POSITION: Assistant Director of Operations
REPORTS TO: Director of Operations
STATUS: Salary – Full-Time – Exempt
Overview: The Assistant Director of Operations oversees the overall compliance of all operations at the Coalition for the Homeless. This position will require the individual to work closely with the Director of Operations and engage with the different departments across the agency. The Assistant Director of Operations will focus on the following key areas:
- Safety and security: Overseeing the development and implementation of safety and security procedures, as well as conducting regular audits to ensure compliance.
- Guest services: Managing the provision of guest services, including ensuring that guests are treated with dignity and respect.
- Facilities management: Overseeing the maintenance and upkeep of the agency's facilities, as well as ensuring that all facilities are compliant with health and safety regulations.
- Food services: Managing the provision of food services, including ensuring that food is prepared and served in a safe and sanitary manner.
The Assistant Director of Operations will also be responsible for systematizing operational procedures, developing written workflow processes, and reporting on data. This position requires a high degree of professionalism, commitment, and adaptability, as well as the ability to work effectively with people from all levels of the organization. The Assistant Director of Operations must uphold the values of the Coalition for the Homeless, which include dignity, respect, and cooperation. This position is an excellent opportunity for a highly motivated and experienced professional who is passionate about making a difference in the lives of people experiencing homelessness.
KEY RESPONSIBILITIES
- Support and work with the Director of Operations in developing and implementing operational strategies, policies, and procedures. Ensure smooth shelter operations to include assisting with managing guest services, facility maintenance and inspections, food services, and campus security.
Safety and Security
- Coordinate inspections of buildings and facilities to assess and address any concerns related to structural integrity or abnormal conditions.
- Assist leadership team in developing and implementing emergency response plans, including evacuation procedures, severe weather, or other crisis situations.
- Engage in regular meetings with the security vendor to ensure compliance with agency expectations and consider needed additional changes or modifications.
- Actively participate in planning and being present for Campus Operations during inclement weather or other emergency events such as cold nights and hurricanes using guidance from COOP Plan (Continuity of Operations Plan).
- Assist Director of Operations in security BOLO’s, and documentation of security incidents.
- Active participation and support are expected during a weather event or other emergencies.
Guest Services
- Assist in recruiting, training, and supervising Guest Service staff members, ensuring they are equipped to perform their duties effectively via coordinated onboarding.
- Work strategically with the Director of Operations, assisting with multiple projects, events, reports, and other areas to support Campus Operations.
- Participate in training to provide additional oversight to HCNP grant, service delivery, meal distribution, meal counts, documentation, reporting PARs, etc.
- Monitor and evaluate Guest services processes and services such as the linen exchange, laundry, team schedules and kitchen operations to identify areas for improvement and implement necessary changes.
- Lead monthly staff meetings to train and educate team members, communicate updates, address concerns, support team alignment and staff development.
- Promote a positive and productive work environment through clear communication, proactive conflict resolution, staff recognition, and ongoing coaching.
- Support Manager of Guest Services in recruiting quality staff that share in the mission of the agency.
- Support Manager of Guest Services in the orientation of new employees, agency policies, and education regarding roles and the population being served.
Facilities
- Conduct daily walkthroughs with Manager of Facilities of each building and other vital areas of campus to be proactive rather than reactive to potential problems that can be costly and impact the safety of guests and staff
- Provide oversight and upkeep of data tracking for repairs, equipment replacement, and maintenance and provide recommendations as needed.
- Ensures required facility maintenance is completed timely and documented in the ticketing system.
- Ensure fire prevention, elevator, and HVAC inspections are completed by certified vendors or qualified staff.
Food Services
- Ensure compliance with all relevant laws, regulations, and funding requirements for local, state and federal agencies.
- Design and implement inventory control systems to track, monitor, and safeguard purchased and donated supplies.
- Ensure accurate and timely reports on food service activities, including program outcomes such as meal counts, budget utilization, and service statistics submitted by Manager of Guest Services.
- Assist in the tracking of budgets in SharePoint and work closely with accounting to reconcile and report on current spending
- Other duties as assigned by supervisor.
QUALIFICATIONS
- Bachelor's degree in social work, nonprofit management, public administration, or a related field (or equivalent experience). Master's degree preferred.
- Minimum of 5 years of experience in a non-profit organization, including supervisory experience.
- Minimum of 5 year’s of experience in a leadership role within homeless services.
- Preferred: Minimum of 5 years of supervisory experience over facility/building management.
- Strong knowledge of homelessness issues, best practices, and local resources.
- Proficiency in using computer applications and databases for data tracking, reporting, and analysis.
- Flexibility to work evenings, weekends, or holidays as needed.
- Degrees from related disciplines will be accepted, provided the candidate gives evidence of prior experience, allowing them to perform the duties without difficulty.
- Possess knowledge and understanding of non-profit finance and budgeting.
- Demonstrated proficiency in Microsoft Office Suite, SharePoint, Excel Spreadsheets, PowerPoint, and Volunteer Management Software.
- This critical leadership position serves as the designated backup to the Director of Operations and may assume responsibility for operational oversight, decision-making, and department leadership in the Director's absence.
REQUIRED SKILLS
- Foster a positive work environment through effective communication, conflict resolution, and team building.
- Excellent organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines.
- Demonstrates a strong understanding of profit and loss (P&L) statements, budget development, forecasting, and the budgeting process; uses financial data to make operational and business decisions.
- Proven leadership and supervisory abilities, with the capacity to motivate and mentor staff.
- Effective communication skills, both verbal and written, with the ability to interact professionally with diverse populations and stakeholders.
- Sensitivity, empathy, and a non-judgmental attitude toward individuals experiencing homelessness.
- Ability to work collaboratively in a team-oriented environment.
- Effective leadership skills.
- Excellent organizational skills: ability to multi-task and continuously re-prioritize.
- Strong written and verbal communication skills.
- Excellent presentation skills.
- Ability to anticipate, identify, and analyze critical issues; make sound decisions.
- Ability to develop and execute policies and procedures.
- Ability to respond quickly and effectively to urgent situations.
- Ability to work as a team player.
- The ideal candidate will have a strong understanding of the challenges facing individuals experiencing homelessness and the resources available to help them.
- They will be able to work effectively with various stakeholders, including homeless individuals, service providers, and government agencies.
- They will be able to motivate and inspire staff to achieve high-performance levels.
- Must be able to safely lift, push, pull, and move materials, equipment, or supplies weighing up to 40 pounds, with or without reasonable accommodation.
Disclaimer: This job description does not imply that these are the only duties to be performed by the employee in this position. The employee will be required to follow any other job-related instructions and perform other job-related duties requested by any person authorized to give instructions or assignments. This description excludes the marginal functions of the position that are incidental to essential job duties. All duties, responsibilities, and requirements are vital to the job. This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.
