Business Management Specialist at John Howard Society of Ottawa

Ottawa, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

05 Oct, 26

Salary

44.0

Posted On

07 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Analysis, Process Improvement, Strategic Alignment, Project Coordination, Regulatory Compliance, Vendor Management, Procurement, DEI Frameworks, Stakeholder Coordination, Financial Reporting, Policy Development, Change Management, Internal Auditing, Briefing Note Preparation, Risk Management, Quality Management

Industry

Non-profit Organizations

Description

Position Overview The Business Management Specialist supports the effective functioning and continuous improvement of the organization's operational systems by conducting organizational analysis, assessing management practices and contributing to strategic alignment across the John Howard Society of Ottawa (JHS Ottawa). This role serves as a central point for coordinating and advising on operational functions, process improvement initiatives, procurement systems and cross-departmental projects designed to enhance organizational effectiveness, efficiency and workplace culture. Working closely with the Executive Director, Associate Executive Director, Director of Administration, Director of Human Resources and the broader leadership team, the incumbent supports the assessment and implementation of organizational priorities, strengthens internal and external communication and coordination across departments, and contributes analytical input to initiatives to ensure alignment with JHS Ottawa’s mission, regulatory obligations, DEI commitments, contractual requirements and strategic objectives. Detailed Duties and Responsibilities The following duties are mandatory and constitute the core responsibilities of this position: 1. Organizational Analysis, Advisory and Process Improvement * Analyze the organization’s operational and management structures, workflows and contracts to provide evidence-based advice to senior leadership on improving organizational effectiveness and efficiency. * Conduct inquiries and internal assessments to evaluate the efficiency and effectiveness of administrative policies, procedures and programs, and document findings for leadership review. * Assess internal systems and procedures across operations, procurement, communications and information management, and propose improvements to enhance consistency, compliance and performance. * Contribute analytical input, planning and support to organizational change initiatives, including process redesign and operational restructuring. * Monitor progress on organizational initiatives, identify risks or implementation gaps and recommend corrective actions or resource adjustments to leadership. * Lead organizational assessments of policies, procedures and management practices to identify barriers to equity and inclusion across administrative and operational systems. * Provide analytical advice and recommendations to senior leadership on integrating Diversity, Equity and Inclusion (DEI) considerations into governance structures, policies and internal decision-making processes. * Support the development, implementation and monitoring of DEI-related frameworks, action plans and performance indicators aligned with organizational strategy and regulatory expectations. * Monitor progress on DEI initiatives, identify risks or gaps in implementation, and recommend corrective actions or process improvements. Page Break 2. Regulatory Compliance and Quality Support * Support internal compliance efforts by maintaining records, preparing documentation and assisting with submissions and filing to external regulatory or funding bodies. * Contribute to quality management practices by supporting internal reviews, documentation standards and continuous improvement of administrative systems and controls. * Research, interpret and apply applicable federal and provincial legislation, regulations and guidelines relevant to non-profit governance and operations. * Prepare compliance summaries, briefing notes and reports for review by senior leadership and the Board of Directors as required. 3. Project Coordination and Organizational Planning * Coordinate cross-departmental organizational and operational projects from planning through implementation, ensuring alignment with strategic priorities and organizational objectives. * Maintain structured project documentation, tracking tools and reporting systems to support accountability, transparency and decision-making by senior management. * Prepare analytical summaries, briefing materials and presentations to support executive decision-making and organizational planning. * Facilitate stakeholder consultations, working group meetings and project review sessions, documenting outcomes and follow-up actions. * Develop and maintain work plans, timelines and milestones for organizational and operational initiatives. 4. Systems, Operations and Vendor Liaison * Review procurement, vendor management, purchasing, contracting and account management processes to identify risks, inefficiencies and improvement opportunities as well as cost minimization strategies. * Act as a liaison with external service providers, including IT vendors, to support system performance, issue resolution and continuous improvement of internal tools and platforms. * Evaluate vendor performance against contractual obligations and service-level agreements and report findings to senior leadership. * Support the development and maintenance of internal operational policies, procedures and process manuals. 5. Procurement and Financial Process Support * Review and support procurement and vendor management processes to ensure consistency with internal processes and regulatory requirements. * Assist in evaluating and improving purchasing, contracting and account management procedures in collaboration with Finance, Administration and Human Resources. * Contribute to the preparation of procurement documentation, requests for proposals and contract evaluation frameworks. * Support financial reporting and budget monitoring activities related to operational projects and administrative functions in collaboration with the Finance team. 6. Communications and Stakeholder Coordination * Strengthen internal and external communication and coordination across departments to support organizational effectiveness. * Prepare reports, correspondence and briefing materials for senior leadership, funders and/or external partners. * Support the development of internal communication strategies and tools to promote organizational awareness and engagement. * Liaise with community partners, government agencies and funding bodies as required to support organizational objectives.

Responsibilities

The Business Management Specialist analyzes operational systems and management practices to improve organizational effectiveness and strategic alignment. The role coordinates cross-departmental projects, manages procurement processes, and ensures compliance with regulatory and DEI commitments.