AVP, Organizational Operations

Job Description

Job Description:\n\n \n \n \n Position: Associate Vice President, Organizational Operations\n Reports to: Vice President, Organizational Operations\n Department: Operations\n \n Organization Summary:\n \n United Way of New York City (UWNYC) works with a coalition of trusted partners to unite community power with citywide possibility. Together, we meet today’s most urgent needs while building transformative solutions for tomorrow — striving for health, opportunity, and prosperity for every New Yorker in every neighborhood. Part of the United Way Worldwide system, one of the world’s most recognized charitable brands, we believe that New Yorkers deserve to thrive where they live and envision a future where all New Yorkers have the resources they need to live long, healthy lives in flourishing and resilient neighborhoods. We strive to model our values in all our relationships, both internal and external: Collaboration, Compassion, Integrity, Accountability, and Superior Performance.\n \n Position Overview:\n \n Reporting to the Vice President, Organizational Operations, the Associate Vice President, Organizational Operations (AVP) supports and advances operational excellence across United Way of New York City by leading organizational projects, systems, procurement, compliance, process improvement, and other operational initiatives.\n \n The AVP works cross-functionally to translate organizational priorities into clear project plans, effective workflows, and sustainable operational practices. The position is responsible for strengthening the systems, processes, and tools that support UWNYC’s work while identifying opportunities to improve efficiency, accountability, compliance, and the employee and user experience.\n \n The AVP also serves as a key organizational resource for Operations-owned systems, including FLUXX, CONCUR, and Monday.com, and partners with staff across UWNYC to ensure appropriate system governance, access, training, utilization, and continuous improvement.\n The position works closely with Finance, Legal, Human Capital, and other departments to support compliance with organizational policies and applicable private, federal, state, local, funder, and contractual requirements and to help minimize organizational and operational risk.\n \n Primary Responsibilities:\n \n Project Management and Organizational Operations \n \n Lead and coordinate cross-functional operational projects from planning through implementation and evaluation.\n Develop project plans that clearly establish objectives, scope, timelines, milestones, deliverables, responsibilities, dependencies, and measures of success.\n Establish and promote consistent project-management practices and tools across organizational initiatives.\n Monitor project progress and proactively identify risks, competing priorities, resource constraints, delays, and dependencies.\n Escalate material project risks, delays, resource constraints, and decision points to the Vice President, Organizational Operations in a timely manner.\n Facilitate cross-functional project meetings, document decisions and next steps, and ensure appropriate follow-through and accountability.\n Lead project management and cross-functional teamwork associated with Requests for Proposals (RFPs), Requests for Applications (RFAs), and Requests for Quotes (RFQs).\n Partner with departments to identify opportunities to strengthen operational practices, streamline processes, and improve organizational effectiveness.\n Support the development, implementation, documentation, and ongoing evaluation of Organizational Operations policies and procedures.\n \n \n Systems Management and Governance \n \n Serve as administrator and operational lead for key Operations-owned systems, including FLUXX, CONCUR, and Monday.com.\n \n Manage appropriate system access, permissions, workflows, configurations, and documentation.\n Establish and maintain system-governance standards that promote consistency, accountability, data integrity, and effective system utilization.\n Partner with departments to design and improve workflows that align system functionality with organizational and business needs.\n Monitor system utilization and user experience and recommend upgrades, improvements, and process changes.\n Coordinate system changes, testing, implementation, communications, and user training.\n Maintain appropriate system documentation, procedures, training materials, and user resources.\n Provide or coordinate ongoing user support and troubleshooting.\n \n \n FLUXX – Grants Management System\n \n Ensure appropriate access for UWNYC staff and community partners.\n Provide technical expertise and project management for the development of procurements within FLUXX, including workflows, role assignments, communications, and related processes.\n Develop and maintain role-based training for staff and external partners, including applicants and evaluators.\n Provide ongoing user support and identify opportunities to improve workflows and the user experience.\n \n \n CONCUR – Travel and Expense System\n \n Ensure appropriate system access for UWNYC staff.\n Maintain appropriate processes, documentation, and training.\n Provide ongoing user support and identify opportunities to improve system utilization and the employee experience.\n \n \n \n \n Page Break\n \n \n \n Monday.com – Project Management System\n \n Lead the continued development and organizational use of Monday.com.\n Build, monitor, revise, and maintain workflows, processes, boards, and automations.\n Establish governance and project-management standards for organizational use of the platform.\n Partner with departments on the development of team boards and workflows.\n Develop dashboards and reporting that provide visibility into project progress, milestones, risks, and deliverables.\n Monitor adoption and utilization and recommend improvements that increase consistency and effectiveness.\n \n \n Procurement and Vendor Management\n \n Maintain and enforce UWNYC procurement policies and procedures, including competitive selection requirements for vendors, consultants, and subcontractors.\n Oversee organizational and programmatic purchasing processes, including RFQs, and ensure compliance with UWNYC and applicable funder procurement requirements.\n Coordinate procurement timelines, documentation, evaluation processes, and related tracking.\n Support vendor selection, contracting, onboarding, ongoing management, and performance.\n Maintain appropriate procurement documentation and records.\n Oversee organizational purchasing-card administration and compliance with applicable procedures.\n Oversee the review and tracking of organizational memberships and subscriptions.\n Identify opportunities to strengthen vendor management, purchasing practices, operational efficiency, and cost effectiveness.\n \n \n Compliance and Risk Management \n \n Oversee and enforce applicable operational and procurement policies and procedures.\n Monitor procurement processes and systems to support compliance with competitive bidding, contractual, funder, federal, state, and local requirements.\n Oversee cross-functional project plans related to third-party filings, governmental requirements, and annual United Way Worldwide reporting.\n Maintain compliance calendars, supporting documentation, and related reporting.\n Identify operational compliance concerns and partner with appropriate stakeholders to develop and monitor corrective actions.\n Support efforts to strengthen internal controls and reduce organizational and operational risk.\n Provide ongoing staff training and guidance on applicable Operational policies, processes, systems, and compliance requirements.\n \n \n Process Improvement and Change Management \n \n Evaluate existing operational processes and identify opportunities to improve efficiency, consistency, internal controls, and the employee and user experience.\n Map current and future-state processes and develop practical recommendations for improvement.\n Lead implementation of approved process improvements in partnership with appropriate departments and stakeholders.\n Develop change-management approaches that support effective communication, training, adoption, and sustained use of new systems and processes.\n Monitor implementation and gather feedback to identify opportunities for continued improvement.\n Promote continuous improvement and shared accountability for effective organizational operations.\n \n \n Reporting, Analytics, and Dashboards\n \n Develop and maintain operational dashboards, reports, trackers, and other tools that provide visibility into projects, procurement, compliance, and systems utilization.\n Establish meaningful operational metrics and monitor progress against established goals, milestones, and timelines.\n Use data and operational insights to identify trends, risks, bottlenecks, and opportunities for improvement.\n Lead cross-functional development and review of reports tracking submissions, compliance, budgets, and cash flow within applicable systems.\n Prepare regular project and operational updates for the Vice President, Organizational Operations and other stakeholders.\n Support budget development, monitoring, and reporting for assigned areas of responsibility.\n \n \n Records Management \n \n Oversee UWNYC’s off-site records storage and related vendor relationship.\n Coordinate bi-annual document review, cleanup, storage, and authorized destruction.\n Maintain appropriate records-management practices consistent with organizational retention requirements.\n Support departments in identifying records for retention, archival, storage, or authorized destruction.\n Maintain appropriate documentation related to records storage and destruction.\n Identify opportunities to strengthen electronic and physical records-management practices.\n \n \n Training, User Support, and Adoption \n \n Lead ongoing staff training on Organizational Operations policies, processes, and systems.\n Develop and deliver role-based training for Operations-owned systems.\n Create user guides, procedures, FAQs, training materials, and other resources that promote consistent practices.\n Provide ongoing user support and troubleshooting.\n Identify recurring user challenges and recommend appropriate system, process, or training solutions.\n Monitor adoption of new systems and processes and provide additional support as needed.\n Incorporate applicable Operational policies, procedures, and systems into new-employee onboarding.\n \n \n Team and Budget management \n \n Provide leadership, supervision, coaching, and development to assigned staff.\n Establish clear priorities, responsibilities, and performance expectations for direct reports.\n Manage assigned budgets and monitor expenditures against approved plans.\n Support annual budget planning and forecasting for assigned Organizational Operations functions.\n Identify opportunities to improve operational efficiency and effectively manage organizational resources.\n Assumes other responsibilities as assigned to meet business and operational needs.\n \n \n Skills, Knowledge, and Experience:\n \n Bachelor’s degree in business administration, operations, project management, nonprofit management, information systems, or a related field; equivalent relevant experience and training may be considered.\n Seven (7) to ten (10) years of progressively responsible experience in organizational operations, project management, business systems, administration, or a related area.\n At least five (5) years of experience in project management and administration of online business systems.\n Demonstrated experience leading complex, cross-functional projects and organizational initiatives.\n Experience implementing, administering, or improving organizational systems, workflows, and business processes.\n Experience with procurement, competitive vendor-selection processes, vendor management, contracts, and compliance requirements.\n Prior experience supervising and developing staff.\n Prior experience managing budgets and monitoring organizational resources.\n Strong analytical and problem-solving skills with demonstrated ability to assess complex issues and develop practical solutions.\n Sound judgment and strong decision-making skills, including the ability to identify and appropriately escalate operational and project risks.\n Strong written and verbal communication skills, including the ability to clearly communicate operational requirements and recommendations.\n Strong organizational skills with demonstrated ability to manage multiple projects, priorities, deadlines, and competing demands.\n Demonstrated ability to work collaboratively across functional areas and organizational levels.\n Strong relationship-management, negotiation, and conflict-resolution skills.\n Proficiency with Microsoft Office, SharePoint, project-management platforms, and FLUXX or comparable systems.\n Experience with Monday.com and CONCUR strongly preferred.\n Project Management certification preferred.\n \n \n Key Competencies:\n \n Project and Operational Management – Effectively plans, organizes, executes, and evaluates complex projects and operational initiatives.\n Systems Thinking – Understands how people, processes, technology, and organizational priorities intersect and develops sustainable solutions.\n Analysis and Judgment – Uses data, experience, and sound judgment to assess issues, identify risks, and recommend appropriate action.\n Collaboration and Influence – Builds productive relationships and works effectively across departments and organizational levels.\n Communication – Communicates complex operational information clearly and appropriately for different audiences.\n Change Management – Effectively supports employees and teams through new systems, processes, and ways of working.\n Accountability and Results – Demonstrates ownership, follows through on commitments, and maintains a strong focus on quality, timeliness, and results.\n \n \n Additional Requirements: