Vice President, Planning Operations (Community Capacity Building)

UJA Federation of Greater Toronto•Toronto, ON

25d•CA$175,000 - CA$200,000•Hybrid

About The Position

The VP, Planning Operations is CCB’s operational anchor. Reporting to the SVP, CCB, this role owns the infrastructure, coordination systems, and shared services relationships that enable CCB’s portfolio leads to do their best work. CCB distributes $90M+ across eight planning portfolios through deep community expertise, sustained external relationships, and strategic judgment. The VP, Planning Operations exists to support that work through three core functions: holding the cross-portfolio view and identifying where portfolios intersect or compete; managing the flow of demand to Finance, Marketing, and other shared services so planners are never the bottleneck; and owning the operational infrastructure including, granting machinery, data standards, financial reporting, that the whole division depends on. The VP, Planning Operations leads a team that includes the Sr. Director, Project Management and PM function. This role requires real operational authority: the ability to set standards, enforce timelines, coordinate across functions, and build systems that planners and leadership can rely on. Success is measured by how well CCB operates — how consistently granting cycles run, how effectively shared services respond, and how clearly planners are freed to focus on community, strategy, and the work only they can do.

Requirements

Undergraduate degree required; graduate degree (MBA, MPA, or related field) an asset
12–15 years of experience in operations, organizational management, process design, or grant management in a complex, multi-portfolio environment
Demonstrated experience leading and developing direct reports
Systems thinker with the ability to build operational infrastructure and processes from the ground up
Strong cross-functional coordination skills and demonstrated experience managing relationships with Finance, Marketing, and Development functions
Financial literacy including budget management, variance analysis, and annual forecasting
Strong judgment around scope, prioritization, and sequencing in a fast-moving environment
Experience in the nonprofit, philanthropic, or federated organization sector an asset

Responsibilities

Hold the cross-portfolio view across CCB’s five planning portfolios, identifying intersections, collaboration opportunities, and duplication before they require planner attention
Coordinate the sequencing of cross-portfolio work to maximize efficiency and reduce duplication of effort
Set and enforce planning-wide operational standards that create consistency across portfolios without directing planning decisions
Serve as the internal owner for operational work that does not require subject matter expertise, ensuring planners can focus on strategy, community relationships, and granting decisions
Identify and flag operational risks, dependencies, and competing demands across portfolios proactively
Own CCB’s interface with Finance, Marketing, and other shared services, creating visibility and sequencing demand when multiple portfolios require support simultaneously
Own and implement a centralized system for submitting, tracking, and prioritizing CCB’s Marketing and Communications requests
Ensure CCB content, data, and impact materials are captured once and reused effectively across campaigns and audiences
Establish clear standards, timelines, and expectations for shared services support to CCB
Act as the operational counterpart to Foundation Operations and Integrated Development Operations, supporting handoffs, timelines, and shared responsibilities between CCB and fundraising infrastructure
Own all CCB granting processes end to end, from cycle design through execution
Design, implement, and enforce standardized grant cycles, templates, and workflows
Ensure granting timelines align with budgeting, reporting, and community partner needs
Create a granting experience that is clear, disciplined, and predictable for planners and partners
Own CCB-wide data collection standards, requirements, and compliance across all grants and planning initiatives
Ensure consistent, timely, and high-quality data collection from funded partners
Maintain and operate CCB’s planning data platforms, including Jewish Journey, as reliable operational infrastructure
Ensure systems, workflows, and tools drive consistent usage and reliable data across the division
Build and maintain the master Granting Report and all related operational and financial reports (e.g., JHub, THM, OJA departmental detail reports) for team visibility and budget tracking
Coordinate with Finance to obtain general ledger data for monthly Granting Report updates and provide variance analysis on actual versus budget
Act as liaison between CCB and Finance, communicating accounting implications, providing accounts coding instruction, and maintaining accruals and deferred revenue levels to accurately present operational and accounting results
Lead the coordination and completion of the Annual Budget and Forecast process with teams and Finance
Lead, support, and develop the CCB Project Management team and the PM function
Build CCB’s operational infrastructure with an eye toward scalability, consistency, and long-term sustainability