Operations Manager (Phoenix & Tucson)

Job Description

Job Description

Salary: $64,459.20 to $79,047.49 Annually DOE

The Organization:
The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to thousands of adults, youth, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day. In 2001, the Florence Project implemented our Integrated Social Services Program, one of the first of its kind in this field. The Florence Project provides high quality legal and social services and supports initiatives for national changes in immigration law and policy.

Primary Purpose of the Position:

The Operations Manager is responsible for the day-to-day management and execution of the organization's operational systems,includingadministrative infrastructure,frontdeskandmail processes, staff onboarding and offboarding, technology (hardware, software, and communications systems), and staff work environments across in-office and remote settings. The Operations Manager directly supervises office administrative staff, oversees front-end operations, and manages back-end operational tasks and special projects that ensure the organization runs efficiently and consistently. This role provides reliable, high-quality internal and external customer service and works closely withHumanResources,Finance,Legal,and Social Service teams to support program delivery and organizational operations.

This positionisdesignatedas in-office and canbe basedin the Phoenix Office or Tucson Office, but supports the Florence Projects three offices, with frequent travel to the other FIRRP offices.

EssentialDuties&Responsibilities:

AdministrativeOperations &FrontDeskServices

• Overseeorganization - wideadministrativeandfrontdeskoperations,includingincoming and outgoing mail, scanning, logging, filing, phone and voicemail handling, reception services, and shared inbox management

• Developandmaintainorganization - widesystemsandproceduresformailprocessing, phone coverage, and reception services

• Manageadministrativestaffschedulestoensureconsistentfrontdeskcoverageduring business hours

• Monitorservicequality,accuracy,andtimeliness ; addressissues,complaints,and service breakdowns directly

• Ensurecompliancewithsafety,security,andconfidentialityproceduresforstaff,clients, and visitors

• Assistwith planningandlogisticsformeetings,events,trainings,andstaffactivitiesasneeded

StaffSupervision&DailyOperations

• Directlysupervise officecoordinatorsandadministrative staffacrossalloffices

• Conductregularone-on- onemeetings,coaching,andperformancemanagement

• Trainstaffonoperationalsystems,procedures,andservicestandards

• Assign,monitor,andrebalanceworkloadstomeetoperationaldemands

• Addressperformanceissuespromptlyandconsistently

Facilities,Technology,andVendorOperations

• Overseedailyfacilitiesoperationsforleasedandownedspaces,includingmaintenance, repairs, safety protocols, and access control

• Serve asprimaryoperational contactforpropertymanagers,facilitiesvendors,and service providers

• Coordinateday-to- daytechnologyneedswithITvendors,includinghardware,software, phones, and communications tools

• Ensurestaffhaveaccesstoappropriate tools,systems,equipmentandsuppliesto perform their work

• Coordinatepurchase,deployment,andtrainingrelatedtoofficeequipmentandtechnology

• Trackvendorcontracts,renewals,leases,andserviceperformance ; escalateissuesasneeded

• Overseeoff- sitestorageunitsand physicalassetmanagement

Onboarding andOffboarding

• Overseeoperationalonboardingandoffboardingprocesses,includingequipmentsetup, access provisioning, asset return, and account closure

• Maintainaccurateinventoryandassettrackingrecords

Other Duties & Responsibilities:

• Coordinate operational needs with Human Resources, Finance, Legal, and Social Services teams

• Communicate operational procedures, updates, and changes clearly toimpactedstaff

• Support operational projects and improvements that strengthen consistency and reliability

• Support special projects related to operational continuity, transitions, or emergencies

• Perform other duties as assigned
  

MinimumRequirements:

• Bachelors Degree or 3-5 years of equivalent experience.

• Outstanding customer service and resolution capability.

• Aptitude for critical thinking, problem solving, and decision-making.

• Strength of character,ethics, andcommitment, and reliability.

• Ability to develop and implement processes for organizing and tracking records and other data as needed.

• Ability to communicate effectively verbally and in writing. Excellent phone and email etiquette.
  

• Demonstrated commitment to advocating for indigent immigrant clients in a respectful and empowering way, zealous support of the Florence Projects mission, and displays a commitment to diversity and inclusion.

• Strong interpersonal skills and the ability to work with diverse populations.

• Highly organized, able to be an innovative thinker and work in high volume setting with limited resources.
• Excellent problem-solving skill andis able to effectively manage multiple projects and meet deadlines.

• Demonstrate to be a hardworking, flexible, respectful team player that can work effectively in a collaborative, innovative, and client centered work environment.
  

• Ability to prioritize and work independently, be adaptable and reliable in the face ofconflict, pressure,crisisor changing priorities.

• Exhibits high ethical standards and the ability tomaintainconfidentiality.

• Must be able to pass federal and state background checks.

• Travel isrequiredfor this position.

• Must have a validdriverlicense and reliable transportation.

• Proven computer skills. Advanced understanding of basic office applications.

Preferred Requirements:

• Management or Supervisory experience

• Project Management experience

• Bilingualproficiencyor fluency in Spanish preferred

WorkingConditions/PhysicalDemands:

• Operatesinaprofessionalofficeenvironmentandrequirestheabilitytositforlong periodsof time with intermittent walking, standing, bending, squatting,pullingandpushing.
  

• Travel between offices (Phoenix, Tucson, and Florence) and secondary work locations asrequired.
• Requires the ability to use standard office equipment suchas,scanners, computers, keyboards, phone, shredders, photocopiers, and filing cabinets.
• Requires the ability to lift up to ten pounds - accommodations may be available.
• EffectiveSeptember1,2021,FIRRPhasimplementedamandatoryCOVID -19vaccine policy.Tocomply withthis policy, active employees must be fully vaccinated by October 15, 2021.Employees seeking an exemption due to a medical condition orsincerely-held religious belief should contact our Human Resources Department at View email address on ziprecruiter.com.

Salary & Benefits:

This is a full-time position. Salary is competitive for our field and geographical area. Salaries will be calculated based on relevant experience and our established comprehensive wage scale: $64,459.20 to $79,047.49 Annually DOE.

We strive to create and uphold a positive, supportive, and inclusive work environment for all staff. We offer excellent benefits, including:

• Medical plans including health, dental, vision coverage, subject to plan terms
  
• Short Term Disability
  
• Eligibility for group benefits such as voluntary life insurance, subject to applicable waiting periods
  
• Retirement plan, subject to plan terms
  
• Paid Time Off earned on a biweekly accrual basis- Twenty-five (25) Days of Vacation Time, annually
  
• Five (5) Days of Medical/Sick Time, annually
  
• One (1) Day of Personal Time, monthly
  
• Eight (8) Week Paid Sabbatical, after three years of employment
  
• Bereavement leave.
  
• Fifteen (15) Organization-paid holidays, all observed
  
• Eligible for Parental Leave which includes Thirteen (13) paid weeks
  
• Mileage reimbursement for travel between offices and places of work.
  
• Relocation Assistance for out of state new hires available for some positions.

Application Procedures:

This is an immediate opening. Salary is commensurate with experience. The position will remain open until we receive enough qualified applicants. Applications will be reviewed on a rolling basis, and candidates are encouraged to apply early. Only those selected for an interview will be contacted. The Florence Project values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, persons with disabilities, and members of underrepresented communities.

This job announcement is for informational purposes only and is subject to change and modification without notice. This job announcement includes a non-exhaustive list of responsibilities, qualifications and requirements of the position, but does not necessarily include all the job functions of the position.