Head of Operations Management (m/w/d)

Description

Job Type: Full-time, Benefit-eligible Position

Salary: $80,000-$90,000

Sign on bonus: $1000 Longevity bonus of $500 earned after 6 months and $500 earned after 12 months.

Location: Newton, MA

Supervisor: Deputy Director

Schedule: Full Time - Monday-Friday, 9-5pm, with occasional after-hour support, onsite at P2P Main office or P2P properties as needed.

PURPOSE:

Pathway to Possible is a congregate care facility that provides independent living and assisted living for adults with developmental disabilities in the Newton and Wellesley areas. The program provides housing and support services for adults referred to us by the Department of Developmental Services. In addition to housing the Program goal is to:

Develop skills and abilities needed to be productive members of their residential program.

Develop skills and abilities needed to live independently if able.

Establish and promote lifelong connections.

Pathway to Possible is responsible for providing a safe and healthy environment, and a welcoming atmosphere, while ensuring the safety of the residents.

JOB DESCRIPTION:

As a member of the leadership team, the Director of Operations and Facilities Management will work closely with the Executive Director, serving as a liaison to key agency stakeholders including the financial team, The Board of Directors, HUD representatives, IT consultant and the agency management company, (HMO). In addition, the Director of Operations and Facilities Management will oversee Client repayee accounts.

SUPERVISORY RESPONSIBILITIES:

Oversees the IT Consultant, specifically initializing service calls for Main Office staff;

Oversee Operations Administrator ;

Oversees Operations interns;

Oversees Home Management Organization (P2P’s property and facilities consultant)

RESPONSIBILITIES:

Serve as the liaison between the Executive Director and the Finance team, meeting weekly with the finance team and following up on needed tasks and audit prep. Complete weekly deposits.

Serve as the HUD systems coordinator, and liaison to the 4 agency HUD representatives, keeping contracts current and completing paperwork for budget amendments and house repairs.

Maintain HUD/Section 8 Tenant Files and ensure compliance with HUD, DDS, and Section 8 regulations.

Responsible for HUD Management and Occupancy Reviews (MORs), including all preparation for MOR, and writing the agency response to the MOR findings.

Maintain and catalogue agency financial records

Collaborate with the outside IT consultant to provide oversite of all telecommunications and agency technology. Trouble shoot challenges as they arise.

Responsible maintenance oversite for P2P’s fleet of 11 vehicles. Monitor vehicle use and staff compliance with vehicle policy. Coordinate purchases and trade-ins.

Serve as the liaison to the property management company, (Home Management Organization) scheduling repairs, walk throughs, oversight for large capital improvement projects and managing housing repair requests from Program Managers.

Responsible for Board property committee review of each property annually.

Responsible for oversight of office equipment maintenance and order office supplies.

Responsible for audit documentation and facilitating the auditing process with the finance team and the assigned auditor accountant firm.

Gather information from families, calculate client’s charges for care, and organize collateral for clients receiving section 8 housing, retaining all records and client files.

Responsible for overseeing monthly client rents to ensure payments are timely and up to date.

Run monthly DTA benefits. Secure ongoing benefits for new and existing clients.

Responsible for rep-payee reimbursement/check writing process for P2P clients.

Maintain office SharePoint files; implement an efficient system for other staff to access files and records.

Manage office access systems, distribute and retrieve office access cards.

Oversee Program Managers’ PEX purchase, ensuring compliance with food budget and providing purchasing oversight.

Requirements

QUALIFICATIONS/REQUIREMENTS:

Exceptional organization skills and the ability to multi-task.

Financial acumen.

Excellent verbal and written communication skills.

Self-starter, ability to work independently and problem solve.

Excellent interpersonal and customer service skills.

Strong attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Proficient with Microsoft Office Suite.

Must be able to work/commute to the Newton office.

Experience with HUD, DDS and affordable Housing Organizations a plus.

Bachelor’s degree required; Masters preferred.

At least three years of organizational administrative experience required.

A valid drivers license and access to a car.

PHYSICAL REQUIREMENTS:

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

OTHER REQUIREMENTS:

Legally authorized to work in the United States.

Clearance of CORI and SORI background checks as required by state and federal law.

Clearance of DPPC registry as required by state law.

A cleared search of finger printing through the DDS criminal background check.

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