Job Type
Full-time
Description
FLSA Status: Exempt, Full-Time
Reports To: Rector
Summary:
The Director of Operations will work closely with the Rector to oversee the day-to-day activities of the organization, ensuring that operations are managed and performed efficiently and effectively. The Director of Operations is responsible for the effective planning, directing and execution of functions under operations, facilities, administration, personnel management, payroll and the oversight of accounting.
Requirements
Position Responsibilities:
Facilities Management
Oversees the overall maintenance, safety, security and major projects of the Assumption Seminary campus.
Oversees all organizational contract and vendor management to include the bid process for all services, repairs, renovations, special building projects, technology equipment, software, etc. according to the organization policies.
Monitors and oversees the work of external contractors to ensure terms of agreements are met and work is completed satisfactorily.
Ensures that campus buildings and grounds are safe, clean, attractive, accessible, functional, and environmentally responsible while compliant with federal, state, and local codes and regulations.
Directs annual schedule of maintenance and custodial work to meet the needs of the campus.
Consults with the building committee of board of directors quarterly.
Works closely with maintenance staff to create building audits and manage major repairs.
Serves as emergency contact for afterhours repairs.
Operations Management
Oversees all operations of the Assumption Seminary effectively and efficiently.
Organizes and facilitates staff meetings to ensure all necessary information such as project status, initiatives and status of regular responsibilities is communicated to and by employees in a timely manner.
Serves as a liaison between the Archdiocesan Information Technology Office and Assumption Seminary while addressing any needs and implementation.
Oversees work orders, purchasing, contract negotiations/services and vendor relationships.
Oversees properties and monitors lease agreements.
Makes complex administrative decisions or recommendations requiring a thorough knowledge of Assumption Seminary regulations, policies and procedures.
Identify and address any operational inefficiencies in procedures and processes and offer meaningful solutions; develop written protocols and operational procedures as needed.
Personnel/Payroll Management
Prepares, reviews, and submits bi-weekly and monthly payroll in a timely and accurate manner.
Reconciles employee benefits to monthly invoices in a timely and accurate manner.
Ensures employee records are in compliance and are always current and accurate in the HRIS system.
Works closely with the archdiocesan Human Resources Office and coordinates with HR on deployment and implementation of HR policy and/or process changes, as appropriate.
Supervises all assigned staff in an appropriate and effective manner in accordance to best practices and archdiocesan policies and guidelines.
Motivates and provides oversight of employees by resolving issues and making sound decisions.
Recruits, interviews, hires, oversees onboarding, and trains office staff within assigned areas.
Monitors team productivity, provides performance evaluations, constructive feedback, mentorship, recognition, and address performance concerns.
Sets, meets, and exceeds organizational goals through optimal utilization of personnel and resources.
Financial Oversight
Works closely with external Accountant and communicates the Assumption Seminary budgets, annual and standard reports, balance sheet, accounts receivable, accounts payable, and general ledger to the Rector and archdiocesan CFO.
Monitors budget to actual performance.
Meets regularly with the Assumption Seminary Finance Committee and ensures all financial documents are delivered timely and communicated effectively.
Coordinates with archdiocesan Development Director for strategic development and fundraising.
Oversees check requests and purchase order for supplies while ensuring correct allocation of costs.
Ensures internal controls are in place and followed.
Other
Adheres to all archdiocesan policies, guidelines, and regulations in all assigned areas.
Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, others.
Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
Performs other duties as assigned.
Minimum Qualifications:
Education
Bachelor's degree in Business Administration, or other related discipline. Additional experience in lieu of degree may be considered.
Experience
Minimum of seven (7) years' experience in Operations Management directing and managing administrative functions.
Minimum of four (4) years' in a supervisory role
License and Credentials
Reliable transportation
Valid driver license
Valid vehicle insurance
Minimum Knowledge and Skills:
Bilingual in English and Spanish preferred;
Thorough understanding of operations policies and practices;
Experience in relationship management with contractors, vendors, etc.;
A solid grasp of project and contract management principles and practices;
Solid understanding of and ability to adhere to General Accepted Accounting Principles (GAAP);
Working knowledge of QuickBooks or other accounting software's preferred;
Experience with computer software and Microsoft Office Suite;
Excellent management and supervisory skills;
Excellent analytical, decision-making, and problem-solving skills.
Ability to effectively identify and resolve problems in a timely manner; ability to pivot to shifting priorities at a moments notice and make sound decisions;
Ability to maintain a high level of confidentiality;
Must be detail oriented, organized, self-motivated, work well independently and on a team;
Must have good written and verbal skills;
Must have good critical thinking and problem solving skills.
Travel Requirements:
Travel requirements for the position includes up to 5% local and 0% overnight.
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