Director of Operations

Job Description

Job DescriptionSalary: $60,000-$70,000

Under the CEOs general direction for the daily oversight and management of Positive Growth, Inc. (PGI) a community-based agency offering integrated programs and services to include a residential home for boys ages 12-21, a mental health, substance abuse center and multicultural center for children, youth adults and families and an education center for children 5-12 years of age. The Director of Operations position is a full-time role reporting to the CEO. The Director of Operations will work as part of the administrative leadership team, overseeing the overall administrative management of multiple programs within the organization. The Director of Operations will collaborate closely with all program Directors and all members of the Administrative Team to achieve the overall strategic plan goals of PGI and improve the quality of services rendered in the communities we serve. The Director of Operations will engage in multiple and various tasks encompassing the core areas of management/leadership, program and grant management, contracts administration, and direct service. This person will play a critical role in keeping the office and staff functioning smoothly, supporting the CEO, and managing the day-to-day operations and effectiveness of PGI's office operations, including finance, human resources, vendor relations, data collection, strategic planning, and mandatory reporting functions. This position will play a collaborative role in developing and implementing systems that increase the quality and efficiency of our work, supporting our ability to grow and expand our mission.

This is an outstanding opportunity for an experienced, motivated, and detail-oriented individual interested in the nonprofit social services aspect of PGI's mission. This role can function in dual roles as described below:

ESSENTIAL JOB FUNCTIONS:

Program Operations (approx. 50% of role)

• Collaborate with the CEO to support the organizations vision, mission, and operational strategies.
• Partner with the CEO and Board of Directors in planning, implementing, updating, and executing the long-range strategic plan for all areas of responsibility and overall organization.
• Identify and assess emerging operational gaps, proactively addressing and overcoming them.
• Provides leadership to program staff, ensuring that services meet or exceed contractual performance goals and that services are delivered in accordance with contracted guidelines and philosophy.
• Responsible for problem-solving issues and coordinating efforts within each program.
• Support HR activities by supervising general office organization, supplies, purchasing, equipment, inventory, leases, contracts, insurance, vendors, and consultants.
• Develop and maintain office preparedness, safety, and health standards, as well as required employment law postings, including office risk assessments, cleaning and disinfection protocols, contact tracing procedures, and reporting requirements.
• Assist in developing and managing systems to ensure consistent external communications with vendors, job candidates, court personnel, community groups, press/media, donors, and clients.
• Assist in developing and managing record-keeping systems, including staff files, mandatory training schedules, community contacts, and community meeting schedules.
• In collaboration with the CEO and program directors, cultivate and maintain strong relationships with staff and partners.
• Lead Council on Accreditation yearly requirements, maintenance, and the re-accreditation process.
• Grant Management: Manage all grants received and assist the development team in establishing and maintaining annual and planned giving systems.
• Assist with completing the annual plan/report, KPI report, and other contract reporting.
• Fine ways to increase the quality of individual services by addressing individual concerns, complaints, and reviews.
• Participant in all stakeholders audits and re-accreditation
• Assume overall contract compliance responsibility for all the functions and activities mentioned above.
  

Finance, HR, and Compliance (approx. 30% of role)

• Manage HR activities and policies for employees and contractors, oversee bi-monthly payroll, resolve payroll discrepancies, manage employee benefits, onboarding, PTO/attendance, and ensure compliance with all labor laws and employment practices.
• Work with each program director on services reimbursement, including insurance, state per diem, Private, Public, and fee-for-service reimbursement.
• Work closely with the billing team to ensure all billing is received and discrepancies are resolved.
• Support HR activities by supervising the maintenance of employee records in compliance with all applicable laws, including the employee handbook, job descriptions, training plans, and the organizational chart.
• Support HR activities by supervising timely onboarding processes, annual reviews, and other human resources needs.
• Support HR activities by ensuring the organization meets its staffing needs by supervising recruitment of open positions in collaboration with internal hiring teams, including job postings, correspondence with candidates, setting up interviews, interviewing, orientation, training, and the onboarding process.
• Oversee financial management, planning, operational systems, budgeting, financial reporting, cost reporting, cost-cutting measures, controlled expenses, and other elements that impact the organizations cash flow.
• Assist with organizational budget development, manage the operations budget, and prepare reports to prevent over- or under-spending.
• Provide monthly and annual financial reporting to the CEO and Board of Directors (including budget to actual statements, year-end statement, and annual financial audit).
• In partnership with the CEO, supporting the Board of Directors and ensuring the Board is well-informed of all critical operations, projects, work, and risks.
• Creating and tailoring financial reports into formats requested by grantors.
• Work closely with the CEO to develop and improve policies and procedures.
• Monitor staff productivity and compliance.
• Create and administer staff training and personal development
• Tracking the organizations proposals, reports, and supplementary materials to ensure that necessary internal and external deadlines are met for institutional funding.
  
  

Administrative and Infrastructure, with the help of direct reports (approx. 20% of role)

• Ensure the organization has the necessary infrastructure, including technology and facilities, to operate effectively and on scale as needed.
• Work with key departmental staff to develop and implement quality measurement /evaluation of services in all areas of responsibility. Establish employee performance expectations and regularly and systematically evaluate performance results for each area of responsibility.
• Ensures that services are provided using the best practices and evidence-based principles.
• Complete Annual Performance Evaluations on the respective administrative staff
• Develop, manage, and track the measurement and effectiveness of all internal and external PGI processes.
• Assist with surveying clients/consumers, stakeholders, and staff to determine service satisfaction.
• Ensure a secure and quality IT infrastructure for the effective delivery of IT services across the organization without interruptions.
• Schedule and provide support for the board and committee
• Provide administrative support to the CEO and other Program Directors to meet program goals and objectives.
• Maintain, administer, and train others on the effective use of platforms and systems, including HR software, EHR, timekeeping, etc.
• Provide an organizations annual report to the CEO and Board of Directors
• Other duties as assigned - as a small team operating multiple projects simultaneously.

REQUIREMENTS/QUALIFICATIONS:

• • 
    At least 3-5 years of experience in office management
  • 
    College degree, preferably in human resources or accounting
  • Must have knowledge and expertise in nonprofit management
  • A demonstrated track record of successful business operations, management, and project management.
  • Adept at using various applications, including databases, spreadsheets, report writing, project management, social media platforms, word processing, and presentation creation/editing, including office software such as Microsoft Office, as well as experience working with accounting and payroll software and information management. QuickBooks a plus
  • 
    Proficiency at an intermediate level in the use of spreadsheets (Excel and Google Sheets) for building budgets, project management, and metrics tracking
  • 
    Ability to analyze problems and determine corrective measures