KCYDN Jobs: Operations Manager - Catholic Community Services ...

Operations Manager:
Posted by: Catholic Community Services of Western Washington
Seattle, WA, US
POSITION DESCRIPTION: Catholic Community Services is a successful and growing non-profit agency with an entrepreneurial and dynamic culture of helping those most in need throughout King County. Things here move fast. We need a highly organized self-starter to serve as a full-time Operations Manager to help keep things on track. This is an excellent opportunity for someone with an interest and some experience in operations and a desire to learn more about the philanthropic and mission based nonprofit sector. This person must have excellent written and verbal communication skills and the ability to interact with the people we serve, including directors, managers, clients and coworkers. Solid organizational, word processing and data entry skills are essential. Must be knowledgeable with Microsoft Office. The Operations Manager must be able to initiate and follow through on projects, solve problems and meet deadlines with limited supervision; and be able to step in to train and manage program operations as needed. This person must possess tact, diplomacy, a positive attitude and the ability to work well under pressure. This position requires a drive to work in the non-profit sector.

MAJOR DUTIES AND RESPONSIBILITIES:

Internal Systems Support

• Serve as support coordinating the contracts process ? ensure that legal protocol is followed.
  
• Lead project teams as directed. This includes project management, coordination, and supporting timelines of new projects.
  
• Assist in leading special project initiatives. This includes developing budget tools, timelines, communication algorithms, and organizational structures.
  
• Serve as administrator of employee giving campaigns, King County web site, and other social media.
  
• Provide technical writing support in grant writing, reporting, creating job descriptions, and professional correspondence.
  
• Provide operational support to programs in the absence of a manager/director.
  
• Assist in creating operational strategies that improve operations and efficiencies in the Administrative Office and across the agency.
  
• Provide support for annual agency appeal.
  
• Assist and lead components of internal and external disaster preparedness planning including leading safety committees.
  

Administrative Support and Office Management

• Provide comprehensive support for operations across all systems.
  
• Coordinate and draft agency reports.
  
• Support managers/directors.
  
• Manage responses to informational calls and emails from current and prospective clients, donors and volunteers regarding King County Programs.
  
• Organize all aspects of administrative office including documents, mail flow, and information dispersement.
  
• Provide support to front desk staff.
  
• Coordinate logistics for internal and external meetings as appropriate.
  
• Establish relationships with internal and external staff and partners.
  
• Prioritize and carry out complex administrative duties and/or projects as directed by the Regional Chief of Operations.
  
• Other administrative tasks as assigned.
  

Supervision

• Supervise the Operations Assistant, temporary employees and interns employed by the Administrative Office.
  
• Meet regularly in supervisory capacity with staff.
  
• Provide leadership, supervision, orientation and evaluation to the staff supervised by this position. This will be achieved by regular individual meetings, team convening and trainings.
  

JOB CONDITIONS:

This position requires the employee to work in an office environment where there may be interruptions and a moderate amount of noise from telephones and conversations among employees. Extensive use of computers and related office equipment is typical of this position.

PHYSICAL AND MENTAL ACUITY REQUIREMENTS:

The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to hear telephone rings, and phone and face-to-face conversation.
  
• Able to speak clearly in person and on the telephone.
  
• Able to hand write legibly.
  
• Able to read normal size print and handwritten notes.
  
• Able to occasionally lift and carry up to 25 pounds.
  
• Able to concentrate on task and sustain moderate to extensive attention to detail.
  
• Able to sit for sustained periods of time.
  
• Mobility/dexterity of hands/arms to enable use of computer and other office equipment.
  
• Regularly able to perform duties as assigned.
  
• Able to make independent decisions and apply sound judgment in performing job duties.
  

REQUIRED QUALIFICATIONS:

• Bachelor?s Degree.
  
• Commitment to social justice and theCCSmission.
  
• Electronic file management experience
  
• Excellent computer skills and proficiency in Excel, Word, Outlook, Visio, project management software, etc. Must be able to quickly learn new software.
  
• Excels at operating in a fast pace, community environment.
  
• Excellent verbal and written communication skills.
  

• Professional, highly organized, analytical and detail-oriented approach.
  

• Ability to organize work teams and to delegate responsibilities effectively.
  
• Excellent interpersonal skills; flexible and open to direction, with a collaborative management style and a commitment to getting the job done.
  
• A demonstrated commitment to high professional ethical standards and a high comfort level working in a diverse environment.
  
• Ready access to reliable vehicle and willingness to travel throughout King County often; requires a valid WA state drivers license and insurance.
  
• Ability to pass background check.
  

HIGHLY DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of financial management and government contract management.
  
• Some work experience in non-profit sector, including knowledge of contracts and other compliance implications of non-profit status.
  
• Three plus years experience in using social media.
  
• Knowledge and some experience in organizational effectiveness and operations management implementing best practices.
  
• Demonstrated leadership and vision in managing staff groups and major projects or initiatives.
  
• Experience and/or interest in budget development.
  
• Ability to challenge and debate issues of importance to the organization, to look at situations from several points of view and to be persuasive with details and facts.
  

• Entrepreneurial spirit and sense of humor.

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