Chief of Business Operations

2 weeks ago

South Portland, Maine, United States The Fedcap Group Full time
Job Overview

The Fedcap Group is seeking a Chief of Business Operations to be an integral part of our Leadership Team. This role presents a unique opportunity to contribute to a prominent organization within the nonprofit sector of our state. Be a catalyst for positive transformation in the lives of individuals and the economic well-being of their families in Maine.

Position Highlights / Why consider this role?:
  • Receive a competitive salary in this full-time, career-oriented position, complemented by a comprehensive benefits package and a Monday to Friday work schedule.
  • Qualified candidates should possess a bachelor's degree or higher in a relevant field.
  • The Chief of Business Operations will enhance organizational effectiveness through streamlined internal processes utilizing a data-driven methodology.
  • We encourage you to apply to connect with our recruitment team.
Role Summary:

The Chief of Business Operations is tasked with ensuring organizational efficiency through effective internal processes driven by data insights. This position guarantees that all operational systems function optimally, providing programs in Maine with the necessary data, tools, and information to meet their goals, while also monitoring performance and compliance with contractual requirements to achieve targets and uphold standards. The Chief of Business Operations plays a vital role in the Maine leadership team and offers support to the AVP of Operations and Communications.

Key Responsibilities:
  • Ensure that operations have access to the data, tools, and resources essential for daily service delivery.
  • Conduct training sessions for staff on Standard Operating Procedures, Workflow, Microsoft Teams, and FedcapCARES.
  • Provide coaching and assist staff in effectively utilizing FedcapCARES and Microsoft Teams to enhance service delivery to participants.
  • Identify and document enhancements and modifications related to FedcapCARES.
  • Regularly generate performance data reports and address inquiries from the Department of Health and Human Services' Office of Family Independence.
  • Supply the Executive Director and leadership team with precise performance data to aid in strategic planning and program implementation.
  • Maintain current operational policies and guidelines, ensuring they are regularly distributed to staff.
  • Comply with policies, standards, and best practices concerning information security, user security, application and system network architecture, disaster recovery, and record retention.
  • Ensure all metrics and reporting are accurately communicated to Fedcap, the State of Maine, and other stakeholders through publications and online platforms.
  • Evaluate the quality of services and activities within program areas through case reviews and trend analysis of key performance indicators and audit results.
  • Enhance professional and technical knowledge by attending workshops, reviewing publications, and participating in professional networks and committees.
  • Perform additional related duties as assigned. This job description is not intended to be an exhaustive list of all responsibilities.
Knowledge, Skills, and Abilities:
  • Proven knowledge of:
    • Strong communication and interpersonal skills for effective interaction with stakeholders at all organizational levels.
    • The mission, vision, and goals of Fedcap Rehabilitation Services and The Fedcap Group, along with relevant policies and procedures.
    • Experience working with low-income families.
    • Excellent analytical skills; proficient in Microsoft Office, particularly Excel, or other database software.
    • Strong organizational, administrative, presentation, and communication skills (both verbal and written).
    • Department policies and procedures, with the ability to support the program framework.
    • Problem-solving abilities, creativity, and resourcefulness.
  • Demonstrated ability to:
    • Adhere to agency and funders' mission, philosophy, and policies.
    • Gather and synthesize information from diverse sources.
  • Commit to continuous improvement.
  • Motivate staff, foster team building, and share leadership.
  • Maintain confidentiality at the highest level.
  • Exercise discretion and make informed decisions.
  • Manage time effectively and multitask.
  • Exhibit excellent operational, quantitative, and qualitative analysis skills.
  • Accept and provide constructive feedback with a desire for personal and team improvement.
  • Be sensitive to the needs of a culturally and linguistically diverse employee and customer population.
  • Demonstrate honesty and ethical work performance.
Required Education and Experience:
  • Bachelor's degree in business administration, Human Services, or a related discipline; a master's degree is preferred.
  • Experience as a Business Analyst in public administration, health administration, nonprofit management, social services, or a related field, or an equivalent combination of education and experience is strongly preferred.
  • Familiarity with management information systems is strongly preferred.
  • Skills in delivering technical training to non-technical professionals are preferred.
  • Proven ability to analyze and document business processes, gather requirements, and create functional specifications for IT projects.
  • Experience in data analysis, data modeling, and creating visualizations to support business decision-making.
  • Demonstrated proficiency in using business analysis tools and techniques, such as SWOT analysis, process mapping, and stakeholder analysis.
  • Track record of successfully collaborating with cross-functional teams to identify business needs and translate them into actionable solutions.
  • Experience in conducting user acceptance testing (UAT) and ensuring successful implementation of solutions.
Work Environment: This position operates in a professional office setting, utilizing standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work:

• This is a full-time position - 40 hours per workweek.

• Typical hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Occasional evening and weekend work may be required as job duties demand.

Travel:

Travel is primarily local during business hours, although some out-of-area and overnight travel may be expected.

Equal Opportunity Employer: The Fedcap Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We are an EEO employer committed to diversity, M/F/D/V.

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