Senior Operations Manager

Job Description

Job Description

About Us:

VOALA
Helping Our Most Vulnerable Change Their Life Stories

Volunteers of America is a non-profit human services organization committed to serving people in need, strengthening families, and building communities. VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low-income housing program as well as drug and alcohol rehabilitation. Learn more at

PAY RATE: $95000 - $100000 Per Year

BENEFITS: VOALA offers competitive medical, dental, vision and retirement benefits.

JOB SUMMARY AND PURPOSE

The Senior Operations Manager is generally responsible for identifying and marshalling the resources necessary to achieve the organization's goals through the various programs operated by SCADP and Volunteers of America Los Angeles (VOALA) substance use facilities. Specifically: multiple programs providing to clients individualized assistance through access to service linkages, counseling, substance use treatment, life planning, and various crisis intervention methods in order to prepare individuals for further success. The Operations Manager will stay up-to-date on the rules and regulations involved in providing federal or state public services, and direct resources toward creating links with other non-profit organizations in order to pool resources and coordinate efforts. The Operations Manager is also responsible for monitoring and renewing facility licensing and ensure facilities are up to code with health and safety regulations.

DUTIES AND RESPONSIBILITIES

• PROGRAM DEVELOPMENT: In collaboration with the Clinical Regional Director and the Program Managers, develop and manage program budgets, programmatic and individual performance goals, and service delivery for SCADP programs in accordance with the various grant/contract/state requirements
  • Develop program policies, procedures, plans, and associated communications needed to operate residential and non-residential programs serving various populations of underserved individuals
  • Develop policies, procedures and records shall support CARF accreditation and meet all local, state, federal and contract/grant regulatory requirements Develop best practices and tools for management of residential and non-residential programs.,
• SUPERVISION OF PROGAMS – Achieve grant objectives by:
  • Overseeing facility operations, in conjunction with Program Managers
  • Overseeing health and safety standards across SCADP and VOALA substance use facilities
  • Ensuring all services to clients are properly recorded: in both a hard (paper) and soft (electronic health record (EHR)) file format
  • Through Program Managers and Quality Assurance Manager, monitor provision of services provided to participants to ensure the quality and effectiveness of services provided
    • Ensure program(s) interim and final goals and requirements are achieved
    • Evaluate program effectiveness; make proposals to senior management
  • In collaboration with Quality Assurance Manager and Regional Clinical Director, provides Knowledge and overview of services in EHR, enforcing documentation standards and evidenced based practices
  • Support Program Managers in the operation of the facilities and support of clients.
  • In collaboration with Regional Clinical Director, engage in and oversee various grant reporting needs to satisfy funder requirements
• TRAINING: Train, coach, and manage the SCADP and VOALA substance use teams on program requirements, tools, and methods to meet those requirements, including required credentials and continuing education
  • Effectively communicate program and project expectations to team members and management in a timely and clear fashion
  • Plan, conduct and record required in-service training
  • Delegate tasks and responsibilities to appropriate personnel
• COORDINATE MULTIPLE PROGRAMS: With the Program Managers, supervise operations of multiple teams of staff engaged in various programs, collaborate with HR Department Corporate administration staff
  • Address employee issues, coordinate with Regional Clinical Director and Program Managers all staffing issues, and employee conflicts, involve HR as required.
  • Ensure Program Manager’s effectiveness with human resources including staffing, scheduling and coverage, performance management, attendance, timecard compliance, and accountability
• BUDGETING: Publish monthly budget reports and proposals
  • Estimate and allocate resources that programs may need in order to achieve goals
  • Create and analyze budget reports, make projections for future budgets to meet program goals
  • Report to CEO and CFO recommendations
• COMMUNICATIONS and COLLABORATION
  • Keep Clinical Regional Director, SCADP and VOALA substance use facilities informed of progress towards achieving Grant goals; Communicate with funders on an ongoing basis
  • Meeting all funder reporting timelines
  • Collaborate with community partners for services and housing opportunities to program participants
  • Collaborate with other SCADP and VOALA programs and community partners and represent the interests of the agency, the program and its participants in all networking and public relations opportunities
• Plan and participate in community outreach efforts to gain and maintain community support for the programs

ESSENTIAL DUTIES

• An essential function of this position requires incumbents to report to the office and/or other locations where work is performed by subordinates required to work on-site each day of active employment.
• PROGRAM DEVELOPMENT:
  • Develop program policies, procedures, plans, and associated communications documents
  • Proactively manage changes in project scope, identify potential crises, and devise contingency plans that meet CARF and regulatory requirements
  • Develop best practices and tools for project execution and management
• WORKFORCE MANAGEMENT: Through Program Management, provide resources to train, coach, and manage SCADP and VOALA teams on program requirements, evidence based practices, EHR, tools, and methods to meet those requirements. Ensure Program Manager effectiveness with managing staffing and all aspects of performance management and human resources compliance.
• BUDGETING RESOURCES: Allocation of resources, financial, facility, staffing and support (transportation, dining, supplies, et cetera)
• FUNDER FOCUS: Ensure subordinate Programs are accountable and meet Funder Requirements, communicate with funder on an ongoing basis.
• COORDINATION OF SERVICES: Collaborates with other service providers to link various programs to community resources and supportive services.
• COORDINATION WITHIN VOALA: Collaborate with other VOALA programs and community partners and representing the interests of the agency, the program and its participants in all networking and public relations opportunities.
• PLANNING and ORGANIZATION: Effectively plans workload of subordinate individuals and programs – deploys and organizes resources.
• CHANGE LEADERSHIP: Identifies better, faster, more efficient ways to achieve the mission of SCADP and VOALA
• Community Outreach.
• Coaches and mentors junior staff.
• Other duties as required and is subject to change at any time.

MANDATED REPORTER

As service providers to the underprivileged and vulnerable in our community, all employees are considered Mandated Reporters, and must report any instance of physical or sexual abuse to proper authorities.

Qualifications

REQUIREMENTS:

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications
• Ability to perform under circumstances of possible emotional stress and conflicts dealing with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs which may include clients with homelessness, mental-illness, substance abuse, recently released from incarceration and other challenges.

EDUCATION:

• Bachelor's degree in Social Services or Business Operations (or related discipline) OR 4 years of related experience
• Current Alcohol and Drug Counseling Certification by an approved accrediting organization (CCAPP, CADTP or CADEE)

EXPERIENCE:

• 5 years of experience in Business or non-profit Management.
• 2 years of Budget Management / Oversight Experience
• 2 years experience in policy development and continuous improvement
• Experience in grant management and reporting
• Experience with SUD treatment and MAT

PREFERRED QUALIFICATIONS:

• Masters degree preferred, LMFT preferred
• History of working with multiple community partners, existing relationships a major plus.
• Experience connecting clients to community and government resources.
• Familiarity or work experience in a social services field and/or health care
• Familiarity with CARF accreditation
• Bilingual in English and Spanish.
• Knowledge about community resources
• Knowledge of Harm Reduction Model
• Experience with Electronic Health Records and other relevant databases used by partner service providers

Volunteers of America is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.