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JOB DETAILS

Business Management Specialist

CompanyJohn Howard Society of Ottawa

LocationOttawa

Work ModeOn Site

PostedJuly 7, 2026

About The Company

For more than 90 years, we’ve worked to keep the humanity in justice. Today we continue to build a safer Ontario by supporting the people and communities affected by the criminal justice system. Our 19 local offices deliver more than 80 evidence-based programs and services focused on prevention, intervention and re-integration across the province. These range from helping youth develop the life skills that will let them achieve their full potential, to helping families navigate issues of criminal justice, to providing job training for those leaving incarceration so they can contribute to their community in a meaningful way. We promote practical, equitable policies while raising awareness of the root causes of crime and calling on Ontarians to share responsibility for addressing them. Within the system itself, we advocate for the fair treatment of every individual. Each year, our work impacts the lives of more than 100,000 Ontarians.

About the Role

Position Overview

The Business Management Specialist supports the effective functioning and continuous improvement of the organization's operational systems by conducting organizational analysis, assessing management practices and contributing to strategic alignment across the John Howard Society of Ottawa (JHS Ottawa). This role serves as a central point for coordinating and advising on operational functions, process improvement initiatives, procurement systems and cross-departmental projects designed to enhance organizational effectiveness, efficiency and workplace culture.

Working closely with the Executive Director, Associate Executive Director, Director of Administration, Director of Human Resources and the broader leadership team, the incumbent supports the assessment and implementation of organizational priorities, strengthens internal and external communication and coordination across departments, and contributes analytical input to initiatives to ensure alignment with JHS Ottawa’s mission, regulatory obligations, DEI commitments, contractual requirements and strategic objectives.

Detailed Duties and Responsibilities

The following duties are mandatory and constitute the core responsibilities of this position:

1. Organizational Analysis, Advisory and Process Improvement

Analyze the organization’s operational and management structures, workflows and contracts to provide evidence-based advice to senior leadership on improving organizational effectiveness and efficiency.
Conduct inquiries and internal assessments to evaluate the efficiency and effectiveness of administrative policies, procedures and programs, and document findings for leadership review.
Assess internal systems and procedures across operations, procurement, communications and information management, and propose improvements to enhance consistency, compliance and performance.
Contribute analytical input, planning and support to organizational change initiatives, including process redesign and operational restructuring.
Monitor progress on organizational initiatives, identify risks or implementation gaps and recommend corrective actions or resource adjustments to leadership.
Lead organizational assessments of policies, procedures and management practices to identify barriers to equity and inclusion across administrative and operational systems.
Provide analytical advice and recommendations to senior leadership on integrating Diversity, Equity and Inclusion (DEI) considerations into governance structures, policies and internal decision-making processes.
Support the development, implementation and monitoring of DEI-related frameworks, action plans and performance indicators aligned with organizational strategy and regulatory expectations.
Monitor progress on DEI initiatives, identify risks or gaps in implementation, and recommend corrective actions or process improvements.

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2. Regulatory Compliance and Quality Support

Support internal compliance efforts by maintaining records, preparing documentation and assisting with submissions and filing to external regulatory or funding bodies.
Contribute to quality management practices by supporting internal reviews, documentation standards and continuous improvement of administrative systems and controls.
Research, interpret and apply applicable federal and provincial legislation, regulations and guidelines relevant to non-profit governance and operations.
Prepare compliance summaries, briefing notes and reports for review by senior leadership and the Board of Directors as required.

3. Project Coordination and Organizational Planning

Coordinate cross-departmental organizational and operational projects from planning through implementation, ensuring alignment with strategic priorities and organizational objectives.
Maintain structured project documentation, tracking tools and reporting systems to support accountability, transparency and decision-making by senior management.
Prepare analytical summaries, briefing materials and presentations to support executive decision-making and organizational planning.
Facilitate stakeholder consultations, working group meetings and project review sessions, documenting outcomes and follow-up actions.
Develop and maintain work plans, timelines and milestones for organizational and operational initiatives.

4. Systems, Operations and Vendor Liaison

Review procurement, vendor management, purchasing, contracting and account management processes to identify risks, inefficiencies and improvement opportunities as well as cost minimization strategies.
Act as a liaison with external service providers, including IT vendors, to support system performance, issue resolution and continuous improvement of internal tools and platforms.
Evaluate vendor performance against contractual obligations and service-level agreements and report findings to senior leadership.
Support the development and maintenance of internal operational policies, procedures and process manuals.

5. Procurement and Financial Process Support

Review and support procurement and vendor management processes to ensure consistency with internal processes and regulatory requirements.
Assist in evaluating and improving purchasing, contracting and account management procedures in collaboration with Finance, Administration and Human Resources.
Contribute to the preparation of procurement documentation, requests for proposals and contract evaluation frameworks.
Support financial reporting and budget monitoring activities related to operational projects and administrative functions in collaboration with the Finance team.

6. Communications and Stakeholder Coordination

Strengthen internal and external communication and coordination across departments to support organizational effectiveness.
Prepare reports, correspondence and briefing materials for senior leadership, funders and/or external partners.
Support the development of internal communication strategies and tools to promote organizational awareness and engagement.
Liaise with community partners, government agencies and funding bodies as required to support organizational objectives.

Key Skills

Organizational AnalysisProcess ImprovementStrategic AlignmentProject CoordinationRegulatory ComplianceVendor ManagementProcurementDEI FrameworksStakeholder CoordinationFinancial ReportingPolicy DevelopmentChange ManagementInternal AuditingBriefing Note PreparationRisk ManagementQuality Management