Program Manager – Operations

Start date: October 13, 2026

Salary: $65,000 per year

Employment Type: Full-time

Location: Toronto, Ontario (38 Mabelle Avenue) / Hybrid

Reports to: Managing Director

Application deadline: September 25, 2026

To apply: admin@mabellearts.ca

About the Role

Mabelle Arts is seeking a highly organized, detail-oriented and solutions-focused Program Manager – Operations to support the effective administration and delivery of the organization’s programs and day-to-day operations.

Working closely with the Managing Director and program staff, the Program Manager – Operations will coordinate financial administration, grant administration, organizational records, office logistics, technology systems and other administrative processes that support Mabelle Arts’ work.

This is a hands-on coordination and administration role. The successful candidate will be comfortable working independently, keeping systems organized, following through on deadlines and identifying practical ways to improve administrative processes.


Key Responsibilities

1. Financial Administration & Budget Tracking

  • Coordinate day-to-day financial administration, including processing invoices, expense claims, accounts payable and accounts receivable.

  • Work with the external bookkeeper to ensure financial transactions and supporting documentation are complete and organized.

  • Maintain organized financial records and supporting documentation.

  • Prepare regular financial information and reports for review by the Executive Director.

  • Maintain organized records of receipts, invoices, contracts and other financial documentation.

  • Support preparation of materials required for the annual financial review or audit.

2. Grant Administration

  • Maintain an up-to-date calendar of grant and reporting deadlines.

  • Maintain organized files for funded projects, including agreements, budgets, correspondence and reporting documentation.

  • Coordinate the collection of financial information required for grant reports.

  • Work with program staff to ensure required administrative and financial documentation is collected on time.

  • Track grant-related expenditures against approved budgets and flag concerns to the Managing Director.

  • Assist with the preparation and submission of administrative components of grant reports.

  • Provide support for grant applications as required.

3. Administrative & Office Coordination

  • Coordinate routine communication with vendors and service providers.

  • Maintain records of organizational contracts, subscriptions, licenses and service agreements.

  • Coordinate routine office logistics, including maintenance and service requests.

  • Maintain organized digital and physical administrative files.

  • Work with the Managing Director to improve administrative processes.

  • Prepare administrative materials, forms, schedules and documentation as required.

4. Technology & Database Administration

  • Administer organizational software subscriptions and user accounts.

  • Coordinate with external IT and technology service providers when technical support is required.

  • Maintain records of organizational hardware, software and technology assets.

  • Support staff with access to organizational systems and escalate technical or security issues as appropriate.

  • Assist with the day-to-day administration and maintenance of the organization's CRM/database.

  • Support data entry, record maintenance and basic data organization.

  • Help maintain appropriate documentation and practices relating to organizational data and privacy.

  • Support staff in using shared organizational systems and digital tools.

5. Human Resources Administration

  • Provide administrative support for staff onboarding and offboarding.

  • Maintain confidential personnel records and required HR documentation.

  • Coordinate benefits administration and routine employee paperwork.

  • Collect and organize information required for payroll processing.

  • Maintain staff vacation, leave and other administrative records.

  • Coordinate administrative requirements for contractors and consultants.

  • Support the Managing Director with preparation and organization of HR documentation.

6. Organizational Records & Compliance Support

  • Maintain organized records required for organizational, funder and regulatory purposes.

  • Support the Managing Director in maintaining current organizational documentation.

  • Keep track of renewal dates for insurance, licenses, contracts, subscriptions and other organizational requirements.

  • Assist with implementation of organizational policies and procedures as directed.

Required Qualifications & Skills

Experience

  • 3+ years of relevant experience in administration, operations, program coordination, finance or a related role.

  • Experience working in a not-for-profit, charitable, arts, public-sector or similarly mission-driven organization is an asset.

  • Experience coordinating administrative processes, budgets, invoices, records or reporting.

  • Experience working independently and managing deadlines in a small organization.

Technical Skills

  • Strong organizational and administrative skills.

  • Working knowledge of financial administration and budgeting processes.

  • Experience with QuickBooks Online or similar accounting software is an asset.

  • Proficiency with Google Workspace.

  • Strong Excel/Google Sheets skills.

  • Experience with CRM/database systems and project management platforms is an asset.

  • Comfort learning new software and organizational systems.

  • Strong attention to detail and ability to maintain accurate records.

What We Offer

  • Salary: $65,000 per year

  • Full-time employment with a mission-driven organization.

  • Benefits available after probationary period.

  • Hybrid work environment.

  • An opportunity to contribute to the organizational infrastructure that enables Mabelle Arts' programs and community work.

  • A collaborative environment where your work has a direct and practical impact.

How to Apply

Please submit a cover letter and résumé outlining your relevant experience and interest in the position.

We encourage applications from individuals with diverse backgrounds and experiences. We are committed to creating an inclusive and accessible workplace and welcome applications from candidates who will contribute to the diversity of our organization and the communities we serve.

Application deadline: September 25, 2026
Start date: October 13, 2026
To apply: admin@mabellearts.ca