Director of Operations

Full-Time Salaried Exempt Position

Starting Pay: $65000 per year

General Summary :

The Director of Operations provides leadership oversight and management of administrative operations facilities technology infrastructure compliance functions safety initiatives vendor management and operational support services. This position develops implements and monitors systems policies and procedures that promote operational efficiency regulatory compliance risk management and organizational effectiveness. Working collaboratively with the Chief of Staff and executive leadership the Director of Operations ensures the agencys facilities technology administrative functions and operational resources effectively support the successful achievement of the organizations mission and strategic objectives.

Responsibility

Supervision & Oversight

• Oversee and assist with administrative functions such as office management facilities technology infrastructure and procurement.
• Supervise Facilities staff and operations ensuring effective budget management resource utilization vendor relations and compliance with applicable safety and regulatory requirements.
• Implements disseminates and administers operations strategies and objectives to ensure the achievement of the organizations goals and objectives.
• Provide leadership and oversight of agency administrative operations operational policies and organizational support services
• Collaborate with executive leadership to develop and implement operational goals strategic initiatives and continuous improvement efforts.

Maintenance

• Oversee and assist with safety risk management and the overall appearance and functionality of agency grounds and facilities.
• Oversee and assist with daily upkeep of facilities and maintenance needsd with internal staff as well as vendors.
• Ensure routine maintenance repairs and preventative maintenance activities are conducted in a timely and effective manner.
• Ensure the proper functioning inventory management upkeep and replacement of all office equipment and technology.
• Monitor and manage internal and external facilities throughout campus (including gardens Nature Explore classroom garage parking lots sidewalks façade etc.) for regular and deferred maintenance issues. Coordinate with the Facilities manager to ensure all vendors meet maintenance needs.

Vendors

• Serves as the primary contact and maintains strong relationships between the organization and vendors to ensure quality service effective communication and customer satisfaction.
• Identify evaluate and recommend qualified diverse vendors and service providers that support organizational goals operational needs and strategic priorities.
• Administer vendor contracts service agreements compliance documentation and performance expectations to ensure quality services and regulatory compliance.

IT and Technology

• Serve as primary liaison with managed IT providers; coordinate technology projects user onboarding/offboarding and vendor performance.
• Manage technology inventory lifecycle planning onboarding/offboarding equipment needs and implementation of agency-wide technology initiatives.
• Collaborate with HR and managed IT provider to ensure equipment is available and operational.

Operations

• Develop implement and maintain operational policies procedures and internal controls that support organizational effectiveness efficiency and compliance.
• Oversee agency operational compliance activities contract administration organizational records and continuous process improvement initiatives.
• Monitor operational risks and implement solutions that strengthen operational performance compliance and resource utilization.
• Regularly assess business processes and operational workflows to identify opportunities for improvement and alignment with organizational objectives.
• Manage operational work orders documentation and workflow processes to ensure timely completion and accountability.
• Collaborate with administrative staff to maintain accurate FMX records and ensure maintenance documentation meets applicable codes standards and organizational requirements.
• Partner with the Chief of Staff on operational planning organizational initiatives and strategic projects that support agency goals and long-term sustainability.
• Conduct and/or coordinate inspections of agency facilities and infrastructure; recommend operational improvements renovations maintenance projects and capital repair initiatives as appropriate.
• Oversee daily custodial maintenance and operational support services through internal staff and contracted vendors.

Financial

• Manage procurement processes and coordinate the allocation of organizational resources equipment materials and operational assets.
• Collaborate with the Chief of Staff and Chief Financial Officer on operational budget development monitoring forecasting and analysis.
• Monitor operational expenditures and recommend strategies that improve efficiency cost-effectiveness and resource utilization.

Safety and Compliance

• Lead agency-wide safety risk management HIPAA compliance emergency preparedness security systems and regulatory compliance initiatives.
• Develop and maintain policies procedures and internal controls that support organizational compliance risk mitigation and workplace safety.
• Coordinate operational audits corrective action planning compliance monitoring staff training incident reporting and emergency response activities to ensure adherence to applicable regulations accreditation standards and agency policies.
• Oversee the implementation of operational controls security measures and compliance initiatives to ensure adherence to HIPAA regulatory requirements and organizational policies.

Disclaimer
The aforementioned statements are meant to provide an overview of the overall character and degree of effort being exerted. These should not be interpreted as a comprehensive enumeration of all obligations responsibilities and competencies necessary for the given role. As needed all personnel may be occasionally required to perform duties beyond the scope of their regular responsibilities.

*Reliable attendance is an on-going essential job function.

Knowledge Skills and Abilities:

• Strong leadership and supervisory skills with the ability to effectively manage staff vendors and contractors.
• Knowledge of facilities operations building systems maintenance coordination safety practices and vendor management.
• Demonstrated ability to identify operational issues evaluate options and implement practical cost-effective solutions.
• Ability to manage multiple facilities projects competing priorities and deadlines simultaneously.
• Strong organizational project management and problem-solving skills.
• Knowledge of procurement processes contract administration budget monitoring and resource management.
• Knowledge of regulatory compliance workplace safety requirements HIPAA standards and risk management principles.
• Excellent written verbal and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and the ability to learn and utilize agency software systems including facilities and work order management platforms.
• Ability to work independently exercise sound judgment and respond effectively to operational challenges and emergencies.
• Ability to plan direct and review the work of others.
• Must be able to lift and carry 50 pounds.

Required of all positions:

• Knowledge of Completely KIDSs mission values vision and ethical standards.
• Knowledge of Completely KIDS company requirements including but not limited to the Employee Handbook and all organization-wide policies for compliance and compliance procedures affective specific duties and responsibilities.

Work Experience :

• Minimum of five years of progressively responsible leadership experience in operations facilities management administration or a related field.
• Experience overseeing multiple facilities locations or complex operational environments preferred.
• Demonstrated experience managing vendor relationships service contracts maintenance projects and facility-related operations.
• Experience supervising staff and coordinating the work of internal teams and external contractors.
• Experience developing and implementing operational policies procedures and process improvements.
• Demonstrated ability to manage competing priorities solve operational problems and support organizational growth and change.
• Experience in a nonprofit human services healthcare education or similarly mission-driven organization preferred.

Education Level:

High school diploma or equivalent

2-year college degree

4-year college degree or 10 years of experience

Graduate degree strongly preferred not required

Other Please list:

Licensure Certifications and other Designations :

None

Working Conditions:

Typical working conditions are 8:00am-4:30pm Monday through Friday. However work hours are flexible and may include some evenings and weekends.

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities duties and skills required of personnel so classified. Furthermore they do not establish a contract for employment and are subject to change at the discretion of the employer.

Required Experience:

Director