Director of Operations

Job Title:            Director of Operations
Division:             Administration
Department:    Operations
Classification:   Exempt
Reports To:        Executive Director
 
 
PURPOSE OF POSITION
The Director of Operations is responsible for managing administrative operations, resources and shared services for the organization. The Director of Operations is part of the executive team, reporting directly to the Executive Director and the work is a critical factor in our overall performance.  The Director of Operations keep things in order and adds a strategic vision to everyday activities. The Director of Operations provides oversight and direction for all finance, human resources, facilities and information technology for the organization in a manner which reflects the mission, philosophy and policies of Keyway.   

SUMMARY OF DUTIES
(Responsibilities to include but not limited to the following)
 
Overarching Responsibilities:

• Lead and manage staff and vendors in the areas of Finance, Human Resources, Information Technology, Facilities and Compliance.
• Provide input in business operations and strategic planning
• Set goals for respective departments and individual managers
• Organize and coordinate intradepartmental operations
• Provide guidance to subordinate staff and evaluate performance
• Assume responsibility for timely reporting to senior management or regulatory agencies
• Provides support to Executive Director and Board of Directors in Functional Areas
• All other duties as assigned

 
Finance

• Manages External Vendor relationship to ensure service commitments are being achieved
• Oversees annual budget development and audit processes through partnerships with external vendors
• Effectively stewards the organizations financial resources
• Ensures the production of timely, accurate financial reports including detailed management reports, reports to the parent organization, financial reports to funding agencies and annual financial statements produced in accordance with GAAP for nonprofit organizations
• Supports resource development for the organization related to government grants
• Ensures Payroll runs timely and accurately and periodically audits and reconciles employee pay and benefits

 
Human Resources

• Sets direction for effective recruitment and retention practices
• Works to make Keyway an employer of choice in the social services field
• Manages compensation practices and assembles and competitive benefits package
• Provides oversight for HR policies, procedures and legal compliance 
• Supports leadership team in managing performance and employee relations/grievances.

 
Compliance

• Develops internal company policies and sees that they are adhered to
• Makes sure the organization has a clearly defined program for complying with applicable laws and regulations and report to management the organization’s compliance levels
• Take action in dealing with noncompliance situations, creating realistic plans to overcome them
• Conduct regular audits to identify potential weaknesses and noncompliance situations
• Communicate with employees and make sure everyone is aware of what they need to do to comply with internal and external laws and regulations
• Review, Analyze and Execute contracts and licenses for the organization and consult as needed

 
Information Technology

• Ensures employees have the tools, information and resources they need to effectively do their jobs
• Manages External Vendor relationship to ensure service commitments are being achieved
• Oversees the accurate and timely collection of and reporting pertinent data that relates to organizational performance in all functional areas

Facilities

• Responsible for managing relationships with landlords to ensure facilities are in compliance with contracts
• Manages External vendors for all facility needs and ensures work is done timely with quality results
• Ensures all properties are in good condition and in compliance with all local codes.

 
SUPERVISORY DUTIES
This position supervises employees and external partners as they may be assigned to the Finance, Human Resource , Facilities, Information Technology and Quality and Compliance Departments.
 
WORKING RELATIONSHIPS

• Frequent and regular internal contact with all Keyway staff, outside contacts with vendors and suppliers, outside agencies, the public and the community
• Interact on a daily basis with the executive leadership to review financial impact of daily operations.
• In depth reporting to the executive director regarding the operations of the agency.
• Meet with the finance committee to discuss the activities of the organization.
• Interact with Development department to ensure all donations are properly accounted for.
• Interact with other directors regarding their departments’ performances.
• Provide training to departments matters as requested/needed.
• Interact with the Grantors/Statutory Auditors, attend meetings regarding new grants, modifications, etc.

 
KNOWLEDGE, SKILLS, and ABILITIES:
Education:                                         
Bachelor’s Degree required.  Master’s Degree in Business or Administration preferred.
Experience:                                       

• Minimum 5 years’ experience in Administrative functions preferably in a not-for-profit setting.
• Management and supervisory skills.

Knowledge:                                       

• Knowledgeable of the requirements for managing government grants and experience in cash management. 
• Ability to conceptualize the effects of transactions and accounting controls on the overall accounting system. 
• Building and maintaining quality and compliance systems.
• Comfortable in multiple databases.
• Excellent analytical and spreadsheet skills, including Excel.
• Excellent interpersonal skills and a customer service focus.
• Ability to juggle multiple tasks simultaneously and to work well under pressure.
• Strong organizational and planning skills.
  
  

 Work Environment/Physical Demands:

• Considerable concentration.
• Moderate to constant interruptions.
• Moderate noise level.
• Moderate to considerable eye strain.

 
To apply, send a résumé and cover letter to cwit@cwitstl.org. 

---