Operations & Systems Lead (Contract)

About Us

Ihkapaskwa Collective is an Indigenous-led organization providing culturally grounded health, outreach, family wellness, and community programming across the Wood Buffalo region. Through initiatives such as Aunties Within Reach and Fireweed Wellness Lodge, we support Indigenous individuals and families through relational, trauma-informed, and community-based care.

We are seeking a highly organized, systems-oriented, and self-directed Operations & Systems Lead to support the strengthening and stabilization of our organizational systems, financial coordination, grant tracking, and operational workflows.

Position Overview

This role is focused on improving organizational systems, procedures, operational coordination, and financial organization within a growing Indigenous-led organization.

The successful candidate will work closely with leadership, as well as external bookkeeping and accounting support, to help organize and streamline operational and financial processes.

This is an ideal opportunity for someone who enjoys creating structure, improving systems, and helping organizations move toward more sustainable and organized operations.

Key Responsibilities

Financial Coordination and Systems Support

• Work alongside external bookkeeper and accountant to organize and gather financial documentation and reporting materials
• Support tracking of:
• Accounts receivable (AR)
• Accounts payable (AP)
• Payroll coordination and documentation
• Assist with organizing grant budgets and financial tracking across multiple funding streams
• Support development and improvement of financial procedures and
• operational workflows
• Help maintain organized financial systems and documentation

Systems Development & Organizational Structure

• Create and improve organizational systems, workflows, and operational procedures
• Develop and maintain internal policies and process documentation
• Build tracking systems for:
• Grants and funding deliverables
• Reporting deadlines
• Organizational priorities and projects
• Program outputs and activities
• Identify operational gaps and recommend practical solutions to improve efficiency and accountability

Grant Tracking & Funding Support

• Maintain grant tracking systems and reporting tools
• Support grant reporting and funding documentation requirements
• Assist with grant writing and funding applications where needed
• Coordinate organizational data collection and reporting processes
• Track deliverables, timelines, and reporting requirements across
• projects and grants

Executive Operations Support

• Support leadership with operational coordination and organizational follow-through
• Maintain centralized operational trackers and organizational systems
• Prepare summaries, reports, and operational documents as needed
• Assist leadership with project organization, systems implementation, and operational planning

Qualifications

Experience in:

• Non-profit operations
• Organizational systems development
• Grant-funded organizations
• Operational workflow development
• Financial coordination and reporting systems
• Grant writing, grant reporting, and funding applications
• Experience working alongside bookkeepers, accountants, payroll
• systems, and external financial supports
• Proficiency in QuickBooks and financial organization systems
• Experience creating and improving organizational systems, procedures,
• policies, and tracking tools

Skills & Attributes

• Highly organized and systems-oriented
• Strong problem-solving and process improvement skills
• Ability to work independently with minimal direction
• Strong attention to detail and follow-through
• Comfortable building structure within evolving environments
• Strong written communication and documentation skills
• Proficiency with:
• QuickBooks
• Spreadsheets and digital tracking systems
• Workflow and organizational management tools
• Able to manage multiple projects, priorities, and deadlines effectively

Experience working with Indigenous organizations, healthcare organizations, or community-based initiatives is considered a strong asset.

Position Details

• Remote or hybrid work arrangement available
• Flexible scheduling within organizational needs
• Part-time contract position (20–25 hours/week)
• 6-month contract with possibility of extension
• Remuneration based on experience

How to Apply

Please submit your resume and short cover letter outlining relevant experience

Apply to:

info@ihkapaskwacollective.com

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