Director of Operations

Job Summary:

This position reports directly to the Executive Director and must be able to relate to the Executive Director and maintain confidentiality in all matters. This relationship is of the utmost importance in the successful completion of all tasks in this job description. The Director of Operations will oversee the day-to-day activities of the company, ensuring that the organization is managed and performing efficiently and effectively.

Administers office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Develops procedures and policies for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations. Purchases and maintains office equipment and supplies. Tracks and analyzes operational costs. Coordinates delivery of office services with other departments. Recruits and trains office support staff.

Essential Duties and Responsibilities include the following. Related duties may be assigned.

PRIMARY RESPONSIBILITIES:

• In support of the Executive Director in all matters relating to the operation of the agency. Including, but not limited to:
• Typing and filing of confidential material.
• Processing information and documents relating to the agency, programs or other functions.
• Performing clerical duties for the Executive Director.
• Send out board material, set up for meetings called by the board or Executive Director, and clean up following meetings.
• Take, transcribe and distribute minutes at designated meetings.

· Set up and maintain agency files to comply with all agency, funding, state and federal requirements, including appropriate segregation of files to ensure compliance with different monitoring arms of government.

• Maintain administrative forms and update as needed or assigned.

· Assist Executive Director in the coordination and compliance with grant, audit, civil rights, federal and state legal requirements and standards as may pertain to compliance with regulations, building occupation and any other issues assigned.

· Working with the human resources department to create job descriptions, hire competent personnel and oversee employee training program.

· Conducts performance evaluations that are timely and constructive.

· Handles discipline and termination of employees as needed and in accordance with company policy.

• Supervise the flow of participant information from programs to data entry.
• Collaborates with internal and external personnel for the purpose of planning, implementing and maintaining services for the programs.
• Facilitates meetings and workshop.
• Responsible for ordering office supplies while maintaining cost controls measures.
• Ensure administrative equipment is maintained in good operating order and work with vendors on administrative purchases.
• Work with vendors to maintain all IT infrastructure.
• Supervise the maintenance of all appropriate files for service documentation through the support personnel, i.e., congregate sign in sheets, congregate PIFS, etc.
• Fully understand every position directly supervised and be able to function as back up for these positions during absences.
• Closely supervise the handling of agency cash and implement appropriate checks and balances to insure security and daily bank deposits.
• Assist Executive Director in the preparation and submission of grant requests, compliance reports, and other reports to various funding and regulatory bodies as assigned.
• Attend and represent the agency at various meetings as assigned by Executive Director.
• Work closely with Directors and program supervisors to coordinate the program functions of the agency with the support functions.

· Responsible for working with landlords and vendors in order to ensure proper facility maintenance at all locations.

· Responsible for procuring and setting up technological equipment for new and existing staff.

· Assist staff with troubleshooting technological issues.

• Assist with special projects, i.e., volunteer luncheon, fund raising, etc. as requested by Executive Director to further the goals of the agency.
• Work closely with other staff to insure professional and efficient operation of the administrative and service functions of the agency.
• Represent the agency professionally in manner, speech, and dress.
• All other duties as may be assigned by Executive Director and Deputy Director.

Essential Functions:

· Must be able to communicate clearly and professionally with individuals at all levels, both orally and in writing.

· Must be able to read, understand and coordinate complicated instructions and guidelines to meet agency, federal and state requirements as governs agency operations.

· Must be able to maintain and upgrade files as required by Lifescape, funding bodies and state and federal guidelines.

· Must be able to operate computers and other office equipment necessary to carry out the administrative functions of the agency.

· Must be able to do computer word processing, spread sheet and data base operations. (MS Office)

· Must be able to travel locally and participate in meetings at different locations as may be assigned or required.

Qualification: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements

· Must be 21 years of age.

· 3-5 years’ experience as an Office Manager or related field, BA degree preferred

· Must be proficient in MS Office to include word-processing, spreadsheet and data base computer operations.

· 2-3 years supervisory experience required

· Must have a valid driver’s license, current insurance and a clean driving record.

· Must be able to work independently.

· Must be able to work and communicate effectively with older persons, persons with sight and hearing impairments, and persons with a variety of social, economic and cultural backgrounds with an emphasis on seniors.

· Must be able to perform the essential functions of the position.

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer.

· Must be able to lift up to 20 pounds at times.

Education and Experience:

· Bachelor’s degree in business administration preferred.

· Extensive and diversified background with at least 3-5 years of related experience.

· Thorough understanding of practices, theories, and policies involved in business and finance.

· Superior verbal and written communication and interpersonal skills.

· Superior managerial and diplomacy skills.

· Extremely proficient in Microsoft Office Suite or related software.

· Excellent organizational skills and attention to detail.

· Excellent analytical, decision-making, and problem-solving skills.

Job Types: Full-time, Part-time

Pay: $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Rockford, IL 61101: Reliably commute or planning to relocate before starting work (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: One location

Salary : $70,000