Operations Manager

:\n\nPosition Purpose & Overview\nThe 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.\n\nKey Responsibilities & Expectations\n1. Operational Leadership & Business Continuity\n\nCoordinate responses to emerging or unforeseen operational issues affecting students, employees, facilities, programs or continuity of operations.\nExercise independent judgment within established policies, budgets and delegated authority, escalating significant risks as appropriate.\nCoordinate cross-departmental operational responses, including responsibilities, communications, timelines and follow-up.\nSupport continuity of operations during disruptions involving facilities, transportation, utilities, weather, construction, public-health matters or external events.\nLead assigned cross-functional operational projects, continuous-improvement initiatives and relevant working groups.\n\n2. Event Planning and Support \n\nSupervise and support the Events Coordinator.\nCoordinate operational planning and delivery of school events, meetings, performances, professional development days and other activities.\nWork with School departments to establish requirements, responsibilities, timelines, budgets, logistics and communications.\nCoordinate facility, technology, audiovisual, security, access, furniture, catering and other operational requirements with responsible departments.\nCoordinate unusual or higher-impact activities such as filming, major community events, external productions and construction-related impacts.\nManage assigned vendors and service arrangements, including required contracts, insurance, approvals and performance follow-up.\nIdentify operational risks, resource constraints or conflicts and resolve or escalate as appropriate.\n\n3. Health and Safety Compliance\n\nCoordinate the School's operational occupational health and safety program in collaboration with the JOHS Committee, HR, Facilities and School leadership.\nServe as an Employer Representative and/or Employer Co-Chair of the JOHS Committee, as assigned, and complete required WorkSafeBC training.\nCoordinate committee activities, inspections, training, documentation, corrective actions and required follow-up.\nLiaise with regulatory authorities, inspectors, consultants and other external resources on assigned OHS matters.\nMaintain required records, monitor recurring concerns and escalate significant issues appropriately.\n\n4. Sustainability and Environmental Operations\n\nSupport the implementation of operational sustainability initiatives in collaboration with the Sustainability Committee, Facilities, students and employees.\nCoordinate operational resources for approved initiatives relating to energy, waste reduction, recycling, transportation, procurement and resource use.\nTrack relevant initiatives and outcomes and identify opportunities for continuous improvement.\n\n5. Access Control and Campus Security \n\nCoordinate access requirements for events, rentals, contractors, volunteers and other operational activities.\nWork with Facilities and other departments to administer temporary and event-related access arrangements.\nServe as a secondary operational contact for campus security and participate in the established after-hours escalation process.\nCoordinate security planning and follow-up associated with events, rentals, filming, construction and security incidents.\nEscalate unusual or higher-risk access or security matters appropriately.\n\n6. Facility Rental Management\n\nManage the School's facility rental program and serve as the primary administrative contact for renters.\nCoordinate availability, building requirements, staffing and operational requirements with Facilities and other departments.\nPrepare and administer rental agreements, fees, insurance requirements, deposits and required documentation.\nCoordinate invoicing and payment tracking with Finance.\nManage renter communications and address concerns relating to conduct, property damage, additional charges or non-compliance.\nMaintain accurate rental records and consistent administrative processes.\nMonitor rental activity, cost recovery and service delivery and escalate unusual or higher-risk arrangements.\n\n7. Insurance Administration\n\nCoordinate Certificates of Insurance and other insurance documentation for approved School activities.\nVerify required insurance documentation from vendors, renters, contractors and service providers.\nLiaise with the School's insurance broker and internal stakeholders regarding activity-specific insurance requirements.\nMaintain insurance records and escalate potential claims, significant coverage questions or unusual requirements appropriately.\n\n8. Transportation\n\nResponsible for program administration, communication, customer service and cross-department coordination. \nAdminister the student transportation program in collaboration with the Manager, Facilities & Transportation.\nCoordinate annual registrations, schedules, forms, parent communications and related documentation.\nServe as a point of escalation for transportation inquiries, service concerns and significant changes.\nCoordinate communications regarding route changes, disruptions, delays and additional transportation services.\nSupport transportation requirements associated with field trips, athletics, events, extracurricular activities and outdoor education.\nCoordinate operational requirements arising from major events, filming, construction, road work or municipal projects affecting transportation or campus traffic.\nLiaise with families, School departments, neighbours, the City of Vancouver and other external stakeholders as required.\n\n9. School Safety and Emergency Preparedness \n\nCoordinate operational components of the School's emergency preparedness program.\nMaintain emergency plans, procedures, checklists, contact information and annual drill schedules.\nCoordinate emergency drills, simulations, communications, logistics and documentation.\nLiaise with local emergency services and relevant external agencies.\nCoordinate post-drill and post-incident reviews, corrective actions and readiness improvements.\nOrganizing education to staff on emergency preparedness and response plans\nSupport campus traffic-management planning and implementation in collaboration with the Manager, Facilities & Transportation.\nCoordinate the operational implementation and review of the School's communicable-disease prevention plan and related communications in accordance with applicable requirements. \nSupport the development and implementation of operational safety, emergency-preparedness and violence-prevention procedures within the role's portfolio.\nMaintain processes and documentation for reporting and following up operational and safety incidents.\nIdentify recurring concerns and escalate significant trends or risks appropriately. \n\n10. Uniforms Management\n\nManage the School's uniform program in collaboration with School Principals and Finance Team.\nManage vendor relationships, procurement, inventory, fittings and distribution.\nMaintain appropriate administrative processes relating to ordering, inventory and sales.\nCommunicate uniform requirements to families; student compliance remains the responsibility of School leadership.\n\n11. School-Wide Policies Management\n\nCoordinate School policy and handbook administration, including review schedules, approvals, version control, publication and archival records.\nWork with designated policy owners to support timely review and publication; substantive content and compliance accountability remain with the applicable policy owner.\n\n12. Governance and Reporting\n\nProvide regular operational updates to the Director of IT & Risk Management, including significant projects, risks, vendor matters and service issues.\nLiaise with regulatory authorities, parents, local government and other external stakeholders on assigned operational matters.\nCoordinate operational requirements associated with Ministry and other regulatory inspections, as assigned.\n\nThis job profile outlines the key responsibilities for the roles and is not meant to be exhaustive. This will include performing the administrative and related tasks or any other responsibilities required to reasonably meet the needs of St. John’s School, including, but not limited to the general duties outlined in the position profile.\n \nIt should be understood that the activities, responsibilities and obligations of this position may be modified from time to time, through discussion between the direct supervisor and the employee, in order to effectively meet the requirements of the School. On rare occasions where there are urgent needs at the School, an employee may be assigned to temporarily backfill role(s) critical to the school’s operations and business continuity.\n\nSuccess Measures\n\nReliable, responsive and well-coordinated operational services.\nEffective planning and delivery of School events, projects and operational initiatives.\nTimely and professional administration of rentals, transportation, insurance, uniforms and assigned services.\nEffective health and safety and emergency-preparedness coordination, documentation and follow-through.\nAccurate operational records, effective workflows and demonstrated continuous improvement.\nStrong cross-department collaboration, sound judgment and appropriate escalation of operational risks\n\nRequired Qualifications & Key Competencies\nEducation & Experience\n\nPost-secondary degree, diploma or equivalent combination of education and relevant experience in business administration, operations, facilities, emergency management, risk management, project management or a related field.\n3–5 years of progressively responsible operational experience, ideally in an educational or similarly complex environment. \nDemonstrated experience in project management, emergency/crisis response, vendor management and cross-functional coordination.\nKnowledge of applicable safety and regulatory requirements; project-management training or certification is an asset.\n\nKey Skills & Competencies\n\nRespect, dignity, and inclusion for all members of the community.\nFlexible, adaptable, and can embrace changes.\nSelf-awareness, with a desire for constant self-improvement.\nCollaborative mind-set and proven work ethic with a demonstrated ability to work independently and collaboratively as a team.\nDemonstrated ability to guide and lead teams.\nDemonstrated ability to provide training, guidance and operational leadership to employees across diverse professional functions.\nStrong organizational, administrative, and interpersonal skills, with proficiency in productivity suites such as Google Workspace and Microsoft Office.\nExcellent verbal and written communication skills.\nDemonstrated ability to work effectively in a K–12 environment and support safe, inclusive and student-centred operations.\n\nJob Information\n\nFull-Time Permanent role\nEmployment start date: November 16, 2026\nOn-site\nComprehensive group benefits in accordance with SJS benefit plan eligibility.\nAnnual Salary Range $81,000-$91,000\nThis position requires flexibility to support School operations, including scheduled evening events and occasional early-morning and weekend commitments. The position also participates in the School's established after-hours operational escalation process. Hours of work and any applicable overtime requirements will be administered in accordance with applicable legislation, the employee's employment agreement, and SJS policy. \n\nReporting Structure\n\nReports To: Director of IT and Risk Management \nKey Liaisons: Director of Finance & Human Resources; Junior and Senior School Principals; Manager, Facilities & Transportation; IT; Advancement; Finance. \nDirect Reports: Event Coordinator\nDepartment: Operations\nKey Interactions: City of Vancouver, Parks and Recreation, transportation and facilities vendors, Film and movie companies, faculty, non-teaching employees.\n\nConditions of Employment\n\nThe successful candidate will be required to complete child abuse prevention training, concussion training, Level 1 first-aid training provided by St. John’s School and provide consent for a criminal background check for the vulnerable sector.\nClearance on criminal record checks for vulnerable sector is a condition of employment.\nThe ability to work in Canada, in an educational setting is a condition of employment.\nAbility to attend off-site activities and work occasional evenings, early mornings and weekends as operationally required.\n\nApplication Instructions\nAll interested candidates should include the following items in their application:\n\nResume & Cover Letter\nCopies of any relevant certificates and diplomas\nThree Professional References\n\nAll interested candidates should submit their complete application here.\n\nThe posting will be active until filled. If you are having any problems submitting your application, please email hr@sjs.ca.\n\nOur Commitment to Equity, Diversity, and Inclusion\nSt. John’s School is committed to fostering a diverse, equitable, and inclusive learning and working environment where all individuals feel valued, respected, and supported. We believe that diversity of backgrounds, identities, lived experiences, and perspectives strengthens our school community and enriches learning for our students.\n\nOur commitment to equity and inclusion aligns with the values of the International Baccalaureate, including respect, intercultural understanding, and global citizenship.\n\nSt. John’s School is an equal opportunity employer and encourages applications from all qualified candidates. We are committed to providing an inclusive and accessible recruitment process, and reasonable accommodations are available upon request throughout all stages of hiring.