MAAC Project

Receive alerts when this company posts new jobs.

Similar Jobs

Job Details

Director of Operations

at MAAC Project

Posted: 1/31/2019
Job Status: Full Time
Job Reference #: 2019-CV-AD-AD-AD-002
Keywords: operations

Job Description

Director of Operations
Job Code:2019-CV-AD-AD-AD-002
Department:Administration
Location:Administration - Chula Vista, CA
FT/PT Status:Regular Full Time
Salary Range-
Definition:

Under general direction the Chief of Operations plans, organizes, controls, integrates, develops, directs and manages agency-wide operations and activities, including but not limited to, procurement, information technology, facility leasing and management, affordable housing, warehouse, risk management, safety, phone/communications, and electronic organizational efficiencies and systems.

The incumbent is responsible for agency-wide services and functions that are broad in scope and allow for a high degree of administrative discretion in their execution; serves as a member of MAAC’s senior leadership team; provides organizational leadership and collaborates with the leadership team and staff to develop and maintain effective operations, monitoring and evaluation systems throughout the agency as well as compliance with all policies, procedures and guidelines as outlined by MAAC and governing regulations; performs related duties as assigned.


Essential Duties and Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • In conjunction with subordinate staff, establishes operational plans and initiatives to meet organizational goals and objectives; implements project plans, work programs, processes, procedures and policies required to achieve overall organizational results; coordinates and integrates organizational functions and responsibilities to achieve optimal efficiency and effectiveness; develops and monitors performance against organizational goals and objectives.
  • Plans and evaluates the performance of managers and staff; establishes performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; recommends compensation and other rewards to recognize performance; recommends disciplinary action, up to and including termination, to address performance deficiencies, in accordance with MAAC’s human resources policies and procedures, applicable governmental and funding source regulations and labor contract provisions.
  • In conjunction with subordinate staff plans, organizes, controls, manages, coordinates and evaluates procurement planning, solicitation, and evaluation of proposals using automated procurement processing systems; sources goods and services; negotiates prices and contracts.
  • Provides strategic vision, direction and contract management for organizational information technology and telephone functions; effectively integrates efficient technology platforms and systems to support the work in both administrative and programmatic areas; develops integrated and strategic approaches to systems and tools to enhance staff efficiency, foster collaboration, increase reliability and confidence, and improve performance analysis and reporting; enhances the security architect function and be responsible for the end-to-end security architecture of applications, technologies and services.
  • Provides creative and visionary day-to-day leadership and supervision for multiple program and administrative facilities and related services; assists in conducting needs assessments for department operations and development and implementation plans for process improvements and infrastructure development; ensures the structural, health, safety, and environmental conditions at all MAAC’s sites ensuring conformance with applicable federal, state, and local codes, regulations and standards; participates in ongoing monitoring efforts and directs regular inspections for all sites and facilities; adequately provides for and plans space and storage utilization for all facilities and work sites; determines costs for services; researches and recommends project options; monitors and controls approved facility operation and maintenance expenditures; reviews and approves purchasing documents; orders stocks and inventories materials needed for ongoing facilities maintenance and repairs; assists in analyzing, planning and developing program manuals and budgets for facilities operation and maintenance.
  • Manages and directs agency-wide facilities operations maintenance and repair functions including routine and comprehensive custodial maintenance of all buildings and grounds including but not limited to electrical, HVAC, janitorial, landscaping/gardening, pest control, plumbing and security; assists in the coordination of the external communications needs of the organization including land lines, fax lines, internet services and other related issues; leads all facility master planning efforts including capital improvement projects, lease negotiations, office space utilization, storage needs, parking facilities, moves and facility closures; develops timelines and provides oversight for special construction and remodeling projects; responds to service requests, coordinates resources and implements the set up and take down of furniture and equipment for a wide variety of events; available to respond by phone or in person for scheduled "on call" times; reports and responds to emergency calls for cleaning, burglary, or any mechanical failure.
  • Ensures a high performance, customer service oriented work environment that supports achieving MAAC’s mission, strategic plan, goals and objectives; plans, organizes, controls, integrates and evaluates the work of assigned staff; in coordination with staff and other managers, develops, implements and monitors work plans to achieve goals and objectives; participates in the development of and monitors performance against the annual budget; supervises and participates in developing, implementing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards; trains and familiarizes staff to job requirements and expectations; conducts and/or attends internal staff and program meetings as needed.
  • Responsible for organizational compliance with all state, federal, and local laws and codes regarding workplace safety; acts as liaison between programs and various outside industry safety groups and programs; serves as a MAAC Safety Committee member or Chair and may direct coordination of the Safety Committee meetings, recommendations and requirements and maintains close communications with management and human resources in the matters of safety requiring management actions; prepares special reports and studies on safety performance and accident causes and trends for use by MAAC management and outside agencies.
  • Provides leadership for and supports the accident reporting and investigation process; plans, and directs regular safety inspection programs agency-wide; develops and implements safety manuals (including but not limited to MSDS binders), policies and procedures; coordinates employee safety educational programs and activities for supervisors and staff on workplace safety (i.e. training programs for new employees and supervisors); leads agency-wide/facility efforts to detect existing and/or potential accident and health hazards, determines corrective or preventative measures where identified, and follows up to ensure measures have been implemented; recommends internal controls to eliminate identified hazards at the workplace; maintains, analyzes and reviews all accident reports and recommends appropriate internal controls to prevent future occurrences; oversees information, signs, posters, barriers, and other materials to warn of potential and actual safety hazards and to prevent access or exposure to hazardous conditions.
  • Assists in the preparation, negotiation, and contract monitoring for complex contracts and agreements; in conjunction with purchasing and subordinate staff, negotiates and finalizes contracts with vendors and contractors for services (i.e. custodial, security, landscaping, HVAC, vending machines, fire sprinkler system maintenance, trash removal, etc.); coordinates bid procedures and repair/renovation activities from initial concept to project completion.
  • Develops and administers plans for energy, utilities, and waste reduction; analyzes and executes plans for efficient energy and utilities consumption; develops and administers new policies (i.e. Recycling, Document Management) and promulgates procedures for MACC operations and facilities; ensures all operational sites maintain safety files and records.
  • Provides and/or coordinates ongoing staff professional development and ensures that staff engage in other learning and development opportunities; recommends and administers disciplinary action to address performance deficiencies, in accordance with personnel policies; conducts interviews and recommends selections for hire in accordance with MAAC’s human resources operating procedures; reviews and authorizes staff timesheets, leave requests and conducts performance appraisals.
  • Manages the implementation of all aspects of the risk function, including implementation of processes, tools and systems to identify, assess, measure, manage, monitor and report risks; assesses and identifies potential organizational risks that may hinder the reputation, safety, security and financial prosperity of the organization; implements processes and procedures to ensure the organization is fully prepared to deal with any potential threats; mitigate the effects of those threats which are essentially unavoidable; assists in the development of processes to identity and evaluate business areas risks and risk and control self-assessments; manages the process for developing risks policies and procedures, risk limits and approval authorities; monitors major and critical risk issues; manage the process for elevating control risks to more senior levels when appropriate; manages the corporate risk and control assessment reporting process as well as manage and maintain infrastructure elements(e.g. management reporting, including reporting to senior management).
  • Participates in the development and implementation of strategic and business plans, goals and objectives; leads and directs department/division staff in the development and application of new processes and technologies to achieve higher efficiency, productivity and customer service in applicable work processes.
  • As assigned, produces reports for Board Committees, MAAC Board of Directors, and/or Executive Staff; may serve as staff to Board Committees as assigned and/or directed; may be required to work occasional evenings and/or weekends.
  • Performs other related duties as assigned.

    OTHER DUTIES


  • Serves as a resource to the Executive Leadership Team, MAAC Board and Board Committees, department heads, managers and supervisors.
  • Represents MAAC publically and presents/speaks on MAAC’s efforts to a variety of audiences (existing and potential funders, government officials, foundations, etc.).
  • Promotes a culture of reflection, learning, and data-based decision making among staff, board members, and participants.

Qualifications/Skills/Education/Experience/Certification:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from a recognized four-year college or university with a bachelors’ degree in in business, finance, real estate or a closely related field AND at least seven (7) years of progressively responsible experience, in operations management, at least three (3) of which were in a management or project management capacity at a supervisory level in a non-profit management, public, education, social services or other such similar agency or an equivalent combination of education, training and experience; a Masters’ Degree in a related field is preferred; Bilingual English / Spanish is highly desirable.



Knowledge of:

  • Principles and practices of management, including business planning, budgeting, purchasing, contracting and maintenance of records.
  • Principles and practices of negotiations and sound business communications.
  • Research methods and analysis techniques.
  • Effective management and utilization of organizational rules, policies and procedures including, but not limited to human resources policies and procedures, performance management, evaluation, or related research practices and a familiarity with labor contracts.
  • Principles and practices of management including budgeting, purchasing, contract administration and maintenance of records.
  • Complex databases, performance management systems, or other data collection systems and experience with statistical analysis including Efforts to Outcomes Software (ETO) or other similar data management software.
  • Microsoft Office suite of products, including Word, Excel, Project and Outlook; Adobe Creative Suite including Adobe Professional, Creative Suite (InDesign, Photoshop, etc.).

    Ability to:

  • Plan, organize and direct complex, comprehensive operational functions; interpret and apply federal, state and local policies, procedures, laws and regulations.
  • Manage, direct and coordinate the work of managerial, technical, and clerical personnel.
  • Provide administrative and professional leadership and direction and effectively select, supervise, train and evaluate staff.
  • Recommend and implement goals, objectives, and practices for providing effective and efficient operations and services.
  • Prepare clear and concise administrative and financial reports; evaluate and analyze large and complex budgets;prepare and present analysis and recommendations to a variety of audiences
  • Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
  • Research, analyze, and evaluate new service delivery methods, procedures and techniques.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.
  • Demonstrate superior computer skills, including Internet operations and various Microsoft applications or equivalent software.
  • Establish effective and cooperative relationships with all staff levels, program participants, volunteers, public officials and the general public; exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
  • Communicate courteously and effectively both orally and in writing; effectively manage and facilitate meetings.
  • Define complex management, fiscal, budget and strategic planning issues, perform difficult analyses and research, evaluate alternatives and develop sound conclusions and recommendations.
  • Present proposals and recommendations clearly, logically and persuasively in a variety of internal and external meetings and settings.
  • Represent MAAC effectively in negotiations and other dealings on a variety of difficult, complex, sensitive and confidential issues.
  • Demonstrate excellent organizational and communication (verbal and written) skills; prepare clear, concise and comprehensive correspondence, reports, studies and other written materials; generate interest and convey messages through the development of graphic treatments and persuasive writing; develop concepts and design specific methods and techniques to effectively advertise and improve internal and external communications; analyze and make sound recommendations on complex marketing, media relations, community outreach, fund development and public relations issues and strategies.
  • Exercise sound, expert independent judgment within general policy guidelines.
  • Establish and maintain effective working relationships with MAAC management, staff, representatives of governmental and community agencies, community and business leaders, local elected officials, representatives of community, professional and business organizations and funding agencies, donors, the media, tenants, volunteers, the public and others encountered in the course of work.
  • Provide, develop, manage and implement short and long-range strategies and plans related to areas of responsibility.
  • Exercise judgment, diplomacy, discretion and a high level of independence in handling matters of a sensitive nature; promote and maintain positive staff, participant, and community relations.
  • Understand, interpret, explain and apply MAAC policies and procedures and applicable federal, state, and grant requirements.

EDUCATION/EXPERIENCE/CERTIFICATION

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from a recognized four-year college or university with a bachelors’ degree in in business, finance, real estate or a closely related field AND at least seven (7) years of progressively responsible experience, in operations management, at least three (3) of which were in a management or project management capacity at a supervisory level in a non-profit management, public, education, social services or other such similar agency or an equivalent combination of education, training and experience; a Masters’ Degree in a related field is preferred; Bilingual English / Spanish is highly desirable.


Union Membership ( if applicable):NA

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!