POSITION PROFILE: BUSINESS OPERATIONS SPECIALIST

Reports to: Project Manager

Reason for Vacancy: Existing position

ABOUT THE CANADIAN CENTRE ON SUBSTANCE USE AND ADDICTION

The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society. We partner with organizations and diverse communities to improve the wellness of people living in Canada. A non-governmental organization with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.

ACKNOWLEDGEMENT

CCSA acknowledges that First Nations, Inuit and Métis people are the holders of Traditional Indigenous Knowledge. We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge, and we commit to learning about and incorporating this knowledge into our work with proper guidance. 

ABOUT THE POSITION

Reporting to the Project Manager, with a dotted-line reporting to the Executive Support and Administrative Services Manager, the Business Operations Specialist supports the planning, coordination, delivery and administration of projects that are aligned with the organization’s collaborative and operational activities, with a strong emphasis on engaging external partners. The Business Operations Specialist provides coordination and logistical and administrative support for meetings, events and project-related initiatives, involving internal teams and external partners. The Business Operations Specialist contributes to the effective implementation of work activities through strong organization, clear communication, consistent follow-through and communication. Responsibilities also include providing support to project and operational activities, including maintaining project documentation, coordinating schedules, tracking action items, preparing reports and correspondence and supporting records management processes. Working as part of a multidisciplinary team, the Business Operations Specialist supports project leads and staff while helping to foster productive relationships with partners to ensure activities are delivered on time, within scope and in alignment with organizational priorities.

RESPONSIBILITIES AND ACCOUNTABILITIES

BUSINESS OPERATIONS AND PROGRAM SUPPORT

• Coordinate assigned projects and initiatives from planning through implementation, working closely with staff and external partners
• Develop and maintain project workplans that outline required tasks, timelines, dependencies and responsibilities
• Create and update project schedules, timelines and tracking tools (e.g., task trackers, Gantt charts)
• Monitor progress against scope, timelines and deliverables; identify risks or issues and bring them forward with recommended mitigation strategies
• Support project leads by ensuring inputs tasks are identified, activities are sequenced appropriately and deliverables remain on track
• Prepare project documentation, including agendas, briefing notes, meeting summaries, progress updates and reports

PLANNING, LOGISTICS AND COORDINATION SUPPORT

• Support logistical and operational elements required for project activities, meetings and events (virtual, hybrid and in-person)
• Assist event planner with coordination of venues, vendors and service providers for travel and accommodations 
• Support event registration-related activities, including monitoring systems, responding to inquiries, generating reports and providing hands-on support when required
• Prepare schedules, checklists and function details to support coordinated delivery
• Provide on-site or live support during project activities and events, responding to emerging needs and issues

PARTNER COORDINATION

• Assist with communications and interactions with project partners
• Build and maintain positive ongoing relationships with partners to support project goals and long-term collaboration
• Maintain accurate and up-to-date records of partner contacts, agreements and deliverables

FINANCIAL, ADMINISTRATIVE AND SYSTEMS SUPPORT

• Support project-related financial administration, including tracking invoices, purchase orders and expenses in accordance with organizational processes
• Prepare and maintain project files, databases, contact lists and documentation
• Support meeting coordination, calendar management and administrative processes related to project delivery
• Assist with the preparation of reports and documentation required for internal review and reconciliation

COMMUNICATION AND COORDINATION

• Serve as the first point of contact for project-related inquiries
• Communicate clearly and professionally with internal and external partners
• Demonstrate initiative by anticipating needs, identifying gaps and independently driving project activities forward 
• Demonstrates sound judgment and strong problem-solving skills to address issues, determine appropriate escalation and support timely resolution 

This position profile is designed to provide an overview of the main responsibilities for the role. Other responsibilities not identified in this position profile may be assigned based on the successful candidate’s experience and operational requirements.

QUALIFICATIONS

• College diploma or university degree in administration, business, project management, event management or a related field; an equivalent combination of education and experience will be considered
• Fluently bilingual in English and French (reading, writing and verbal)
• Minimum of two years of experience in project coordination, event planning or a related role
• Demonstrated experience developing and maintaining work plans, timelines and deliverables
• Strong understanding of project coordination and event planning concepts and terminology
• Proven ability to work proactively, anticipate needs and take initiative
• Strong organizational, time-management and problem-solving skills
• Excellent verbal and written communication skills
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience creating schedules, trackers and reports
• Experience with project management and financial management software (Birdview, SAP Concur, Business Central)
• Ability to manage competing priorities and adapt to changing requirements
• Professional judgment, discretion and attention to detail

WORKING CONDITIONS

• Work involves sustained coordination, planning and documentation, with regular multi-tasking across multiple projects, timelines and partners in a deadline-driven environment
• Requires frequent collaboration with colleagues and regular interaction with external partners, vendors and service providers
• Periodic time-sensitive demands are common, particularly during active project phases and events, requiring adaptability and problem-solving
• Work is primarily performed in an office or home-based (hybrid/remote as applicable) environment, with occasional onsite presence and extended hours during events
• Physical demands are minimal; no sustained physical exertion is required

ASSETS

• Experience supporting conferences or large-scale events
• Experience working in or with governmental, non-governmental or international organizations

CCSA VALUES 

CCSA is committed to equity, diversity and inclusion in all aspects of our work. As an organization, we are committed to ensuring that First Nations, Inuit and Métis people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities and people who members of the 2SLGBTQ+ community.

CCSA is dedicated to learning from and supporting people with lived and living experience of substance use health. We encourage people with lived and living experience of substance use to apply to join the CCSA team.

CCSA promotes the rights of all people with disabilities as outlined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, and its related Integrated Accessibility Standards Regulation. CCSA will make appropriate accommodations on request. Please inform CCSA in advance of a request for accommodation during the recruitment process by emailing hiring@ccsa.ca [hiring@ccsa.ca].

AI INTELLIGENCE (AI) DISCLOSURE

At CCSA, we are committed to maintaining a fair and equitable hiring process. We do not use artificial intelligence (AI) to screen, assess, or select applicants for any positions. While mandatory eligibility questions may be used to confirm minimum requirements, all applications are reviewed and all hiring decisions are made by our hiring team, ensuring that each candidate is thoughtfully and individually evaluated based on their overall qualifications and experience.

HOW TO APPLY 

If you are interested in this position, please submit a cover letter and resumé. Located in Ottawa, CCSA works within a flex-hybrid model. The successful candidate must be willing to be onsite to attend in-person activities as required. We thank all applicants. Only candidates selected for an interview will be contacted.

No agencies please.