Operations Program Manager
5 days ago
Phoenix
Job Description:\n\nSalary: $77,875.20 to $97,486.65 Annually DOE The Organization:The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to thousands of adults, youth, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day. In 2001, the Florence Project implemented our Integrated Social Services Program, one of the first of its kind in this field. The Florence Project provides high quality legal and social services and supports initiatives for national changes in immigration law and policy. Primary Purpose of the Position: The Operations Program Manageris responsible forproviding strategic leadership, oversight and accountability fortheorganizationsoperationsystems.IncollaborationwiththeExecutive Director and Deputy Director, the role sets the vision, standards, policies and priorities across facilities, technology, compliance, cybersecurity, organizational risk management, and vendor management. The Operations Program Manager ensures that operational systems support program delivery and organizational sustainability. Thisrole workscloselywith theExecutiveDirectorandDeputyDirector andispartofthe organization's Leadership Team. Essential Duties & Responsibilities Strategic leadership and planning:Develop andmaintainthe strategic vision and multi-year roadmap for the operations program.Turnorganizationalstrategyintooperationalpriorities,policies,andsystems.ServeasseniorleadershippartnertoExecutiveDirector,DeputyDirector,andother department directors on organizational initiatives.Anticipateandaddressoperationalneedsandrisksassociatedwithorganizational changes, program changes, and external changes that might affectthe organization.Leadchangemanagementformajoroperationalprojects,includingsystem implementations, policy changes, and office transitions.WorkwithOfficeofPeople &Cultureononboarding,offboarding,workplacepoliciesand staff experience.Workwithlegalprogramsonoperationalsupportforlegalservices.WorkwithFinanceTeamonbudgets,contracts,insurance,andcompliance.Workwiththe DevelopmentTeamonsystemssupportingfundraisinganddataanddonorcompliance.Setandenforceorganization-wideoperationalstandardsandsystems. OperationsProgramManagement:Ensureconsistentoperationalstandards,policies,andpracticesacrossalloffices.Establishandmonitoroperationalperformancemetricsandreportingmechanism.Review,approve,andmaintainorganization-wideoperationspolicies,SOPsandworkflows.Ensureeffectivecoordinationbetweenoperations,programmatic,andadministrativedepartments. BudgetResponsibilities:Developandmanagetheoperationsbudgetinpartnershipwiththefinancedepartment.Forecastoperationalexpensesrelatedtofacilities,technology,insurance,andvendors.Reviewbudgetregularlyandmakerecommendationsasneeded.Conductcostbenefitandriskanalysesformajoroperationalchangesandcosts.Ensureprocurementandvendordecisionsalignwithbudgetary parametersandorgpriorities. TechnologySystemsandDataInfrastructure:Provide strategic oversight of the organizations technology infrastructure, including hardware, software, communication platforms, cloud services, and case management systems.SupervisetheDataCoordinatorresponsibleforLegalServeradministration,data integrity, reporting and systems governance.SupervisethetechnologyadministrativeassistantsupportingIToperations,user support, and vendor engagement.Ensuretechnologysystemsmeetprogrammatic,reporting,securityandcomplianceneeds.Alongwith leadership, evaluate and implement new systems that improve efficiency and effectiveness. Compliance,Cybersecurity,andRiskManagement:Serveasproactiveorganizationalleadforoperationalcompliance,including cybersecurity and data protection.Leadbusinesscontinuityanddisasterrecoveryplanningincoordinationwithleadership.Overseecybersecuritygovernance,includingpolicies,training,incidentresponsecoordination,and vendor compliance.Identify,assessandmitigateoperationalrisksbeforetheyimpactprogramdeliveryor organizational stability. Insurance,Assetprotection,andBusinessContinuity:Holdprimaryresponsibilityfororganizationalinsuranceprocurement,renewal,coverage review and claims coordination.Ensureadequateinsurancecoverageforfacilities,staff,technologyassets,and organizational activities.Overseeassetmanagementframeworkstosafeguardorganizationalpropertyandinfrastructure.Ensurecontinuityplansareinplaceforfacilitiesoutages,systemfailuresand emergency scenarios. VendorRelations:Providestrategicoversightoforganizationwidevendorrelationshipsandprocurementpractices.Review,approve, andoverseemajorvendorcontracts,renewals,and RFPprocess.Ensurevendorsmeetservice,security,complianceandperformanceexpectations.Partnerwith thefinancedepartmenttomanagecontractlifecycles,renewalsandvendorrisk. SupervisoryResponsibilities:DirectlysupervisetheOperationsManager,Administrative Assistant Tech Support, and Data Coordinator.SupporttheOperationsManagerinsupervisingthe OfficeCoordinatorsandAdministrative Assistants.Establishclearperformanceexpectations,goalsandaccountabilityforoperationsstaffin collaboration withtheOperationsManager.Ensurestaffareappropriatelytrained,supportedandresourcedtomeetoperationalstandards. Governance,Documentation,andInstitutionalknowledge:OwnsgovernanceofoperationspoliciesandSOPs.Ensureoperationalknowledgeisdocumented,maintained,andtransferable.Leadsuccessionplanningandknowledgetransferforkeyoperationsfunctions.Reducerelianceoninformalorundocumentedprocesses. OtherDutiesandResponsibilities:Provideoperationalreportingandupdatestoexecutiveleadershipandboard.Performotherdutiesasassigned. MinimumRequirements:Bachelorsdegreerequired;advanceddegreeorequivalentseniorleadership experience preferred.Atleast4yearsofexperience inmanagementoroperations.Demonstratedabilitytomakesounddecisionsataleadershiplevel.Highethicalstandards,integrity,reliabilityandsoundjudgement.Experiencedevelopingandmaintainingsystemsfororganizingrecords,data,and operational information.Strongwrittenandverbalcommunicationsskills,includingprofessionalphoneandemailcommunication.Demonstratedcommitmenttothemissionofservingimmigrantcommunitieswith respect,dignityand care, and to advancing diversity,equityand inclusion.Stronginterpersonalskillsandtheabilitytoworkeffectivelywithpeoplefromdiversebackgrounds.Highlyorganized,adaptable,andabletoworkeffectivelyinafast-paced,resource- limited environment.Provenabilitytomanagemultiplepriorities,solveproblems,andmeetdeadlines.Collaborative,flexible,andrespectfulteammemberwhosupportsaclient-centeredand mission-driven workplace.Abilitytoworkindependently,prioritizeeffectively,andremainsteadyduringperiodsof change, pressure, or crisis.Abilitytomaintainconfidentialityandhandlesensitiveinformationappropriately.Mustbeabletopassfederaland statebackgroundchecks.Willingnessandabilitytotravelasrequiredfortheposition.Validdriverslicenseandreliabletransportationrequired.Strongcomputerskills,includingproficiencywithstandardofficeandproductivitytools. PreferredRequirements:LeadershiporseniorsupervisoryexperienceProjectManagementexperienceExperiencewithcybersecuritycomplianceframeworkExperience in nonprofit organizations is strongly preferredBilingualproficiencyor fluency in Spanish preferred WorkingConditions/PhysicalDemands:Operatesinaprofessionalofficeenvironmentandrequirestheabilitytositforlong periodsof time with intermittent walking, standing, bending, squatting,pullingandpushing.Travel between offices (Phoenix, Tucson, and Florence) and secondary work locations asrequired.Requires the ability to use standard office equipment suchas,scanners, computers, keyboards, phone, shredders, photocopiers, and filing cabinets.Requires the ability to lift up to ten pounds - accommodations may be available.EffectiveSeptember1,2021,FIRRPhasimplementedamandatoryCOVID-19vaccine policy.Tocomply withthis policy, active employees must be fully vaccinated by October 15, 2021.Employees seeking an exemption due to a medical condition orsincerely-held religious belief should contact our Human Resources Department at . Salary & Benefits: This is a full-time position. Salary is competitive for our field and geographical area. Salaries will be calculated based on relevant experience and our established comprehensive wage scale: $77,875.20 to $97,486.65 Annually DOE. We strive to create and uphold a positive, supportive, and inclusive work environment for all staff. We offer excellent benefits, including: Medical plans including health, dental, vision coverage, subject to plan termsShort Term DisabilityEligibility for group benefits such as voluntary life insurance, subject to applicable waiting periodsRetirement plan, subject to plan termsPaid Time Off earned on a biweekly accrual basis- Twenty-five (25) Days of Vacation Time, annuallyFive (5) Days of Medical/Sick Time, annuallyOne (1) Day of Personal Time, monthlyEight (8) Week Paid Sabbatical, after three years of employmentBereavement leave.Fifteen (15) Organization-paid holidays, all observedEligible for Parental Leave which includes Thirteen (13) paid weeksMileage reimbursement for travel between offices and places of work.Relocation Assistance for out of state new hires available for some positions. Application Procedures: This is an immediate opening. Salary is commensurate with experience. The position will remain open until we receive enough qualified applicants. Applications will be reviewed on a rolling basis, and candidates are encouraged to apply early. Only those selected for an interview will be contacted. The Florence Project values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, persons with disabilities, and members of underrepresented communities. This job announcement is for informational purposes only and is subject to change and modification without notice. This job announcement includes a non-exhaustive list of responsibilities, qualifications and requirements of the position, but does not necessarily include all the job functions of the position.