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JOB OPENING

EXECUTIVE DIRECTOR
(Competition extended)

(continued from the Home page)

As the senior executive of our vital organization, working in conjunction with key partners and stakeholders, you will develop innovative programs that meet the needs of the English-speaking community and along with your staff assure the implementation of these programs.  Persistence and resolve to see projects and issues through to completion in a respectful and collaborative manner is essential

As the ideal candidate, you are an experienced leader with a strong track record of success in motivating and collaborating with others to achieve goals and objectives. You possess unwavering ethics and experience delivering programs and services. You are recognized for your leadership and ability to foster teamwork and results through excellent and professional interpersonal and communications skills. You have demonstrated success in a non-profit environment, a proven ability to facilitate Board activities, exposure to the operational aspects of Association management and appreciation for the inner workings of a member-driven organization.

Qualifications:

• University degree in Social Services, Business Administration or a related field

• Minimum 3 years experience in a management role in a community health care or social service agency or non-profit organization working with a Board of Directors, staff, management and government ministry officials

• Demonstrated leadership, organizational and planning skills

• Superior computer skills with knowledge of Microsoft Office

• Demonstrated ability to successfully establish and maintain productive relationships with the citizens of the English-speaking community, a volunteer Board of Directors, staff, volunteers, partners and government agencies

• Experience and knowledge of financial management of a non-profit, government funded organization

• Entrepreneurial with thorough knowledge and proficiency in program development, community development, program delivery and evaluation

• Ability to work effectively without supervision and as a team member to achieve outcomes and deadlines

• Exceptional interpersonal and conflict resolution skills

• Ability to maintain a calm presence in a sometimes turbulent environment, and a sense of humour

• Proven proposal writing skills

• Excellent written and verbal communication skills, including the ability to synthesize and communicate complex issues in a clear and effective manner, especially when speaking on behalf of the Association

• Outstanding presentation ability within and external to the organization

• Excellent written and oral communication skills in both English and French

Responsibilities

• Provide assistance and guidance in the development of short and long-range plans and goals of the Association;

• Ensure the implementation, ongoing supervision and evaluation of operating policies and procedures;

• Maintain an effective and cost efficient office environment and manage the financial and operational affairs of the office;

• Prepare the annual budget, monitor financial reports and ensure that budget goals are met;

• Manage the hiring, performance evaluation, development and termination of all staff;

• Ensure compliance to minimum standards in accordance with all government legislation, regulations and guidelines pertinent to the Association’s role as an employer and not-for-profit agency;

• Oversee all electronic communication mediums of the Association;

• Explore opportunities for expansion of the Association’s membership;

• Coordinate responses to government actions and initiatives;

• Maintain full awareness of the complete financial, statistical, and accounting records of the Association;

• Ensures that operating results established in the annual budget are achieved and the control of operating expenses within budget;
  Sign all checks;

• Ensure the preparation of the annual budget for Board approval;

• Responsible for the implementation and supervision of accounting procedures and coordination with the Treasurer and external auditor to ensure the timely and accurate production of the audited financial statements;

• Present program recommendations, monthly and/or as required financial and operational reports to the Board; Keep the Board informed (on a timely basis) of significant issues affecting the development and delivery of programs and services;

• Prepare and co-ordinate briefing documents, media conferences and awareness events as directed by the Board of Directors; Prepare and distribute news releases in accordance with Association policy statements;

• Submit all information, reports and records as requested or required by law to appropriate government officials or the Board of Directors;

• Maintain communication and liaison with external groups, government officials, and other organizations or agencies as required;

•  Research and write proposals on behalf of the Association, as directed by the Board;

• Attend and contribute to Board and Committee meetings;

• Assist with Board recruitment and governance;

• Offer support and guidance to Board Committees as needed;

• Oversee the overall strategy for volunteer programs and oversee the recruitment and management of volunteers, trouble-shooting with volunteers as necessary;

• Other duties as required

JOB DESCRIPTION

The Executive Director of the Regional Association of West Quebecers, under the direction of and representing the Board of Directors, is responsible for the implementation of Board decisions and the administration of its affairs, as per the West Quebecers Constitution.

The Executive Director acts as an advisor to the Board regarding policy development and initiatives. He/She ensures that all proposals for programs or activities are properly prepared for consideration by the appropriate committee(s) of the Board and/or for consideration and approval by the Board and oversees the execution of programs that are adopted.

The Executive Director attends all Board meetings, without the right to vote, and is an ex-officio member of all committees of the Association.

Duties

1. Provides assistance and guidance in the development of short and long-range plans and goals of the Association.

2. Ensures the implementation, ongoing supervision and evaluation of operating policies and procedures.

3. Plans and recommends policy and programs to the Board or its appropriate committees. Assists committees with developing, carrying out and providing administrative support for specific projects.

4. Implements decisions and policies made by the Board; Represents Board of Directors to all media and affiliate organizations.

5. Ensures the operation of an efficient and effective office by establishing sound administrative and accounting procedures.

6. Is responsible for human resource management in collaboration with the Board with respect to determining needs, developing job description, hiring of contracts, full and part-time staff, supervises, develops, co-ordinates and evaluates work standards of staff.

7. Ensure compliance to minimum standards in accordance with all government legislation, regulations and guidelines pertinent to the Association’s role as an employer and not-for-profit agency.

8. Co-ordinates closely with CLCO in managing office tasks co-operatively to ensure an efficient and fair division of tasks. Responds in a bilingual format to incoming telephone calls, gives information. Welcomes visitors to the office in a warm and friendly manner. Maintains filing system, updates as necessary to ensure an efficient system. Receives and sorts mail. Maintains the working order of office machinery and equipment (calls repair service when needed taking into account any maintenance contracts and budget capabilities of WQers) – including updating postage meter. Administrative duties (photocopies, couriers/messengers, faxes, reports, minutes, agendas, correspondence, etc.). Places orders of office supplies etc.

9. Is responsible for financial management of West Quebecers affairs in collaboration with the Treasurer, and prepares annual budgets and government grant applications, assists in the management of the accounts for the annual audit. Processes invoices, supervises bookkeeper, and makes bank payments.

10. Maintains all financial records in preparation for the annual audit in collaboration with the bookkeeper, Treasurer and Auditors. Attends budget meetings and prepares projected budgets. Also responsible for petty cash, bank deposits, term deposits, monthly remittances, GST & PST claims, annual T4 & TP4 summaries for taxation centres and employees.

11. Ensures that operating results established in the annual budget are achieved and the control of operating expenses within budget.

12. Assists in the organization and carrying out of West Quebecers community development events as requested, such as seminars, workshops, festivals, etc., and coordinates and organizes the Annual General Meeting, under the direction of and assisting the AGM Committee.

13. Communicates effectively on behalf of the Board with members of West Quebecers, the staff of the Regional Associations and of QCGN member groups and acts as a spokesperson for the Association, as requested, to media representatives, government departments and the public. Prepares Board meeting agendas and minutes and Committee meeting agendas and notes.

14. Presents program recommendations, monthly and/or as required financial and operational reports to the Board.

15. Is responsible for grant investigation, project development, seeking out community and governmental partnerships, and developing resources for the organization.

16. Completes all relevant government and office forms, including PCH applications for funding, interim reporting, financial reporting, and contracts with other departments.

17. Submits information, reports and records as requested or required by law to appropriate government officials or the Board of Directors.

18. Acts as a resource person to the Committees of the Board providing backup services when required and as resources permit.

19. Maintains contact with affiliate associations, Regional Associations and others in the English-speaking network; informs the Board of policy and program developments in these areas.

20. Maintains contact with individuals in the public sector and French-speaking community.

21. Coordinates and assists with speaking engagements on the part of West Quebecers in either official language.

22. Prepares and co-ordinates briefing documents, media conferences and awareness events as directed by the Board of Directors.

23. Prepare and distribute news releases in accordance with Association policy statements.

24. Assists the Nominations Committee, by seeking out and putting the Nominations Committee in contact with potential Board candidates from the Community.

25. Assists with ombudsman activities of West Quebecers by acting as liaison between community members and government agencies or services, reporting on necessary action to the Board. Maintains and develops contacts with local and other government departments and agencies. Coordinates responses to government actions and initiatives. Assist with new projects, which are geared to improve the ability of West Quebecers to act as a resource to the community.

26. Functions as attendant of all necessary meetings of other groups, when finances permit.

27. Ensures that Minutes are in the Minute Books for signing prior to the end of the fiscal year, that the financial ledgers are signed at every Board meeting and kept for the auditor’s report.

28. Explores opportunities for expansion of the Association’s membership.

29. Maintains list of Board members with current postal, telephone and email information. Notifies Board members of upcoming meetings via mail, email or phone. Mails out agendas, previous minutes and accounts for approval (at the request of the treasurer) for the next scheduled meeting.

30. Attends meetings of the Board of Directors, taking relevant notes for minutes.

31. Assists with Board recruitment and governance when requested.

32. Assists with the organization and carrying out of WQers special events.

33. Co-ordinates and supervises the tasks of periodic assistance staff – a) Volunteers b) Students (Work Experience)      c) contract employees (as assigned).

34. Responsible for the general appearance and organization of office.

35. Other related duties as assigned.

Closing date of the competition is January 22, 2008

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