Operations Manager

4 weeks ago

Boston, United States Jeremiah Program Full time

POSITION SUMMARY

The Operations Manager serves as a pivotal partner to the Executive Director, taking charge of the day-to-day operations of campus offices and facilities, functioning as a cross-departmental liaison, crisis & safety POC, and financial oversight of specific operational elements for improved profitability. This role ensures that employees have an optimal work environment and families experience a safe and welcoming environment. The incumbent plays a vital role in fostering a positive and inclusive campus culture by collaborating with campus and support team leaders, identifying potential challenges, and upholding the organization's mission. Administrative support to the Executive Director and campus leaders is also a key responsibility of this role.

PRIMARY RESPONSIBILITIES

Administrative Support:

  • Collaborate with HR and IT to prepare and distribute onboarding materials, schedule meet and greets, provide technology training, assign a buddy, coordinate Day 1 greetings, and familiarize new hires with emergency procedures.
  • Advocate for new employees' well-being and success by ensuring they are adequately supported and equipped for their roles.
  • Act as the campus expert holding comprehensive knowledge of company policies and the staff handbook, serving as the primary point of contact for addressing inquiries and providing clarifications.
  • Manage shared communications for staff, moms, and common areas (newsletters, shared documents)
  • Maintain the campus calendar, organize meetings, and coordinate team events to foster collaboration and engagement, while also establishing and managing extensive databases and filing systems covering office resources and vendor contacts.
  • Anticipate supply needs and manage inventory, aligning with scheduled campus activities to ensure seamless operations.
  • Oversee the campus Microsoft SharePoint site to ensure that materials are accessible, accurate and up to date.
  • Manage incoming calls and correspondence and provide shipping and mailing support for staff.
  • Oversee volunteer coordination and supervise volunteers working on various projects.


Campus Operational Leadership

  • Develop and implement effective campus office operations and procedures by making recommendations that increase efficiency, maximize operational budget and nurture JP culture.
  • Maintain a keen awareness of operations, providing insights and recommendations to enhance efficiency, optimize the operational budget, and cultivate a cohesive team culture.
  • Collaborate with local landlord/leasing company, emergency vendors, to oversee local facility needs, ensuring clean and well-maintained spaces and addressing office concerns/issues as they arise.
  • Work closely with the finance team to oversee local accounting tasks, such as deposits and check requests, while serving as a point of contact for accounting inquiries.
  • Collaborate closely with the Executive Director, program managers, and campus leaders to foster a positive and inclusive team culture and campus environment, while also providing valuable insights and recommendations for enhancing the experience of staff, families, and stakeholders.
  • Collaborate on processing, documentation, and special projects, presentations, and training initiatives that involve administrative functions, aligned with Development and Finance.
  • Manage the procurement and maintenance of office equipment, including coordination with vendors, troubleshooting assistance for staff, and ensuring proper usage.
  • Related to housing partnerships, serve as a liaison between property management and other stakeholders, focusing on resolving operational issues and enhancing processes related to move-ins for JP families.
  • Work alongside Director of Technology and the designated vendor (TNS) to tackle campus and staff hardware, software, and network issues, and to identify sensible and budget-friendly technology solutions.
  • Be an information security advocate to ensure sensitive information is kept safe and secure.
  • Other Duties as Assigned: This job description provides a comprehensive overview of the role's responsibilities, but it's important to note that duties, responsibilities, and activities may evolve with or without prior notice.

Requirements

The ideal Operations Manager will demonstrate a firm belief in and passionate advocacy for JP's mission, exhibiting a strong interest in our two-generation approach and the drive to serve as a dedicated ambassador for the organization. Qualified candidates will possess the following attributes:

  • Minimum 4 years of operational/office management experience, preferably in a nonprofit organization.
  • Experience supporting a fundraising department a plus.
  • A bachelor’s degree in administration, business, or related field preferred.
  • OSHA 10 Certification, preferred.
  • Lean Six Sigma White Belt Certification or Project Management certification a plus.
  • Affordable housing exposure; Fair Housing Certification a plus
  • Self-motivated with excellent organizational skills and the ability to successfully juggle multiple priorities.
  • Exceptional communication, presentation, and relationship-building skills, promoting inclusivity and trust across all levels and diverse backgrounds.
  • Agile and resourceful problem solver with a solutions-over-obstacles approach.
  • Excellent judgement and discretion in handling confidential and sensitive information.
  • Proficiency with Microsoft Office tools, including Outlook, PowerPoint, Excel and Word, and facility for basic technical troubleshooting.


Salary & Benefits

Salaries for people entering this role typically fall between $49,000 and $60,000 commensurate with relevant experience and qualifications and in alignment with internal equity. Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous paid time off package. Contact talent@jeremiahprogram.org with questions.

Summary

  • We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

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