Director of Operations

Job Category Operations, Technology Project Management, Project Management Industry Non-Profit, Operations, Technology Employee Type Regular Full Time Manage Others Yes Contact information Description Position Summary Reporting to the Chief Operating and Financial Officer (COFO), the Director of Operations is responsible for advancing organizational effectiveness through leadership of internal operations, enterprise project management, process improvement, and change management initiatives. The role oversees facilities, workplace operations, internal communications, retirement plan administration, and risk management while partnering closely with department and team leaders to ensure organizational systems, technologies, and processes are effectively implemented and integrated across the organization. Through strong cross-functional leadership, the Director of Operations helps create the infrastructure, practices, and staff experience necessary to support United Way's mission and future growth. Key Responsibilities Project Management & Organizational Coordination Lead and coordinate Operations team projects from planning through implementation , collaborating primarily with the Vice President of Finance, Vice President of Information Technology, the Vice President of Data & CRM , and the Director of People & Culture . In collaboration with the appropriate Operations leader(s) , d evelop and maintain project plans, timelines, roles, and milestones for major operational and technology-related initiatives . Maintain visibility into key organizational projects, roadmaps, progress measures, and implementation barriers. Act as consultant for departments outside of Operations to set up new initiatives for success through workflow definition, process alignment and technology tool implementation. Establish consistent project management practices that improve accountability, communication, and execution across the organization. Partner closely with the Vice President of Information Technology and Vice President of Data/CRM to support implementation , adoption, documentation and training of technology, data, CRM, and business process initiatives. Lead change management planning for major system implementations, process changes, and technology adoption efforts. Ensure new tools and systems are integrated into daily workflows, staff expectations, documentation, training, and operational practices. Identify staff adoption barriers and coordinate practical solutions with system owners and department leaders. Monitor adoption progress and help leadership understand whether systems are producing intended operational improvements. Internal Communications & Organizational Information Lead internal communication practices that keep staff informed, aligned, and engaged. Oversee organization-wide communication tools and channels, including shared calendars, internal newsletters, Microsoft Teams channels, staff updates, and other internal information-sharing practices. Coordinate monthly all-staff meetings, periodic staff gatherings (in collaboration with the Events team) , and the annual all-staff retreat ( in partnership with the Executive Team) . Ensure key policies, procedures, resources, and organizational updates are documented and accessible to staff. Staff Engagement Facilitation and Execution Partner with the Director of People & Culture on employee engagement initiatives where operational execution, communication, or organization-wide follow-through is required . Help foster a productive, welcoming, collaborative, and mission-aligned workplace environment by l ead ing operational aspects of staff experience, including staff meetings and annual events, workplace norms and internal communications. Support action planning from employee engagement feedback, helping translate findings into practical improvements to systems, meetings, communications, and workplace experience. Ensure workplace practices support collaboration, inclusion, accountability, and staff effectiveness. Facilities, Workplace Operations & Security Oversee the organization’s office facilities and workplace operations, ensuring the office environment is safe, productive, welcoming, and well-function ing. Supervise the Manager of Operations in managing facility maintenance, vendor relationships, office services, supply management, mail, space planning, and day-to-day building operations. Oversee security practices in coordination with the Manager of Operations and Vice President of Information Technology. Ensure office policies, procedures, and workplace systems support staff productivity and organizational efficiency. Support planning and execution of office moves, space changes, workplace improvements, and facilities-related projects. Guest Services & Meeting Space Usage Oversee guest services and meeting space usage in coordination with the Coordinator, Guest Services & Projects , e nsur ing visitors, donors, volunteers, partners, and community members receive a professional and welcoming experience. Supervise the Coordinator, Guest Services & Projects in managing front-desk operations, meeting reservations, visitor communication, and guest support processes. Maintain service standards and operational practices for hosting external meetings and events in UWGKC office space. Serve as the organization's operational lead for administration and oversight of the United Way's 403(b) retirement plan. Maintain working knowledge of fiduciary responsibilities, ERISA requirements, retirement plan governance practices, and applicable regulatory requirements. In collaboration with the COFO, c oordinate and lead the annual 403(b) audit, serving as the primary liaison with external auditors, plan recordkeepers, third-party administrators, and internal stakeholders. Partner with Finance and People teams to ensure accurate and timely processing of employee contributions, employer contributions, distributions, loans, and other plan transactions. Along with the COFO, attend retirement plan committee meetings, maintain documentation of fiduciary review activities, and ensure appropriate retention of plan records and governance materials. Coordinate employee communications regarding retirement plan changes, educational opportunities, and administrative updates . Risk Management & Insurance Administration Serve as the primary organizational contact for business insurance programs and insurance broker relationships. In collaboration with the COFO, c oordinate the administration and annual renewal of property, general liability, directors and officers (D&O), employment practices liability (EPLI), cyber liability, workers' compensation, automobile, crime, and other organizational insurance coverages as applicable. Coordinate claims reporting and claims management activities with insurance carriers, legal counsel, brokers, and organizational leadership. Maintain organized insurance records, policy documentation, certificates of insurance, claims history, and renewal schedules. Support contract review processes by coordinating insurance requirements and monitoring compliance with organizational standards. Budget & Compliance: With oversight from the COFO, d evelop and manage operations-related budgets. Ensure operational spending aligns with organizational priorities and responsible financial stewardship. Oversee contracts and vendor relationships related to facilities, workplace operations, guest services, office services, and operational tools. Supervisory Responsibilities Directly supervise the Manager of Operations and Guest Services Coordinator. Provide coaching, support, and regular performance evaluations for direct reports. Bachelor's degree in a business-, operations- or technology-related field, or equivalent experience 8 + years of relevant and progressive experience in operations, project management, organizational effectiveness, administration, or related leadership roles Demonstrated e xperience in managing technology development and implementation projects, including IT projects, enterprise platform integrations , data analytics projects, or other similar projects, including managing the adoption of such platforms by the intended end users . Experience managing a budget of at least $1M annually Experience overseeing workplace operations and managing vendor relationships and contracts. Experience leading cross-functional projects and driving implementation across teams. Demonstrated ability to manage organizational change and support adoption of new systems, workflows, and processes. Strong project management, communication, facilitation, and problem-solving skills. Ability to work collaboratively with technical and non-technical leaders. Strong judgment, discretion, and ability to manage competing priorities. Proficiency with Microsoft Office Suite or related software. Proficiency with Asana or other project management software Proficiency with Salesforce or other CRM platform Proficiency with Sage Intacct or other accounting platform Summary Reporting to the Chief Operating and Financial Officer (COFO), the Director of Operations is responsible for advancing organizational effectiveness through leadership of internal operations, enterprise project management, process improvement, and change management initiatives. The role oversees facilities, workplace operations, internal communications, retirement plan administration, and risk management while partnering closely with department and team leaders to ensure organizational systems, technologies, and processes are effectively implemented and integrated across the organization. Through strong cross-functional leadership, the Director of Operations helps create the infrastructure, practices, and staff experience necessary to support United Way's mission and future growth. #J-18808-Ljbffr