Job Summary
Hawthorne Meadows Nursery School Inc. presently manages and operates two programs located at 2330 Don Reid Drive. A full day early learning and care centre and one nursery school. The programs emphasize learning through “play,” developing creativity, building positive self-image and enabling children to participate in a program designed to meet each child's individual needs as well as their social, physical, emotional and cognitive development. There is also emphasis on language development to support the child’s developmental growth. The target population for the nursery school and child care centre (which varies by program) is 18 months to 5 years.
Hawthorne Meadows Nursery School incorporated is unionized under CUPE 2204. The collective agreement helps guide and direct the daily operations of our programs.
POSITION SUMMARY:
The Executive Director (ED) is responsible for the successful leadership and management of Hawthorne Meadows Nursery School Inc. (the organization) and oversight of both programs according to the direction set by the Board of Directors (the Board).
Education and experience:
- Member in good standing with the College of Early Childhood Educators of Ontario
- Child care experience (10 + years).
- Valid First Aid and CPR for Infant & Child
- Minimum of five (5) years supervisory experience in licensed group child care
- Human Resources Management
- Financial Knowledge - Accounting and Budgets
Other required qualifications/knowledge:
- Effective oral and written communication skills
- Behaviour Management techniques using positive reinforcement
- Knowledge of all relevant legislation (e.g. Child Care and Early Years Act, 2014; Human Rights Code; Labour Relations Act; Employment Standards Act; Privacy Act; Occupational Health and Safety Act; Canada Food Guide; and relevant Fire and Health Department regulations)
- Computer skills (Email, Internet, and MS Office including Excel)
Pre-hiring requirements:
- Valid police records check
- Up-to-date immunization
- Access to a reliable, personal vehicle
RESPONSIBILITIES AND DUTIES:
- Oversee organization’s legal requirements:
- Ensure that staff, parents, volunteers and the Board follow all the regulations of the Child Care and Early Years Act, 2014.
- Recognize, document, and take action in the case of suspected child abuse, illness or accident. Report serious occurrences to necessary outside agencies, licensing bodies and to the Board.
- Represent the Operator during the licensing procedures. Inform the Board of all visits and reports from licensing authorities.
- Possess a working knowledge of the Child Care and Early Years Act, 2014; Human Rights Code; Labour Relations Act; Employment Standards Act; Privacy Act; Occupational Health and Safety Act; Canada Food Guide; relevant Fire and Health Department regulations and all other relevant legal requirements as they arise to ensure the organization operates within the above provisions.
- Submit annual changes in Board membership and by-laws to the Ministry of Companies and Corporate Relations.
- Oversee the general operation of the organization:
- Oversee the effective and efficient day-to-day operations of the organization.
- Expand the scope and operation of the organization as per board directives.
- Draft policies for the approval of the Board and prepare procedures to implement policies; review existing policies on an annual basis and recommend changes as appropriate.
- Review Behaviour Management policies with the Board annually and ensure Board signoff as the Operator.
- Communicate daily with the program coordinator, other staff and parents.
- Ensure that escalated parental problems and concerns are dealt with fairly and promptly by the program coordinator.
- Liaise with the centralized waiting list. When required, assist the program coordinator with filling childcare spots.
- Liaise with the different agencies, e.g., fire, health, etc., when necessary.
- Fill in as Educator in a program when needed to maintain ratios on an emergency basis.
- Manage the program facilities:
- Ensures monthly fire drills are planned and carried out.
- Ensure the health and safety of the children, staff, parents, and visitors to the organization.
- Arrange for custodial care, maintenance and repair of the Hub (2330 Don Reid Dr.).
- Manage issues with leases and deal with tenant issues/inquiries in a timely fashion.
- Create, maintain and participate in an emergency call list and respond to the security of the organization as requested, including, but not limited to, coming in on off hours as needed.
- Support the Board of Directors:
- Provide a report at each Board meeting and Annual General Meeting outlining the operation of the organization with input from the program coordinators, including problems and solutions taken.
- Prepare background information on issues as required by the Board for policy development, including researching the financial records, canvassing the parents and staff, seeking information from outside agencies, etc.
- Ensure that the operational and organizational policies established by the Board are implemented promptly and that staff are aware of and follow them. In cooperation with the program coordinator, review the Parent Handbook and procedural documents annually, or more often as required, to ensure they reflect current policies.
- Keep informed of the organization’s legal responsibilities and liabilities and arrange for the appropriate insurance.
- Inform the Board of local, provincial and federal government policies and initiatives that affect the organization.
- Ensure that all Board correspondence is dealt with in a timely fashion.
- Recruit new parent and community members for the Board of Directors.
- Plan and manage human resources:
- Determine staffing requirements for organizational management and program delivery and review job descriptions and specifications to reflect program policies and responsibilities in consultation with the program coordinator.
- Ensure that sound recruitment, interview and selection of staff procedures are followed and that all staff receive an orientation to the organization and that appropriate training is provided.
- Ensure staff files are kept with up-to-date information, including address, Social Insurance Number, allergies, emergency contacts, qualifications, hours worked, performance management issues and up-to-date sick and vacation time.
- Approve extraordinary overtime and leave for all staff. Approve all requests for overtime and leave for the program coordinator.
- Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review in consultation with program directors. Coach and mentor staff as appropriate to improve performance. Help staff in planning individual plans for professional growth and career development.
- Evaluate the program coordinators’ performance annually. Set yearly performance and development goals during the appraisal.
- Update Personnel Policies to reflect current policies at the request of the Board.
- Ensure that all staff, supply personnel, students and volunteers are aware of the contents of the and have read and agreed to abide by all the policies including the Behaviour Management Policies. Ensure each staff member has signed off agreeing to abide by the policies of the organization.
- Plan and carry out staff meetings and workshops as needed and ensure staff are aware of local, provincial and federal government policies and initiatives and changes that affect the organization and or programs.
- Discipline staff, when necessary, as per the collective agreement.
- Oversee and manage organization’s finances:
- Ensure the administration of funds for all programs according to the approved budget and monitor the monthly cash flow of the organization.
- Ensure that comprehensive, regular reports on the revenues and expenditures of the organization are available to the Board of Directors.
- Ensure that sound bookkeeping and accounting procedures are followed, including the maintenance of complete, accurate financial records (including, but not limited to, parent fees, receipts for fees, petty cash, bank deposits, bank statements, monthly bank reconciliations and investments).
- Oversee payroll (including monthly remittances for deductions at source) and staff benefits (life insurance, LTD, AD&D, Health/Dental and RRSP). As required, communicate with the different companies to ensure adequate coverage at competitive rates.
- Review and obtain Board approval for the yearly Charitable Report for Revenue Canada return, and ensure that it is submitted in accordance with mandated timelines.
- Prepare and negotiate annual operating budget for the organization with the municipal funding agency.
- Implement financial spending and fee collection policies and procedures.
- Seek out and submit applications for appropriate grants.
- Oversee a year-end budget analysis and that an audited statement is made.
- Promote the organization in the community:
- Act as spokesperson for the organization through attendance at local child care meetings and participate regularly to advocate for children’s issues.
- Prepare fact sheets on the organization to distribute to community groups and maintain a website with basic information on the programs.
- Participate and encourage parent and staff participation in research pilot projects.
- Establish good working relationships and collaborative arrangements with community groups, funders, politicians and other organizations to help achieve the goals of the organization.
- Working Conditions
- Willingness to work in a noisy and busy environment with regular interruptions requiring the ability to change priorities quickly and tolerate stress, emergencies, hostile behaviour and crises
- Ability to carry/lift children and moderately heavy items
- Willingness to work in conditions involving exposure to bodily fluids; infectious diseases; frequent high noise levels and occasional inclement weather
- Ability to maintain a mature problem-solving attitude when dealing with conflicting demands and interpersonal conflicts, hostility or time demands
- Ability to work independently and without direct supervision
- Ability to maintain confidentiality of all information related to children, parents and staff
- Willingness to participate in professional development through attendance of workshops and seminars
- Comfortable working with a diverse population; demonstrated multicultural awareness and sensitivity
- Willingness to work regular business hours with some requirement for evening and weekend work
DISCLAIMER
This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required by the incumbent. The incumbent may be asked to perform other duties as required.
CLOSING DATE: AUGUST 12TH 2026
Pay: $70,000.00-$90,000.00 per year
Benefits:
- Dental care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
