Communications and Operations Manager

Organization: Fresh Roots Urban Farm Society           Location: Vancouver, Canada

Compensation: $49,017 - $63,435 annually                Application Deadline: Monday June 17, 2024

Position Type: Full-time, permanent position, some evenings and weekends work as required; flexible schedule with a mix of in-person (on sites and in office) and at home office / remote work.

About Fresh Roots

Our schoolyard farms are the fertile ground for both delicious food and powerful learning. Founded by passionate farmers and food sharers in 2011, Fresh Roots has grown to practice and inspire not only sustainable, community-centered farming, but place-based experiential learning and youth empowerment. We provide kids and youth the space to explore what they are capable of while building deep relationships with food, the land, and each other. We provide meaningful employment experiences for the young adults we hire as farmers and educators, and prepare youth in our programs to step up into leadership positions.

We are part of an interconnected network of food growers, educators, and community members, who are working to create a just and sustainable food system. By partnering with schools, we take under- utilised land in heavily developed cities and transform it into thriving biodiverse agroecosystems. In doing so, we increase the availability of fresh local produce available to our neighbours. We also create dynamic inclusive learning spaces for people of all ages, but especially children and youth, to learn about food and the ecological and human systems that support the food we all depend on.

Vision: We envision resilient, sustainable and equitable food systems that support human growth and connection.

Mission: We cultivate educational farms and place-based programs where youth develop healthy relationships with food, land and community through growing and sharing food that nourishes themselves, their communities and the planet!

Our Core Values & Beliefs: 

Our core values are at the heart of everything we do at Fresh Roots. They are joy, community, inclusivity, empowerment and lifelong learning. Our beliefs drive us towards our vision and direct our activities.

• We believe that food is a right for all people.
• We believe that food is an inspiring and mobilizing force for good.
• We believe that relationship building through education is the first step toward positive personal and systems change.
• We believe that healthy food systems are dependent upon a healthy environment and empowered communities.
• We believe that how we work together is as important as the work we do.
• We believe that collective action is imperative for food systems change.

Position Overview

Reporting to the Executive Director, the Communications and Operations Manager plays a crucial role in advancing Fresh Roots' mission by overseeing operations and communications, enhancing data management systems, and supporting fundraising. By coordinating our overall operations, this collaborative role ensures the effective and smooth running of Fresh Roots Urban Farm Society to grow and expand our impact. This role requires a versatile, attentive, and proactive individual with strong skills in operations management, communications, and fundraising. 

The ideal candidate is someone who loves the details in life, who understands the big picture, and has a natural tendency towards community, systems, and organizing. You are curious, methodical, versatile, enjoy problem-solving, and team interaction. You want to hone your skills to bring efficiencies to operations and share engaging stories of impact with the Fresh Roots community.

Key Responsibilities

Communications and Engagement

• External Communications
• With input from the Core Team, develop and implement a comprehensive communications strategy to enhance visibility and engagement.
• Oversee all communications content:
• Lead the creation of digital content for communications and promotion, including social media, newsletters, and website content.
• Provide copywriting and editing for external communications.
• Design and produce marketing materials
• Maintain Fresh Roots website and social media channels.
• Ensure consistent branding across all platforms
• Oversee photo and media management, ensuring proper archiving and accessibility.
• Internal Communications
• Communicate clearly and effectively with Core Team members and seasonal staff in a way that upholds Fresh Roots’ values.
• Update and maintain organization-wide Google calendars, meeting invitations, etc.
• Share inquiries and community requests with team members in a timely manner.
• Stakeholder Engagement
• Develop and maintain strong stakeholder relationships, including donors, partners, and community members.
• Support donor and stakeholder stewardship, engagement, and communications, including thank-you cards, annual reports, calls, invitations, and grant acknowledgments.
• Represent Fresh Roots at public events, markets, corporate Team Builds, Big Help volunteer days, and other community engagements.

Operations Management

• General Operations / Administrative Support
• Provide comprehensive operations and administrative support to the Executive Director and Program Teams.
• Oversight of day-to-day operations, including monitoring general email, correspondence with stakeholders / inquiries, communications.
• Assist with HR management, onboarding staff (ie: orientation to employee manual, tech and communication systems, compliance with WorksafeBC and other regulations).
• Support financial administration, including bank deposits, preparing invoices, reports, monthly reconciliation, and other year-end financial reports for the accountant.
• Prepare team meeting agendas/materials, take meeting minutes, and maintain records.
• Oversee and implement project management plans and systems for core operation projects in support of strategic priorities. 
• Organize, set-up, and maintain operations and administrative procedures to enhance efficiency and productivity, as required.
• Facilities Management
• Support office space and facilities management.
• Order, inventory, and maintain office equipment, team apparel, and supplies.
• Volunteer Coordination
• Support the recruitment, onboarding, training, and management of volunteers.
• Alongside Program Teams, develop and maintain volunteer schedules, oversee safety documentation including Criminal Record Checks and liability waivers, and ensure effective communication with volunteers.
• Coordinate volunteer activities and events, providing necessary support and resources.

Fundraising Support

• Grant Management
• Support the tracking and management of metrics, grant activities and outcomes for annual reporting requirements.
• Lead and ensure clarity in public grant recognition and acknowledgements.
• Assist with grant writing and reporting, ensuring timely submission and compliance.
• Event Planning and Execution
• With the Core Team, lead the collaborative planning and delivery of community, volunteer, and fundraising events.
• Lead Fresh Roots' participation in annual community events.

Digital Landscape Support

• Manage the website (Wordpress), Slack, social media, and other online platforms, accounts, and systems. 
• Develop, maintain, and administer Google Suite, Keela (CRM), and other file management systems.
• Train staff on effective use of digital tools / systems.

Qualifications

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. Fresh Roots is dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience or current skills don’t align perfectly with every desired trait listed below, we encourage you to reach out anyways. You may in fact be just the right candidate for this - or other - roles with Fresh Roots!

• Education & Experience
• Education and/or background in Communications, Business Administration, Operations, Non-Profit Management, or related field; or equivalent experience.
• Minimum of 2-4 years of experience in communications and/or operations, preferably in the non-profit sector.
• Farming, environmental education, or youth leadership experience is an asset.
• Skills & Competencies
• Proficient in operational management, data management, and financial administration.
• Excellent project management, event planning, and organizational skills.
• Strong communication skills, both written and verbal, across various mediums. English language fluency required; additional language fluency an asset.
• Ability to work independently and collaboratively in a diverse team environment.
• Experience with GSuite, CRM systems, social media (Instagram, Facebook, X, etc.). Experience with, or ability to learn other relevant digital systems, including Keela, BambooHR, Wordpress, and MightyCall.
• Basic understanding of fundraising and donor relations.
• High quality expectations for internal and external client experiences. 
• Personal Attributes
• A highly collaborative work ethic with commitment to Fresh Roots’ values and mission.
• Creative, proactive, and adaptable.
• Commitment to lifelong learning.
• Strong problem-solving abilities and attention to detail.
• Ability to multitask, lead complex pieces of work, and prioritize competing demands.
• Remains calm and flexible within a fast-paced and changing environment.
• Passionate about food justice and sustainability is an asset.

This is a full-time, permanent position (37.5 hours / weekly) with salary ranging from $49,017 - $63,435 annually. Some evenings and weekends work as required; flexible schedule with a mix of in-person (on sites and in office) and at home office / remote work. 

We offer a comprehensive benefits program, which includes:

• 100% contribution towards an Extended Benefit Plan for eligible permanent employees and spouses/dependents
• 15 days of paid vacation annually (prorated based on start date) 
• 10 days of paid sick / personal time per calendar year (prorated based on start date)
• 10 days paid winter office closure in December
• 11 paid statutory holidays with an option to substitute up to 2 statutory holidays for alternative dates more aligned with cultural or religious days of importance
• Ongoing professional development, including all-staff training, conferences, courses, or other opportunities.

Fresh Roots Urban Farm Society is committed to creating a diverse environment and is proud to be an equal-opportunity employer. Fresh Roots works to ensure hiring and staffing practices are respectful and inclusive. We recruit and hire staff who are representative of our participants, including gender diverse, 2SLGBTQIA+, neurodivergent, immigrant, Indigenous and BPOC people. We continually look for ways to make employment opportunities accessible to as diverse a population as possible and therefore encourage applications from underrepresented and equity-deserving groups. We regret that due to the high volume of applicants only those selected for interview will be contacted. 

Application Process

Apply directly through this link with:

1. a resume;
2. one brief sample of work to demonstrate your writing skills and communications style (ie: brief communication piece, social media post, newsletter, etc.); include a link to a portfolio, blog, or short document attached;
3. your choice of: a cover letter (500 words max) uploaded as a document, OR a video (3 minutes) linked in the “website, blog, or portfolio” line. Your cover letter or video should introduce yourself, share why you want this position and what you hope to gain, if hired. We are not judging videos based on your video editing skills, and neither videos nor cover letters are preferred. Choose the option that best lets you shine! 

Application Deadline is Monday June 17. Review of applications will be on a rolling basis, beginning immediately, until the position is filled.