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Chief Operating Officer

4 months ago

Fresno, United States Marjaree Mason Center Full time
Job DescriptionJob DescriptionDescription:

Type: Regular, Full-time

Status: Exempt

Location: Fresno, California

Pay Rate Range: $105,000 (Entry Level) – $115,000 (Top)

Reports to: CEO


Position Summary Description: The Chief Operating Officer (COO) of the Marjaree Mason Center (MMC) is responsible for supervising agency-wide operations, development and management of policies and procedures and management of contracts and grants. The position is a crucial part of maintaining high service standards based on compliance with internal and external policies, laws, regulations, and rules. Duties include providing strategic direction and supervision for all reporting departments, developing and managing department budgets, implementing proactive plans for review and improvement of processes, contributing to strategic planning and growth for the organization, and reviewing and advising on compliance related issues impacting the agency.

The position supervises human resources, facilities, data and front office employees.


The ideal candidate will bring executive leadership experience and a demonstrated record of managing and enhancing the administration of a high-performing organization. The top candidate is a creative problem-solver who thrives on identifying solutions and focusing on what is possible while facilitating strong collaboration and communication across the organization. They will bring strong emotional intelligence, authenticity, critical thinking and a proven ability to help individuals and teams achieve their full potential. In addition, the COO will embody and nurture a strong and inclusive culture that reflects the core values of the Marjaree Mason Center.


Essential Duties and Responsibilities include but not limited to the following:

Leadership

  • Collaborate with the Chief Executive Officer (CEO) in setting and driving organizational vision, strategy, and operations.
  • Develop actionable strategies and plans in alignment with the goals and objectives in the strategic plan, helping to implement organization-wide goal setting, performance management, and annual operating planning.
  • Monitor departmental performance and establish corrective measures as needed; prepare detailed reports, both current and forecast.
  • Participate in the annual budgeting process.
  • In collaboration with the CEO, senior leadership and the Marjaree Mason Center Board, develop future strategic plans.

Operations

  • Ensure agency front office staff, including reception area staff, deliver excellent service for all guests
  • Supervise the creation and maintenance of a comprehensive, uniform policies and procedures manual, including agency-wide and program/department specific policies and ensure this manual is reviewed and updated at the beginning of each fiscal year, in order to develop an informed, efficient and effective working environment.
  • Review and maintain records of all memorandums of understanding (MOUs).

Compliance

  • Oversee Data Analyst department and ensure accuracy of data and that information conveys quantitative and qualitative impact.
  • Coordinate monthly grant and contract review meetings and maintain a system to track and notify Chief Programs Officer (CPO), appropriate program managers and fiscal staff of grant awards, timeframes, and contract details.
  • Maintain up-to-date knowledge of all federal, state, and local business and regulatory requirements and ensure agency compliance.
  • Maintain records and files of grant application submissions (pre award) and post award contracts.
  • Review and approve all contracts, to ensure for accuracy, prior to execution by CEO.

Human Resources

  • Oversee the Director of Human Resources/department and help establish and monitor staff performance and development goals, assign accountabilities, set objectives, establish priorities, conduct annual performance appraisals, and administer salary adjustments.
  • Ensure that MMC develops, implements and maintains a plan to reduce work place injuries.
  • Develop and maintain professional development and succession plan that increases staff attraction and retention.
  • Establish, implement and regularly evaluate workplace culture strategies and engagement.
  • Collaborate with CPO and Director of Human Resources to recommend training for all employees based on identified gaps.
  • Ensure staff complete mandatory trainings.
  • Ensure supervisors have clear expectations on performance and receive regular training and coaching in regards to supervision of employees, volunteers and interns.

Facilities

  • Oversee Facility Manager/department and ensure facilities are safe, accessible and efficient.
  • Review and update agency safety and emergency plans including evacuation, disaster response, etc. Ensure all floor plans and evacuation maps are up to date.
  • Review and update MMC’s Illness and Injury Prevention Plan and ensures adherence to public health guidelines.
  • Oversee building preservation and conservation, renovations and repairs, maintenance, grounds upkeep and security.
  • Work with Facilities Manager to solicit bids for contracts and repairs in accordance with agency procurement policy and funder requirements.
  • Oversee existing lease agreements and be responsible for securing and negotiating all new lease agreements.
  • Responsible for maintaining MMC’s vehicles including scheduling routine maintenance, submitting any needed insurance claims, and ensuring vehicles registration and insurance remain current.
  • Implement and maintain reservation system for all shared spaces in MMC facilities.
  • Serve as one of the Points of Contact for after-hours response for alarm calls and emergency repairs.

Other duties as assigned.

Requirements:

Required Knowledge, Skills, and Abilities

  • Deep interest in and commitment to the vision, mission, of our organization.
  • Must be flexible and adaptable; creative thinker and problem solver who is also open to the insight of others
  • Work well in a team-oriented environment and collaboratively in cross-disciplinary teams and culturally diverse internal/external constituencies.
  • Knowledge of contract management and experience in organizational effectiveness and operations management implementing best practices, including legal, audit, compliance, budget, and resource development.
  • Display a high degree of initiative, integrity, loyalty, accountability, creativity, and good judgment; excellence in professionalism with the ability to maintain strict confidentiality.
  • Excellent organization and attention to detail; ability to prepare timely, proper, clear, and concise comprehensive reports, summaries, abstracts, correspondence, and other documentation.
  • Ability to identify, evaluate, problem solve, think critically, and give direction.
  • Ability to communicate effectively, clearly, and concisely both orally and in writing.
  • Strong listening, interpersonal, networking, and customer service skills.
  • Knowledge of general office practices, procedures, and terminology.
  • Previous executive leadership experience, including staff management. Demonstrated ability to use business software applications, e.g., MS Office Suite or comparable productivity tools, to collate, analyze, and synthesize data and information to provide strategic and operational insights to the Executive Director and Board of Directors.
  • Understanding of advanced business planning and regulatory issues associated with philanthropic organizations.
  • A solid grasp of data analysis and performance metrics.
  • Emotional intelligence, integrity, humility and a commitment to transparency, and active listening.

Qualifications Requirements: To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily.

  • Minimum 5-years’ experience, preferably in nonprofit environment.
  • Strong writing skills. The ideal candidate will demonstrate ability to craft clear, concise, and compelling content from scratch.
  • Excellent verbal, visual/presentation, and interpersonal communication skills.
  • Excellent project management and collaboration skills with an ability to manage competing interests under demanding conditions.
  • Experience motivating team members to reach high performance.
  • Strong hands-on approach with a high level of self-motivation, integrity, and ethics.
  • Focused on building long-term working relationships with a genuine interest in working with people of all levels to fulfill the company mission.

The requirements listed below are representative of the additional knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


EDUCATION and/or EXPERIENCE:

  • Bachelor's degree from a four-year college or university.

COMPUTER SKILLS:

  • Must be proficient in MS Office (Word, Excel, Outlook and PowerPoint).
  • Experience using Raisers Edge preferred.
  • Experience with graphic design software such as InDesign, Adobe Creative Suite or Photoshop preferred

LANGUAGE SKILLS:

  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups or organizations.

MATHEMATICAL SKILLS:

  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:

  • Ability to adapt to the environment, to solve practical problems, to deal with a variety of multiple variables in situations where only limited standardization exists and to make independent decisions within scope of responsibility.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS:

  • Possession of a valid California driver's license and proof of liability insurance on personal auto. Must be insurable at all times at standard rate by set by MMC insurance carrier.

PHYSICAL DEMANDS:

  • Ability to adjust focus – (ability to adjust eye to bring an object into sharp focus.).
  • Specific vision abilities - required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus when reading correspondence, statistical data and using a computer.
  • Lift up to 10 pounds – occasional to frequent
  • Lift up to 25 pounds – infrequent
  • Push/pull – occasional to frequent
  • Reach with hands and arms- frequent
  • Sit- excessive
  • Stand – occasional to frequent
  • Stoop, kneel, crouch or crawl – occasional to infrequent
  • Talk or hear – excessive
  • Use hands to finger, handle or feel- frequent
  • Walk – frequent

WORK ENVIRONMENT:

  • Fine Dexterity – Both – frequent
  • Typical noise level – quiet
  • Repetitive use of hands – frequent
  • Hearing – ability to hear instructions - frequent
  • Grasping: simple/light: - frequent
  • The position typically works indoors in an air-conditioned office, with a mixture of natural, incandescent, and florescent light.
  • Occasionally, the position is called upon to work outside of the office at a public meeting or event. Some of these occur indoors, while others occur outside with exposure to weather and temperature extremes and moderate noise levels.
  • Position requires travel and the ability to interact with others in both small and large group settings.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements, which may change from time to time based on business needs. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job, so long as those accommodations do not create an undue hardship for the company. However, regular attendance and promptness are considered part of each employee’s essential job functions.


OTHER SKILLS and ABILITIES:

  • Demonstrated ability to work with sensitivity and without discrimination towards peoples of diverse cultures, races/ethnicity’s, socio/economic positions, ages, religions, genders, physical/mental challenges/disabilities and sexual orientations.
  • Sensitivity to issues pertaining to domestic violence.


The Marjaree Mason Center, Inc. is an Equal Opportunity Employer. It is our policy to make all personnel decisions without discrimination on the basis of race, color, creed, religion, sex, physical disability, mental disability, age, marital status, sexual orientation, citizenship status, national or ethnic origin, and any other protected status.


The Marjaree Mason Center is 24/7 operation and all employees, at any point of time, may be asked to perform other work duties from those normally assigned such as working in our emergency services.


The above job description and duties is meant to describe the general nature and level of work performed; it is not intended to as an exhaustive list of all duties, and responsibilities. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with federal and state laws.

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