• Works closely with the Treasurer, Accountant, and Auditor on financial matters.
• Coordinates with university security, private security providers, and local law enforcement on safety and security.
• Coordinates with programming staff, vendors, volunteers, and external partners to ensure smooth execution of major initiatives.
• May be called on to support programs and events that occur during Shabbat or Jewish holiday evenings and weekends.

Responsibilities

Finance & Accounting

• Manage the organization's financial and accounting systems and day-to-day bookkeeping.
• Administer and monitor cash flow and projections, ensuring the organization can consistently meet its obligations.
• Record financial transactions, collect and pay bills, and keep all financial records accurate and up to date.
• Prepare monthly and quarterly financial statements and reports that support the Managing Director's budgeting and financial oversight.
• Track spending against budget, flag variances, and give the Managing Director the information needed for forecasting and decision-making.
• Maintain internal financial controls and safeguard the organization's assets.
• Distribute petty cash, and collect, verify, and reconcile credit card statements against receipts.
• Review and approve minor UVic expenses, and collect and reimburse mileage.
• Administer employee payroll and benefits, working with payroll providers and benefits brokers.
• Prepare materials for and liaise with the Treasurer, Accountant, and Auditor, supporting the annual audit led by the Managing Director.
• Ensure compliance with CRA charitable requirements and related filings.

Donor & Gift Administration

• Manage the donor database and keep gift records accurate and current.
• Process donations and issue tax receipts in line with CRA requirements.
• Issue thank-you letters, invoices, acknowledgements, and tribute cards.
• Provide back-end support for fundraising campaigns, including Pencil Yourself In and Hillel Global Giving Week, handling donor data, processing, receipts, and campaign logistics.
• Coordinate donor communications, acknowledgements, and follow-up as directed.

Security

• Serve as Hillel BC's lead on physical security, ensuring students, staff, and facilities are protected across our spaces.
• Manage coordination and relationships with university security at UBC and UVic, private security providers, and local law enforcement, including the RCMP and VPD.
• Oversee security systems and infrastructure, including access control, alarms, cameras, keys, fobs, and codes, and manage security upgrades and updates.
• Arrange security coverage for events, high-traffic periods, and times of heightened risk.
• Serve as the point of contact for security incidents, ensuring timely response, documentation, and follow-up, and keeping the Managing Director and Executive Director informed.
• Maintain building security and emergency response protocols, and ensure staff know how to act in a security incident.

Facilities & Building Operations

• Ensure the UBC and UVic buildings, equipment, and grounds are well maintained, clean, and fully functioning.
• Arrange and supervise maintenance, repairs, and upgrades, including computer and telephone systems.
• Respond to building emergencies and facility or equipment alarms, and carry out preventative maintenance proactively.
• Provide operational supervision of UVic building operations, and review and approve UVic maintenance requests.
• Oversee ordering and upkeep of office and building supplies, and manage updates and upgrades to student spaces.
• Liaise with UBC and UVic Building Operations, parking, and campus facilities.

Rentals, Insurance & Risk

• Manage building rentals, tenants, and inquiries, including contracts, staffing, insurance, and the rental back-end such as filing and payment processing.
• Assist student groups with obtaining insurance coverage for events.
• Manage all insurance requirements and renewals, and serve as point of contact for the insurance provider.
• Review, negotiate, and renew agreements with contractors, vendors, and suppliers to ensure quality and cost-effectiveness.
• Support business continuity and risk management planning.

Major Project & Event Support

• Provide hands-on support for Hillel BC's major initiatives, including the 80th Anniversary celebration, conferences, Pencil Yourself In, and signature events.
• Execute project tasks as directed by the Managing Director, including logistics coordination, materials preparation, vendor communication, and on-site event support.
• Manage timelines, track deliverables, and ensure that project milestones are met on schedule.
• Coordinate with internal teams and external partners to ensure all elements of major projects are aligned and executed smoothly.
• Provide physical, on-the-ground support during events, including setup, coordination, troubleshooting, and breakdown.
• Support post-event follow-up, including thank-you communications, debrief, and documentation.

Materials Preparation & Coordination

• Prepare and organize materials for campaigns, events, and programs, including printed materials, signage, swag, and promotional items.
• Coordinate ordering, inventory, and distribution of materials across UBC and UVic locations.
• Maintain organized systems for materials storage and retrieval.

Administration, Systems & Office Management

• Manage and enforce general office policies and procedures.
• Oversee office and building technology and systems so that staff have what they need to work effectively.
• Keep organizational records current and assist in maintaining policy and procedure documentation, including upkeep of the HR Manual in partnership with the Managing Director.
• Prepare minutes, reports, and materials for Board meetings, supporting the Managing Director and Executive Director in their Board work.
• Manage scheduling, calendar coordination, and meeting logistics as needed.
• Support the Managing Director with communications logistics, including Constant Contact, email campaigns, mailings, and outreach coordination.
• Draft correspondence, acknowledgements, and communications as directed.
• Maintain contact lists, distribution systems, and communications records.
• Support and assist in organizational improvement and systems initiatives.

Health & Safety

• Maintain health and safety protocols and ensure the organization meets regulatory requirements and best practice.
• Run periodic facility safety checks and coordinate required health and safety training for staff and volunteers.

HR Administration

• Maintain personnel records and support HR compliance under BC employment standards.
• Support recruiting and onboarding logistics for new staff and volunteers.
• Administer employee benefits and ensure timely, accurate payroll processing.

Event & Programming Operations Support

• Provide operational and logistical support for major events, including the Gala, with the Managing Director leading the planning.
• Support daily programming operations with the programming team, including event-prep organization, shopping for weekly and daily programs, and related tasks as needed.
• Create or coordinate event-related resource materials.

Qualifications & Skills

• Two to five years of relevant experience in operations, administration, project coordination, or event logistics, ideally in a nonprofit or community setting.
• Strong bookkeeping and financial administration skills, with familiarity with accounting systems, general ledgers, internal controls, and month-end and year-end procedures.
• Knowledge of CRA charitable policies and the operation of a not-for-profit organization.
• Proficiency with donor databases, such as LittleGreenLight or Raiser's Edge, and with Microsoft Office, particularly Word and Excel.
• Working knowledge of payroll and benefits administration, and familiarity with BC employment standards.
• Experience with facility management, building operations, and security coordination.
• Familiarity with insurance, risk management, and vendor and contract management.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and shifting priorities.
• Excellent written and verbal communication skills, with professional tone and presentation suited to donor, Board, and community audiences.
• Ability to execute tasks efficiently from clear direction, with minimal need for repeated instruction.
• Comfort with physical, hands-on work, including event setup, materials handling, and on-site coordination.
• Strong interpersonal skills and a collaborative working style, with the ability to work effectively across teams and with external partners.
• Professional demeanor and positive attitude, with the ability to engage with all assigned tasks willingly and constructively.
• Post-secondary degree or equivalent experience.

What Success Looks Like

• Finances, facilities, and back-office systems run accurately, securely, and reliably.
• Major projects and events are executed smoothly, on time, and to a high standard.
• Campaign logistics, including tax receipts and donor communications, are handled accurately and professionally.
• The Managing Director is freed to focus on strategic leadership, fundraising, and external relationships, confident that execution is in capable hands.
• Administrative systems, materials, and coordination are well organized and reliable.
• All communications and interactions reflect professionalism, clarity, and a positive attitude.
• Tasks are completed efficiently from first instruction, with minimal need for follow-up or correction.

What the Role Calls For

• A hands-on, can-do approach to work, with willingness to engage fully in all assigned tasks.
• The ability to execute tasks efficiently and accurately from clear direction.
• Strong communication skills and professional presentation in all interactions.
• Physical stamina and mental engagement for an active, dynamic role.
• A collaborative working style and positive attitude that contributes to a strong team culture.
• The capacity to learn quickly, adapt to new challenges, and grow more capable with each project.

What You'll Receive

• Competitive salary in the nonprofit marketplace. The salary range for this role is $65,000–$70,000.
• A comprehensive health insurance package, including an additional $500 wellness package.
• Monthly bus pass or on-campus parking covered.
• Great professional development, mentoring, and skill-building opportunities.
• Paid vacations and a supportive environment.