Operations Manager

Position Purpose & Overview

The Operations Manager coordinates school-wide operational services that support the safe, effective and uninterrupted operation of SJS. The portfolio includes events, health and safety, emergency preparedness, facility rentals, transportation administration, insurance, uniforms, sustainability, access/security coordination and other operational requirements.

Key Responsibilities & Expectations

1. Operational Leadership & Business Continuity

Coordinate responses to emerging or unforeseen operational issues affecting students, employees, facilities, programs or continuity of operations.

Exercise independent judgment within established policies, budgets and delegated authority, escalating significant risks as appropriate.

Coordinate cross-departmental operational responses, including responsibilities, communications, timelines and follow-up.

Support continuity of operations during disruptions involving facilities, transportation, utilities, weather, construction, public-health matters or external events.

Lead assigned cross-functional operational projects, continuous-improvement initiatives and relevant working groups.

2. Event Planning and Support

Supervise and support the Events Coordinator.

Coordinate operational planning and delivery of school events, meetings, performances, professional development days and other activities.

Work with School departments to establish requirements, responsibilities, timelines, budgets, logistics and communications.

Coordinate facility, technology, audiovisual, security, access, furniture, catering and other operational requirements with responsible departments.

Coordinate unusual or higher-impact activities such as filming, major community events, external productions and construction-related impacts.

Manage assigned vendors and service arrangements, including required contracts, insurance, approvals and performance follow-up.

Identify operational risks, resource constraints or conflicts and resolve or escalate as appropriate.

3. Health and Safety Compliance

Coordinate the School's operational occupational health and safety program in collaboration with the JOHS Committee, HR, Facilities and School leadership.

Serve as an Employer Representative and/or Employer Co-Chair of the JOHS Committee, as assigned, and complete required WorkSafeBC training.

Coordinate committee activities, inspections, training, documentation, corrective actions and required follow-up.

Liaise with regulatory authorities, inspectors, consultants and other external resources on assigned OHS matters.

Maintain required records, monitor recurring concerns and escalate significant issues appropriately.

4. Sustainability and Environmental Operations

Support the implementation of operational sustainability initiatives in collaboration with the Sustainability Committee, Facilities, students and employees.

Coordinate operational resources for approved initiatives relating to energy, waste reduction, recycling, transportation, procurement and resource use.

Track relevant initiatives and outcomes and identify opportunities for continuous improvement.

5. Access Control and Campus Security

Coordinate access requirements for events, rentals, contractors, volunteers and other operational activities.

Work with Facilities and other departments to administer temporary and event-related access arrangements.

Serve as a secondary operational contact for campus security and participate in the established after-hours escalation process.

Coordinate security planning and follow-up associated with events, rentals, filming, construction and security incidents.

Escalate unusual or higher-risk access or security matters appropriately.

6. Facility Rental Management

Manage the School's facility rental program and serve as the primary administrative contact for renters.

Coordinate availability, building requirements, staffing and operational requirements with Facilities and other departments.

Prepare and administer rental agreements, fees, insurance requirements, deposits and required documentation.

Coordinate invoicing and payment tracking with Finance.

Manage renter communications and address concerns relating to conduct, property damage, additional charges or non-compliance.

Maintain accurate rental records and consistent administrative processes.

Monitor rental activity, cost recovery and service delivery and escalate unusual or higher-risk arrangements.

7. Insurance Administration

Coordinate Certificates of Insurance and other insurance documentation for approved School activities.

Verify required insurance documentation from vendors, renters, contractors and service providers.

Liaise with the School's insurance broker and internal stakeholders regarding activity-specific insurance requirements.

Maintain insurance records and escalate potential claims, significant coverage questions or unusual requirements appropriately.

8. Transportation

Responsible for program administration, communication, customer service and cross-department coordination.

Administer the student transportation program in collaboration with the Manager, Facilities & Transportation.

Coordinate annual registrations, schedules, forms, parent communications and related documentation.

Serve as a point of escalation for transportation inquiries, service concerns and significant changes.

Coordinate communications regarding route changes, disruptions, delays and additional transportation services.

Support transportation requirements associated with field trips, athletics, events, extracurricular activities and outdoor education.

Coordinate operational requirements arising from major events, filming, construction, road work or municipal projects affecting transportation or campus traffic.

Liaise with families, School departments, neighbours, the City of Vancouver and other external stakeholders as required.

9. School Safety and Emergency Preparedness

Coordinate operational components of the School's emergency preparedness program.

Maintain emergency plans, procedures, checklists, contact information and annual drill schedules.

Coordinate emergency drills, simulations, communications, logistics and documentation.

Liaise with local emergency services and relevant external agencies.

Coordinate post-drill and post-incident reviews, corrective actions and readiness improvements.

Organizing education to staff on emergency preparedness and response plans

Support campus traffic-management planning and implementation in collaboration with the Manager, Facilities & Transportation.

Coordinate the operational implementation and review of the School's communicable-disease prevention plan and related communications in accordance with applicable requirements.

Support the development and implementation of operational safety, emergency-preparedness and violence-prevention procedures within the role's portfolio.

Maintain processes and documentation for reporting and following up operational and safety incidents.

Identify recurring concerns and escalate significant trends or risks appropriately.

10. Uniforms Management

Manage the School's uniform program in collaboration with School Principals and Finance Team.

Manage vendor relationships, procurement, inventory, fittings and distribution.

Maintain appropriate administrative processes relating to ordering, inventory and sales.

Communicate uniform requirements to families; student compliance remains the responsibility of School leadership.

11. School-Wide Policies Management

Coordinate School policy and handbook administration, including review schedules, approvals, version control, publication and archival records.

Work with designated policy owners to support timely review and publication; substantive content and compliance accountability remain with the