Director - Operations

Division - Department: 14th Street Y

Classification: Non-Union - Full Time

Salary: $85,000-$95,000

Schedule: Sunday-Thursday or Monday-Friday: 9am-5pm

JOB PURPOSE

Reporting to the Deputy Executive Director,theDirector of Operations is responsible for ensuring the seamless execution of the administration and operations of the 14th Street Y and Sirovich Center, serving to make all program support run cohesively. This includes project management of safety and security procedures, compliance, serving as a Manager on Duty, managing relationships with Educational Alliance support services departments, administrative software, and technology systems.

SCOPE OF INFLUENCE

• As part of the Facilities and Operations Department, collaborates with all 14th Street Y & Sirovich departments (Early Childhood, Camps, Youth Programs, Fitness, Aquatics, Adult Programs, Older Adult Services, Theater, and Jewish Life).
• Partners with Building Engineer and Managing Building Superintendent to provide smooth support services for all programs
• Interfaces with the Executive team of the 14th Street Y and Educational Alliance

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Operations Department - 40%

• Project manage cohesive work with operations and admin positions in each program and department to create systems that function building wide, leading monthly meetings with all operational positions at 14Y and Sirovich to check in and update procedures
• Build and Maintain relationships and serve as a liaison with Vendor Management, Finance, IT, Operations, Human Resources, Grants & Development departments at EA to stay up to date on system updates, and continue to improve the way 14Y works and communicates with each department
• Oversee internal systems such as Nexonia, Intacct, DaxKo, CampSite, etc., ensuring all staff is appropriately trained and using the systems correctly, working closely with EA Finance department to keep data correct and easy to report on
• Oversee maintaining the building calendar and the high-level programmatic calendar for 14Y and Sirovich, working with the Rentals Manager to ensure rental set ups are communicated efficiently to the Facilities team
• Lead building storage organization project and implement building-wide inventory system for programs and departments to share resources and supplies and save money agency-wide
• Oversee the creation and updating records of the IT equipment on hand and sign in and out when needed
• Overseeing the ordering of building and cleaning supplies as needed, in consultation with the Building Engineer and Managing Building Superintendent; Train Facilities and Operations team on Nexonia and Emburse protocols and develop system for who will do which part of ordering.
• Submit invoices and ensure tracking and accurate invoices in partnership with Building Engineer
• Manage relationships with Security Firm and Cleaning company, ensuring smooth communication

Safety, Security and Compliance- 35%

• Continue to improve the vision and systems of excellence in Safety and Security at the 14th Street Y and Sirovich Center, helping to inspire a culture of vigilance, and outline and implement high-level goals for constantly evaluating and improving safety policies and practices
• On-site supervision of Security personnel
• Lead the emergency response team for both sites, lead safety trainings, and serve as a consultant for all staff and programs on safety and security
• Obtain fire safety certifications, such as S95, F03, F07, F01, and assist with implementation of certification policies and tracking all staff who have certifications.
• Manage all projects relating to compliance for both building and programmatic areas at both sites, ensuring the compliance of each program and building
• Consult with the Educational Alliance compliance department to stay up-to-date on compliance requirements
• Oversee the updating and implementation of the Emergency Planning Manual for both sites

Fiscal Responsibilities- 20%

• Responsible for the creation and tracking of the Operations and Facility budget and the General Operating budget, in partnership with the Deputy Executive Director
• Assist Deputy Executive Director on budget tasks like analyzing monthly financial statements, investigating open questions, and problem solving as needed across the entire budget
• In partnership with the Deputy Executive Director, project manage the 14Y capital budget and all capital spending projects
• Understands and completes procurement paperwork, ensuring compliance with all procurement rules by all departments
• In collaboration with the 14Y Executive team and the EA Development team, oversee and execute Facilities / Security grants, making sure we are compliant with grant rules and regulations to maximize grant dollars.
• Complete other projects as assigned

Other- 5%

• Attend staff meetings and trainings as required
• Perform special projects and other duties as assigned

JOB REQUIREMENTS

Required Knowledge

• 5-8 years plus progressive professional experience with a minimum of 2 years of supervisory experience.
• Master's degree in Non-Profit Business Administration, or relevant field a plus.
• Experience building, managing and growing a large budget portfolio.
• Experience and knowledge in facility and event safety, and willingness to get necessary certifications.
• A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members.
• Team player and a passion to build and maintain relationships with internal and external customers.
• Proactive, hands-on approach, as well as a professional work ethic.
• Self-motivated, highly efficient, strong attention to details
• Quick, creative, entrepreneurial, and flexible, with the ability to adapt to changing circumstances and opportunities.
• Must be proficient in Microsoft Office.
• Outstanding problem solver - Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
• Ability to work independently and on one's own initiative.
• Works well under pressure and is able to make important and difficult decisions in stressful situations.
• Cultural sensitivity

Role Key Competencies

Building Relationships

• Financial Management
• Planning and Organizing
• Innovation
• Mentorship

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position

COVID Vaccination Policy

Educational Alliance mandates that all staffers are fully vaccinated in an effort to protect the health and safety of both our staff and our visitors. New employees must be fully vaccinated before their start date and will be required to show proof of vaccination by showing their physical vaccination card or using the Excelsior Pass or other government-sanctioned vaccine app. All vaccine-related information will be kept private under HIPAA regulations by EA and its employees.

If employees have a qualifying medical exemption or sincerely held religious belief that prevents them from getting that vaccine, they should request a Reasonable Accommodation Form from the Human Resources department, which will be reviewed by the Chief People and Equity Officer as well as HR representatives. Employees may be required to substantiate their request for exemption with the appropriate documentation. Staff will not be subject to discrimination or retaliation based on their vaccination status.

EEO Info

Educational Alliance is committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender identity and expression, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Educational Alliance takes affirmative action in support of its policy to employ and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

Educational Alliance is an Equal Opportunity Employer.

For further information about Educational Alliance, please visit https://edalliance.org.