OPERATIONS COORDINATOR JOB ROLE
Position Summary
The Operations Coordinator helps keep Save Our Scruff running smoothly so that our team can focus on what matters most: rescuing, rehabilitating, and rehoming dogs. Every task, process, and interaction supports our shared purpose: Together, let's help dogs.
Reporting to the Executive Director, the Operations Coordinator provides day-to-day administrative, operational and program support across the organization. This role works collaboratively with staff and volunteers to strengthen organizational systems, improve operational consistency, and support the effective delivery of programs and services.
Working closely with our growing team, the Operations Coordinator is highly organized, adaptable, and solutions-focused. They play an essential role in strengthening the organization's operational foundation, improving collaboration across teams, and ensuring knowledge, processes, and resources are accessible, sustainable, and positioned for future growth.
Key Responsibilities
Operations & Administrative Coordination
Collaborate to document, refine, standardize, and maintain procedures, forms, templates, and records.
Coordinate across departments to ensure projects, initiatives, and daily operations remain on track.
Monitor operational workflows and identify opportunities to improve efficiency, consistency, and sustainability.
Respond to general organizational inquiries and direct requests to the appropriate team members.
Maintain organizational calendars, schedules, shared resources, and internal documentation.
Assist with meeting coordination, agenda preparation, minute taking, and follow-up on action items.
Systems Development & Process Improvement
Develop and maintain accessible operational documentation, standard operating procedures, and training materials.
Collaborate with volunteers and staff to capture institutional knowledge and standardize operational practices.
Support the implementation of new systems, technology, and workflows that streamline administrative processes and improve cross-team collaboration.
Help build operational continuity by reducing reliance on undocumented knowledge and creating sustainable processes.
Program Support
While building an understanding of organizational operations, learn and provide support across program areas.
Assist with coordinating logistics and documentation.
Maintain accurate records, tracking and reporting related to programming.
Support on the ground activities when needed, particularly when volunteer support is not available. This includes intakes, events, supply transfers, vet visits, partner meetings and more.
Volunteer & Community Support
Partner with volunteers to support volunteer onboarding, orientation, scheduling, and record management.
Maintain volunteer communications and support engagement initiatives.
Develop onboarding resources and guides that support volunteer success.
Respond to inquiries and provide administrative support throughout the volunteer lifecycle.
Ensure volunteers have access to current information, resources, and documented procedures.
Financial & Administrative Support
Support the processing of invoices, expense reports, donations, and purchase requests.
Maintain financial and administrative records in accordance with organizational procedures.
Support budget tracking and reporting by preparing administrative documentation as requested.
Assist with grant, fundraising and donor management, administration, reporting, and document collection as required.
Compliance & Records Management
Ensure organizational records are maintained in accordance with privacy, regulatory, and organizational requirements.
Support compliance with organizational policies, procedures, and operational standards.
Assist with audits, reporting requirements, and documentation reviews.
Maintain confidentiality when handling sensitive organizational, donor, volunteer, partner and adopter information.
Qualifications
Education & Experience
Post-secondary education in Business Administration, Office Administration, Nonprofit Management, or a related field, or an equivalent combination of education and experience.
One to two years of experience in an administrative, operations, or coordination role.
Experience working in a nonprofit organization or volunteer-based environment is considered an asset.
Proficiency with Google Workspace, Slack, and Canva.
Experience using CRM, volunteer management, or case management systems is considered an asset.
Competencies
Exceptional organizational and time management skills.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Ability to build collaborative relationships with staff and volunteers.
Ability to manage multiple priorities while adapting to changing operational needs.
Initiative, resourcefulness, and sound problem-solving abilities.
Strong administrative, documentation, and process improvement skills.
Ability to maintain confidentiality and exercise discretion.
Customer service mindset with professionalism and empathy.
Commitment to animal welfare and Save Our Scruff's mission and values.
Ability to work collaboratively within a volunteer-driven organization, learning from experienced volunteers while helping strengthen systems and processes over time.
Ability to respond calmly and effectively in a dynamic environment where priorities may shift quickly.
Working Conditions
Primarily remote work environment with flexibility based on operational requirements.
Occasional evening and weekend work required to support organizational activities and events.
Attendance at meetings, fundraising events, volunteer appreciation events, and rescue-related activities may be required.
Support with on-call emergencies may be required.
A valid Ontario Driver’s License, access to a vehicle, and appropriate insurance coverage is a requirement of the role.
Compensation & Benefits
Full time, salary
Salary range: $47,298-$54,832
Employee Benefits
10 sick / personal days
Mileage coverage for work related activities
2 weeks vacation
Remote work with some in person work within the GTA and beyond
Computer & Phone provided