Operations & Compliance Manager

4 weeks ago

Des Moines, United States Catholic Charities Full time
Job DescriptionJob DescriptionDescription:

The purpose of this position is to oversee the operational performance of Catholic Charities through the management and coordination of facilities, systems, and workflows. Core areas of responsibility include property and facilities management; safety, security, and risk management; grant and accreditation compliance review, recordkeeping, and audits; finance and budget coordination; and contract management. This role is instrumental in maintaining efficiency of the organization while ensuring compliance with all applicable laws, policies, and benefactor assurances. This role supervises the office reception function and provides support for Human Resources. Overall, this position responds to sensitive and confidential information in support of the mission, vision, and strategic plan of Catholic Charities and its stakeholders.


ESSENTIAL DUTIES and RESPONSIBILITIES


Property and Facilities

  • Responsible for facility management, including oversight of site selection, bids, contracts, lease management, utilities, construction management and building maintenance activities. Interact and provide timely communications with respective program and diocesan facility leadership.
  • Coordinate allocation and functionality of workspaces, storage needs, building access, key control and management.
  • Ensure ongoing technology needs are met by maintaining records of inventory, assignments, replacements, and distribution.
  • Coordinate leases and other agreements related to office equipment for all facility locations. Assist in securing bids and procurement of service contracts related to facilities.
  • Manages ongoing review of facility and vehicle maintenance, repairs, and records.


Compliance, Productivity, and Performance

  • Ensure compliance with organization, non-program contracts.
  • Review grant opportunities and accreditation process from an organizational perspective to discern potential impacts, confirm requirements can and will be met, and ensure compliance.
  • Retain up-to-date record of service contracts and Memorandums of Agreement/Understanding, renewal dates, and other organization documents.
  • Conduct regular audits and assessments to identify and mitigate compliance risks.
  • Maintain and recommend changes to relevant policies, procedures, and protocols related to business operations, human resources, safety, security, risk management, property and facilities, and budget.
  • As a leadership council member, contributes toward achievement of organizational goals, vision and mission.
  • Act as liaison with Catholic Charities USA, accrediting bodies, funders, and other relevant parties.


Finance and Budget

  • Assist in annual audit, 990 report, budget planning and ongoing budget performance review.
  • Oversee credit card administration, expense accounts, and personnel expense reporting.
  • Maintain central files including insurance certificates, fleet vehicle records, vendor files, and other fiscal system-related documents.
  • Serve as a staff member on the Finance Board Committee, working with the Director of Human Resources, Executive Director, and Diocesan Finance office.


Safety, Security, Risk Management

  • Responsible for administering a comprehensive safety and security plan to ensure adherence to policies and guidelines for staff, clients, visitors, and property.
  • Engage and maintain relationships with risk management committee, property and liability insurance carrier, and other related groups related to review of insurance coverages, renewals, and related site inspections and compliance.
  • Serves as a member of the Diocesan Risk Management Committee (meets quarterly).


Human Resources

  • Audit and maintain records of required training according to applicable laws, and grant and accreditation requirements.
  • Oversee safe environment program requirements.
  • Counsel staff on compliance-related matters.
  • Assist with employee transition coordination, performance management, and special projects.
  • Serve as backup for Human Resources as needed.
Requirements:

EDUCATION AND EXPERIENCE

  • Bachelor’s degree with three to five years of related experience or equivalent combination of education and experience.
  • Experience working in a non-profit or human services organization preferred.
  • Experience in business operations, risk management, budgeting, and related fields to ensure organizational effectiveness and efficiencies.
  • Supervisory experience preferred.

KNOWLEDGE, SKILLS, and ABILITIES

  • Knowledge of business operations, budgeting, reporting, human resources, and risk management.
  • Ability to work independently and manage multiple projects simultaneously with high degree of accuracy and attention to detail.
  • Excellent organizational and time management skills.
  • Effective negotiation skills.
  • Collegial, collaborative, and team approach to problem solving and decision-making.
  • Prior experience with office and facility management (lease, contracts, building improvements, office equipment/technology, etc.).
  • Ability to maintain confidentiality and exercise discretion.
  • Strong understanding of how to interpret organizational needs, translate them into broader strategies, and lead their delivery.
  • Knowledge of business and management principles.
  • Proficiency in Microsoft Office, with intermediate to strong Project, Word and Excel skills.
  • Experience successfully creating and/or maintaining processes. Ability to conceptualize, plan, implement and manage systems. Ability to develop and review policies and procedures.
  • Strong critical thinking and decision-making ability.
  • Understanding of necessary legal and regulatory compliance, applicable laws, and regulations.

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