Facilities & Operations Program Manager
6 days ago
Los Angeles
Job Description Summary Under the supervision of the Director of Operations, People & Culture, the Facilities & Operations Program Manager will oversee and coordinate the agencies’ multiple building sites operations and building maintenance needs. They will also coordinate information technology and systems, supervise administrative operations personnel, and plan and disseminate information on specific projects and/or contracts. The Facilities & Operations Program Manager will assist in project liaison, project management and operations; program development; documentation management; and other administrative functions of the agency. This is a full-time position (40 hours per week) and requires flexible hours including evenings, weekends, and some holidays. Essential Functions • Oversee, coordinate, and supervise building operations and maintenance of APAIT’s multiple housing sites and offices., • Oversee, coordinate and support the organizing, centralization, and maintenance of key operations documents for APAIT’s multiple building sites., • Oversee standardizing operations processes of buildings, and in the development and maintenance of their operations schedules (ex. inspections and maintenance)., • Oversee in creating and maintaining step guides and Standard Operating Procedures (SOPs) for building sites., • Coordinate in driving building project management and housing operations initiatives with multi-disciplinary team., • Supervise division-wide operations personnel including vendors management and relationship maintenance., • Assist management in getting buy-in from cross-functional and interdepartmental stakeholders with projects., • Collaborate in implementing value adding and cost reduction initiatives at housing sites and offices., • Partner with IT Support on information system setup needs (including network users, laptops, and iPhones) during onboarding and offboarding of staff., • Coordinate on-site logistics and telecommunications setup during on-boarding of new staff and on an ongoing basis., • Provide programmatic and administrative technical assistance to program personnel., • Support program group preparation activities, including but not limited to purchase, order, pick-up, and delivery., • Assist in the coordination of and participation in community events, health fairs and festivals., • Represent the agency by attending local planning groups, community forums and collaboration meetings as assigned., • Function as back-up for front-office reception as-needed., • Maintain and uphold Agency mission statement, values, policies, procedures, and principles., • Interpret agency purpose and mission to the community., • Ability to work overtime, work on weekends, holidays, and evenings when required., • Other duties as assigned to meet program and agency mission, goals, and objectives., • Regular attendance. Minimum Qualifications - Knowledge, Skills and Abilities Required • Bachelor’s degree in field of operations management, business administration, or similar area., • Knowledge of and ability to work with racial/ethnic minority, impoverished and underserved communities and groups (e.g., multi-gender, LGBTQ, substance using), • Basic knowledge, work experience, and understanding of HIV/AIDS and other related issues., • Proficient with Microsoft Office programs (Word, Outlook, PowerPoint, and Excel necessary)., • Experience with a Project Management software (i.e., Monday.com, Assana or Microsoft Projects), • Proficient writing and oral communication skills., • Demonstrated experience and knowledge of PC hardware., • Ability to coordinate multiple projects and tasks simultaneously in a high-pressure work environment., • Ability to master a wide-range of information, adapt, take initiative, and work in a team-centered environment., • Ability to perform duties on some weekday evenings and weekend days when required., • Verification of employment eligibility., • Valid California Driver’s License, plus proof of current automobile insurance, • Reliable transportation for some local travel (<25%) to off-site meetings, facilities site visits, agency events, etc., • Maintain and uphold Agency mission statement, values, policies, procedures, and principles., • Verification of employment eligibility., • Updated tuberculosis test (annual requirement) read, reviewed, and dated by clinician within 6 months of start date. Non-Essential Qualifications - Knowledge, Skills, and Abilities 1. Preference for one to be Bilingual in Spanish (speak, read, and write). • Experience working in a non-profit community-based organization., • Experience in training. Supervisory Responsibilities 1. Approve timesheets in a timely manner., 2. Issue DARs (Disciplinary Action Reports) and provide verbal coaching as needed., 3. Conduct Performance Evaluations (PEs) for supervised staff., 4. Directly supervise the Administrative Team, consisting of three staff members. Environmental Conditions (Working Conditions) • Ergonomically safe office environment with desktop computer, desk, chair, and natural light from windows., • Some driving and exposure to vehicles in motion., • Driving Requirement Physical Requirements • In the course of performing this job, the incumbent typically spends time driving, sitting, standing, walking, carrying (max.20lbs), lifting (max. 20lbs), listening, and speaking. Mental Requirements • The incumbent in this position must be able to accommodate to any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedule, availability for on call/duty after regular working hours, and exposure to inappropriate behavior and language of others.Company DescriptionAPAIT is a community based organization serving Los Angeles and Orange counties. APAIT’s mission is to positively impact the quality of life for vulnerable communities experiencing behavioral health challenges, housing insecurity, justice-involved individuals, victims of human trafficking, and those at risk for HIV/AIDS and sexual health issues. Services include individual and group mental health counseling, substance use prevention and treatment, harm reduction and syringe exchange program, HIV/STI testing, prevention, and treatment, transitional and permanent supportive housing, forensic treatment, intensive case management, and research, evaluation, and development. APAIT was established in 1987 and is a division of Special Service for Groups, a nonprofit health and human services organization established in 1952.APAIT is a community based organization serving Los Angeles and Orange counties. APAIT’s mission is to positively impact the quality of life for vulnerable communities experiencing behavioral health challenges, housing insecurity, justice-involved individuals, victims of human trafficking, and those at risk for HIV/AIDS and sexual health issues.\n\nServices include individual and group mental health counseling, substance use prevention and treatment, harm reduction and syringe exchange program, HIV/STI testing, prevention, and treatment, transitional and permanent supportive housing, forensic treatment, intensive case management, and research, evaluation, and development.\n\nAPAIT was established in 1987 and is a division of Special Service for Groups, a nonprofit health and human services organization established in 1952.