Full Job Description
Job Title: Director of Program Operations
Reports to: Program Director
FLSA Classification: Non-Exempt
Job Location: Long Island City, NY
Date Created: May 10, 2021
We are seeking a Director of Program Operations for a men's mental health and general population Shelter. Successful candidates should have three years' experience in site management and staff supervision as well as previous experience in working with clients with mental health needs. Under the supervision of the Program Director and working in close coordination with Social Services, the Director of Program Operations will oversee the day-to-day operations of the shelter, including contracted security, maintenance and food services while also supervising a team of Shift Supervisors and Resident Aides. This position is also responsible for overseeing the shelter van and driver.
This position regularly requires availability outside of the standard workday, and as such must be ready and available to direct and support staff either by phone or in person if needed during the evenings, weekends and holidays.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Oversee all shelter operational tasks including: access security, bed signing procedures, supply issuance, property storage, locker inspections, daily dorm inspections, facility logbook, incident submission, etc.
Ensure shelter compliance with the Callahan Consent Decree and DHS shelter operational requirements.
Supervise a team of Shift Supervisors as well as the Driver to ensure safe and efficient provision of services to all clients.
Responsible developing the staff shift schedule and for ensuring appropriate levels of staff coverage at all times including during emergencies, severe weather and disaster situations.
Oversee and coordinate all contracted shelter services including but not limited to property management, security, laundry and food service.
Oversee the ordering of all equipment and client linen and supplies, as well as inventory and assessment of supplies on site.
Ensure all clients have timely access to client services (meals, laundry, toiletries, etc.)
Ensure timeliness and accuracy of vacancy reporting in CARES.
Supervise staff in packing, storing and tracking of client belongings in absence of client.
Conduct and document supervision of all direct reports.
Ensure staff meets minimum certification and/or licensure requirements.
Maintain understanding of strengths and challenges of subordinates and develop a working plan as to how to address those challenges.
Review and track all incident reports.
Review and document follow up of all operational complaints/grievances.
Ensure compliance of all Shelter Fire Safety records.
Track visits and all services rendered by vendors/contractors.
Ensure completion of monthly inventory of client supplies.
Maintain working knowledge of all technological systems utilized by the shelter.
Conduct regular building inspections in collaboration with Building Superintendent to identify deficiencies, needed repairs, and environmental concerns including inspection of building mechanics (boiler, sprinkler, elevator, oil pump, etc.).
Monitor all building violations and take all necessary steps to ensure timely responses and documentation of efforts for remediation.
Track all building repairs to ensure quality and timeliness.
Maintain van schedule. Conduct vehicle inspections ensure vehicle maintenance and proper documentation of vehicle use.
REQUIRED QUALIFICATION & COMPETENCIES
Bachelor's degree is required. Master's degree is preferred.
Minimum of 3 years of organizational and supervisory experience in emergency shelter or residential services.
F80 Fire Safety Certification or willingness to obtain in 3 months is required.
Experience overseeing institutional, facility or building maintenance is required.
Must have incredible initiative, the ability to work well under pressure, and the ability to work both independently and as part of a team
Strong writing, communication, organization and leadership skills
Must be adept and comfortable with crisis management.
High level of computer proficiency with proficiency in Excel and the ability to learn new technologies and databases.
Strong writing, communication, and organizational skills.
Knowledge of mental health, substance use and/or chronically homelessness
Bilingual Spanish is preferred.
This position has supervisory responsibilities.
Standard office setting on the 20th floor of elevator building with open-concept floor plan with dedicated office space for HR team and some other positions.
Prolonged periods of sitting at a desk and working on a computer. Ability to stand, bend, reach and lift at least 10 pounds at times.