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Director of Operations

2 months ago

Atlanta, United States Nicholas House Inc. Full time

Nicholas House is seeking a dynamic Director of Operations for this new role, emphasizing administrative excellence and operational efficiency to enhance daily functions and staff management at Nicholas House. This pivotal role will be instrumental in streamlining processes, fostering a culture of operational excellence, and ensuring seamless coordination across various departments. The Director of Operations will be deeply entrenched in administrative tasks, strategic planning, and project management to support the organization's goals and mission. The ideal candidate will be both a strategic and operational leader; able to manage the organization’s short-term tactical implementation of annual service provision with long-term strategic goals.

The ideal candidate excels in navigating complex operational environments, applying automation and technical solutions effectively, and optimizing processes. They demonstrate exceptional proficiency in managing administrative functions and will act as a crucial link between different staff teams and stakeholders, leveraging their expertise to advance organizational initiatives and maintain the highest standards of operational efficiency.

Must be able to work onsite at our location in Grant Park, near downtown Atlanta and be able to be on site until 6 p.m.

Director of Operations Key Responsibilities:

Administrative Leadership Ensure office space functionality and staff have the resources needed to perform their jobs efficiently. Drive the creation and maintenance of digital platforms for internal communications and process management, leveraging technological solutions like SharePoint and other Office 365 products to enhance organizational efficiency. Develop and implement operational strategies that align with the organization's goals and objectives. Work with executive leadership to set operational goals and metrics.

Process Management

Streamline recruitment processes, facilitate onboarding procedures, and manage HR responsibilities for new hires, interns, and seasonal staff. This includes maintaining personnel files and developing and regularly updating succession plans and key task instructions. Responsible for tracking of all KPI's; work with departments to ensure tracking and provide monthly insights to Executive Director and leadership team      Coordinate the development and implementation of a centralized assessment database; Consolidate all current tools and practices for measuring impact to ensure cohesive, consistent, high quality data collection and analysis              Establish and oversee the implementation of performance review processes, empowering employees to thrive and grow within the organization. (This includes regular check-ins, monthly and quarterly step-backs, team step-backs, etc), and employee training Curate and manage organizational calendars to foster a sense of community and inclusivity, while also ensuring timely communication of important events and milestones. Take the lead in planning and coordinating staff events and retreats, fostering team cohesion and morale.

Operational Excellence

Exercise delegated authority to oversee projects requiring cross-team collaboration and resource allocation, providing comprehensive project planning and management support. Implement internal meeting structures for cross-team projects. Serve as a key liaison with the board of directors, preparing materials and facilitating seamless communication to support organizational governance and decision-making processes, including ensuring that all Board of Directors documents are organized, well managed and available to BOD on the board portal. Identify opportunities for operational enhancements and provide actionable recommendations to drive continuous improvement initiatives across the organization. Cultivate strong relationships with staff members to enhance operational efficiency and responsiveness, while also organizing efforts to develop and implement new operational strategies.   Work across teams to ensure that all staff are trained and implement organization policies and procedures regarding volunteers, donors, participants, staff and prospective participants.

Facility Management

Oversee the day-to-day operations of the Boulevard Shelter, ensuring a safe, clean, and welcoming environment. Coordinate maintenance, repairs, and renovations to maintain compliance with health and safety regulations. Manage relationships with vendors, contractors, and service providers. Supervise the Lead Shelter Shift Supervisor and ensure the Lead Shelter Shift Supervisor coordinates the monthly staff schedule and emergency shift coverage. Manage the shelter’s operating budget, ensuring fiscal responsibility and effective resource allocation. Ensure the Lead Shelter Shift Supervisor coordinates move-in and move-out processes with the Case Manager and conducts monthly house meetings. Cultivate strong relationships with staff members to enhance operational efficiency and responsiveness, while also organizing efforts to develop and implement new operational strategies.   Ensure effective de-escalation of conflicts and proper documentation of incidents, shift notes, room checks, and donations. Ensure operations staff provide excellent customer service to all stakeholders who call, email (intake, volunteer and front desk email accounts) or visit the Boulevard Shelter. Ensure compliance with facility requirements and employee requirements for government grants.

Volunteer Management

Supervise the Volunteer Manager and ensure volunteer goals are met and cross-team communication is effective. Ensure Volunteer Manager and operations staff document, utilizing the proper protocol, all in-kind donations and volunteer hours and that the documentation meets the standards required for government match. Make sure that the dinner volunteer and facility volunteer projects are well planned and implemented by the volunteer manager. Ensure that the volunteer manager is collaborating with the Family Development Case Manager on volunteer recruitment for participant events, Surviving to Thriving Program and Circles of Support program.