Director of Operations

6 days left

Employer
ANS
Location
Chevy Chase, Maryland
Posted
Jul 25, 2017
Closes
Aug 29, 2017
Industry
Nonprofit
Hours
Full Time

Job Title:  Director of Operations
Department: Operations
Supervisor: Executive Director
FLSA Status: Exempt

Position Summary

The Director of Operations oversees the organization’s property, retail, rental and contract operations, including planning, budgeting, reporting, and managing outsourced Contracts, Human Resources, Insurance and IT services. Working with senior managers, the Director of Operations will help increase revenue and decrease expenses across the organization, with an emphasis on the areas of retail and rental operations and contract services. The Director of Operations is responsible for securing competitive bids, selecting contractor, overseeing permitting and implementing schedules, financial controls, best practices and standards to achieve strategic objectives that support the mission work of Audubon Naturalist Society.

Specific Duties

Retail, Rental and Property Operations

  • Supervise and support the Shop Manager to create annual work plans and sales goals, manage staffing and inventory, and attend to facility needs. Support Shop Manager in increasing revenue.
  • Supervise and support the Rental Events Manager to create annual work plans and sales goals, manage staffing and contractual agreements, and attend to facility needs. Support Rental Manager in increasing revenue.
  • Supervise and support the Property Manager to ensure smooth operation of Woodend headquarters including scheduling and supervising daily, ongoing and long-term maintenance. Work with Property manager to create annual work plans and budgets and to negotiate cost effective contracts for outside services.

General Administration and Contract Services

  • Oversee all contract services according to organizational policies, including competitive bidding, contractor selection, scheduling, permitting and cost controls with special focus on projects related to implementation of the Woodend Master Plan.
  • Manage all contracts related to the outsourced IT operations and maintenance of computer systems and peripheral equipment oversee network administration and outside IT contractors
  • Work with senior staff to establish priorities for IT related operating and capital expenses to ensure sufficient systems capacity for organizational needs
  • Oversee contract negotiations and competitive bids for purchased services and equipment.
  • Regularly review vendor contracts and schedules; conduct vendor bidding processes to ensure the organization is purchasing goods and services at competitive rates.; manage vendor financial relationships
  • Maintain strong relationships with any third-parties (vendors, financial institutions, suppliers) the department works with regularly to ensure smooth procurement and delivery of products and services
  • Secure donated services and goods when possible.
  • Serve as primary liaison to Comptroller, Property Manager and Office Manager with regard to contracts, services and operating procedures
  • Monitor and keep up to date all liability and other insurance coverage for the organization
  • Manage phone system and help evaluate information systems services

Grant Assistance

  • Obtain contract quotes needed to support requests for grant funding.

Human Resources Management

  • Monitor the outsourced administration of human resources activities
  • Work closely with vendors and lawyers to establish a functional work plan to insure a high quality and compliant human resources program
  • Oversee implementation of organizational policies pertaining to compensation, benefits, staffing, health and safety, and training development functions. Monitors coverage and ensures that personnel policies are implemented and kept up-to-date
  • Provide oversight of all personnel hiring procedures, policies and job descriptions
  • Monitor personnel records to maintain currency and accuracy

Director’s Responsibilities

Strategic Plan

  • Lead implementation of strategic plan goals for departmental activities
  • Oversee, implement, update and monitor departmental strategic goals
  • Clearly communicate strategic plan connections with departmental staff work
  • Participate in iterative process of updating strategic plan
  • Use strategic plan goals as the guide for setting departmental budget and staff

Staff

  • Ensure all staff reports have up-to-date, accurate job descriptions
  • Manage all hiring, retention decisions and compensation for direct reports
  • Review, approve and submit all timesheets in a timely fashion
  • Provide ongoing support, monitoring, review and, if needed, remediation for staff activities
  • Gather outside feedback on staff performance
  • Provide performance reviews and set performance objectives for direct reports annually and provide periodic performance feedback to direct reports throughout the year
  • Identify and foster staff development opportunities for direct reports

Budget

  • Create and/or approve all departmental budgets that fall under Director’s management
  • Monitor budgets and take corrective action as needed
  • Submit, approve and monitor budget expenditures in a timely fashion
  • Identify opportunities for departmental growth in revenue and outreach
  • Identify opportunities for departmental efficiencies and cost savings

Fundraising

  • Actively influence and participate in all fundraising activities related to department
  • Cultivate, develop and nurture relationships with grant funders and donors
  • Be able to use Raiser’s Edge and actively contribute content and information to the database

Members/Volunteers

  • Champion ANS membership in the wider community
  • Model top-level service for and foster positive relationships with ANS members, volunteers and program participants
  • Provide member prospect information for the Raiser’s Edge database
  • Integrate and manage volunteer service into staff work plans and implementation of strategic goals
  • Actively incorporate the work of ANS volunteers into staff performance and departmental goals 

Communications

  • Provide expert content to Communications department
  • Incorporate input of Communications Director into all outward-facing departmental communications
  • Serve as an effective spokesperson for all ANS Programs
  • Regularly update stakeholders on departmental activities (staff, Board, funders, members, volunteers, program participants) and share noteworthy information
  • Plan and maintain a departmental calendar for communications needs/opportunities
  • Regularly monitor and update departmental information on all ANS communications channels to ensure content accuracy

Partnerships

  • Make strategic decisions about and manage organizational partnerships
  • Set clear goals for organizational impact of partnerships
  • Participate in integrated management of cross-departmental partnerships

Meetings

  • Attend a minimum of 8 All Staff meetings annually
  • Attend a minimum of 8 Strategic Plan meetings annually
  • Provide Directors’ Report at All Staff Meetings
  • Schedule and manage Departmental Meetings as needed
  • Participate in Board/Committee Meetings as directed by Executive Director

Qualifications/Requirements

  • Minimum of a B.A., ideally with an MBA or related degree
  • 7-10 years of overall professional experience in operations management
  • Skill communicating effectively with all staff
  • Knowledge of non-profit accounting a plus
  • Proficiency in Microsoft Office, particularly Excel and Word
  • 7-10 years’ experience with contract management
  • Deep knowledge of permitting process (Montgomery County a plus)
  • Ability to meet time sensitive deadlines and to work under pressure
  • Willingness to pitch in on all tasks as needed
  • Ability to work closely with other staff and contractors to solve problems
  • Ability to maintain attention to detail despite interruptions
  • Ability to communicate effectively in person and over the telephone
  • Ability to work extra hours, which may be required periodically throughout the year
  • Honesty and integrity

Physical Requirements

  • Ability to climb stairs to access offices
  • Ability to work on a computer and to complete general office tasks
  • Strength to lift and carry files weighing up to 10 pounds
  • Vision to read printed materials and a computer screen

To Apply

Email cover letter and resume to search@anshome.org. Application deadline: September 15, 2017

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