Assistant Program Coordinator Jobs in Kitchener, ON

Senior Manager of Program Operations

About OSCIA

The Ontario Soil and Crop Improvement Association (OSCIA) is a unique not-for-profit farm organization whose diverse membership has a significant presence in all agricultural areas of the province and across all major sectors. The mission of OSCIA is to facilitate responsible economic management of soil, water, air and crops through development and communication of innovative farming practices. OSCIA is a leader in agricultural program delivery, including cost-share funding distribution, educational workshop offerings for farmers, and administration of on-farm applied research and knowledge transfer opportunities.

Job Summary

TheSenior Manager of Program Operations is responsible for the effective operational management and delivery of agricultural and environmental programs administered by the organization. This role ensures programs are delivered efficiently, accurately, and in compliance with funding agreements and established procedures. The Senior Manager of Program Operations oversees day-to-day operations, supervises staff, liaises with government administrators, and ensures the quality and consistency of all program delivery activities.

Key Responsibilities & Duties:

Program Delivery and Operations

• Manage the day-to-day delivery of programs, ensuring timelines, assisting with budgets, and performance targets are met.
• Ensure accurate processing and review of cost-share applications and claims in accordance with program terms and conditions.
• Ensure quality control processes are in place to maintain consistency, fairness, and accuracy in adjudication and reporting.
• Monitor operational performance, troubleshoot delivery challenges, and recommend process improvements.
• Support the development and implementation of program tracking systems, databases, and reporting tools.

Program Administration and Compliance

• Ensure all program activities comply with delivery agreements, funding contracts, and internal policies.
• Prepare and submit operational reports and performance summaries to funding agents and senior leadership for oversight and transparency.
• Maintain accurate and complete program records, documentation, and financial tracking.
• Support audits, evaluations, and performance reviews of program operations.

Budgeting and Reporting

• Assist with developing and administering program budgets and tracking expenditures against approved allocations.
• Oversee financial compliance processes and coordinate timely, accurate reporting for cost-share and funding programs.
• Contribute to forecasting and operational analyses to support continuous program improvement.
• Contribute directly to the development and implementation of work plans, progress reporting, to ensure program objectives are achieved on time and within budget.

Team Leadership

• Supervise senior program staff, providing day-to-day guidance, training, and performance feedback.
• Promote a collaborative, positive, and efficient team environment.
• Support recruitment, onboarding, and development of staff as needed.
• Lead performance evaluations and professional development initiatives for the Program Team Leads, Coordinators and Field Services Lead, emphasizing feedback, mentoring, and continuous learning.
• Coordinate succession planning and skill development, ensuring team capacity aligns with evolving organizational and programming priorities.

Stakeholder and Partner Relations

• Serve as a point of contact and support outreach efforts to inquiries from government program administrators, agricultural partners, and producers.
• Collaborate with internal teams to coordinate program planning, communications, and delivery.
• Attend tradeshows, conferences, and public events, ensuring professional visibility and consistency of messaging.
• Develop stakeholder feedback mechanisms to inform future program design and improvement.
• Collaborate cross-functionally with communications, finance, and IT teams to align messaging and systems integration.

Evaluation and Continuous Improvement

• Contribute to the development of evaluation frameworks and performance measures for programs.
• Analyze program data and prepare operational summaries for management review.
• Identify opportunities to improve delivery efficiency and participant experience.
• Oversee the coordination, development, and ongoing maintenance of Standard Operating Procedures (SOPs).
• Coordinate the development of post-program evaluation reports and recommendations.

Qualifications & Skills:

Education:A post-secondary degree in related fields (e.g. natural resource management, agriculture, soil science, biology, agronomy, agricultural biosecurity) is required. A graduate degree in a related field is considered an asset. A post-secondary degree in public administration, or leadership management is considered an asset.

Professional credentials . Earned from professional associations that verify specialized knowledge in leadership competence. Memberships in professional organizations, (Advanced Agricultural Leadership Program (AALP), Certified Crop Advisor (CCA), Nuffield Agriculture Canada, Professional Agrologist (P.Ag) considered an asset.

Years of Experience: Minimum of 5 years of progressive experience in program administration or delivery, with demonstrated leadership experience, preferably within the agriculture or environmental sectors.

Specific Experience:

• Proven experience supervising staff and managing multiple programs or projects simultaneously.
• Experience with funding or cost-share programs and government reporting requirements.
• Experience in the not-for-profit or agrifood sector is a strong asset.
• Familiarity with contribution agreements and cost-sharing frameworks.
• Advanced organizational, analytical, and problem-solving skills with a focus on efficiency and accountability.
• Experience managing or contributing to grant writing, funding applications, and compliance with contribution agreements.
• Experience implementing quality assurance systems, monitoring frameworks, and process improvements to enhance program delivery efficiency and consistency.
• Familiarity with digital tools, databases, and visualization platforms used for research tracking, performance measurement, and stakeholder reporting

Knowledge, Skills & Abilities (KSAs):

Knowledge:

• In-depth knowledge of government funding agreements, compliance protocols, and program delivery standards.
• Familiarity with quality assurance and continuous improvement frameworks.
• Understanding of performance measurement systems, quality assurance frameworks, and continuous improvement methodologies.
• Understanding of Ontario agricultural systems, environmental stewardship, and sustainable practices.

Skills:

• Attention to detail and accuracy.
  
• Collaborative communication with internal and external stakeholders.
• Adaptability and problem-solving in dynamic program environments.
• Strong organizational, analytical, and project management skills.
• Proficiency in Microsoft Office Suite and database management.
• Excellent written and verbal communication skills.

Abilities:

• Ability to lead teams and foster a supportive, results-driven work culture.
  
• Ability to lead through change, promoting innovation and adaptability in evolving program environments.
• Ability to interpret and apply program guidelines and funding terms.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and professional integrity in all interactions

Behaviour Competencies:

• Adaptability: Demonstrate a willingness to be flexible, versatile, and dynamic in a changing work environment while maintaining effectiveness and efficiency.
• Ethical behaviour: Ensure personal behaviours align with the Association's core values and code of conduct.
• Relationship development: Establish and maintain positive working relationships with others, internally and externally.
• Effective communication: Speak, listen, and write in a precise, clear, and timely manner using appropriate and effective communication tools.
• Client focus: Anticipate clients' needs and respond in an appropriate and timely manner, seeking to provide the highest quality service.
• Teamwork development: Work cooperatively and effectively with others to set goals, resolve challenges, and make decisions that enhance cross-functional cooperation.
• Initiative: Ability to assess and initiate tasks independently.
• Decision-making: Assess role-based situations to determine the importance, risks, and make clear decisions in a timely manner.
• Time management and organization: Set priorities, develop a task schedule, monitor progress towards deadlines.
• Problem-solving: View problems as learning opportunities, focus on improving future results.
• Cultural Competence: Value diversity and inclusivity, demonstrating an ability to work effectively with trust across various departments.
• Foster Sustainability: Ensuring the work we do improves the viability and sustainability of rural Ontario and Ontario agriculture.
• Continuous Learning: Participates in an environment of professional development and personal growth.

Working Conditions / Physical Demands:

• Hybrid work model combining remote and in-office work, with the position based in Guelph, ON.
• Home office settings require a dependable, high-speed internet connection to ensure effective participation in virtual meetings and online collaboration.
• May require occasional work outside of standard business hours (e.g., early mornings, evenings, or weekends) to attend meetings, events, or respond to organizational needs.
• Requires regular use of a computer; prolonged sitting, typing, and screen time required.
• May involve occasional lifting of light materials (e.g., files, laptop up to 10 lbs).
• Must be adaptable to a fast-paced environment with shifting priorities and time-sensitive deadlines.
• Must hold and maintain a valid drivers licence and have access to reliable transportation for occasional travel to meetings, stakeholder events, and organizational sites.
• Must maintain a high level of professionalism and confidentiality when handling sensitive or organizational information.

OSCIA offers a competitive compensation package and is an equal opportunity employer.

We thank all applicants for their interest, but only those candidates under consideration will be contacted.

Thank you for your interest in this position!

ACCESSIBILITY STATEMENT (AODA IN ONTARIO)

OSCIA is committed to providing a barrier-free work environment in concert with the provincial guidelines for accessibility (Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Ontario Only). As such, OSCIA will make accommodations available to applicants with disabilities upon request during the recruitment process.

HUMAN RIGHTS STATEMENT

OSCIA strives to ensure that its employment practices are free from direct and indirect discrimination and is committed to upholding the human rights of those participating in the hiring process. In pursuit of this commitment, OSCIA will not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation. This commitment extends to the hiring process and throughout the course of employment.