POSITION: Director of Operations

REPORTS TO: Executive Director

CATEGORY: Full-Time/Exempt/Permanent

LOCATION: Fairfax, VA

FACETS has an exciting opportunity for a Director of Operations. Under the direction of the Executive Director, the Director of Operations works consultatively with internal and external leaders to implement high-level, strategic business development as well as programmatic and operational initiatives and activities. Working with executive leadership and Program Directors across the organization, the Director of Operations ensures the use of the most effective and efficient administrative, financial, and operational systems, processes and controls. Through effective supervision and support of key administrative staff, the Director of Operations ensures all measures are taken to protect the credibility, reputation, and financial stability of the organization as well as the health and safety of employees, volunteers, and persons served. 

About the Organization:

FACETS is a non-profit 501(c)3 organization that opens doors by helping parents, their children, and individuals who suffer the effects of poverty in Fairfax County. We strive to ensure that every person in our community has a place they can call home. Here at FACETS, every team member plays a role in making a difference in the lives of our most vulnerable neighbors.

Position Summary:

Reporting to the Executive Director and serving as a member of the Leadership Team, the Director of Operations will revise and manage effective organizational, operating, and financial policies and procedures and will manage financial, human resource, and administrative systems and technology to provide maximum effectiveness, efficiency, and sustainability in all aspects of the organization.

Responsibilities include:

· Work closely with the organization’s CFO and external finance team on all aspects of financial management.

· Oversee Human Resources Manager and responsible for all aspects of the organization’s human resources policies and practices.

· Provide leadership and oversight for assigned administrative and program department staff and activities, including the Director of Volunteer Engagement.

· Serve as primary liaison with externally contracted functions such as County Facilities Management, IT management, and others.

· Monitor key operational and programmatic activities across FACETS locations to identify opportunities for improved operational efficiencies and to ensure compliance with established strategic and operational initiatives, policies, and procedures; recommend and implement improvements.

· Ensure that the organization’s commitment to Diversity, Equity and Inclusion serves as a core principle in all aspects of operation.

Primary Responsibilities:

Human Resources

· Oversee Human Resources Manager and Human Resources functions and as such is responsible for employee relations, EEO/DEIA, professional development and training, recruitment, and onboarding and employee exit processes.

· Ensure annual performance evaluations are completed and any related salary increases are put into effect.

· Review and approve payroll on a biweekly basis.

· Serve as primary administrator of timesheet program.

· Manage benefits administration, including liaising with brokers for plan selection and design; oversee employee awareness efforts and enrollments.

· Manage relationships with various insurance brokers and retirement plan company; negotiate annual contracts.

· Develop and update personnel policies, procedures to maintain regulatory compliance, and best practices.

Financial Management

· Ensure agency-wide requisition process functions efficiently and within budget; provides oversight of all voucher processing for expenditures.

· Review and submit invoices for credit card bills.

· Review monthly financial statements for the administrative department and advise Executive Director on relevant issues.

· Assist with annual audit by ensuring files are in order and providing relevant reports.

· Work with the CFO and external finance team on all relative financial management functions, including relationships with vendors and financial institutions. 

· Work with CFO, Program Leads, and Development team to create annual organization and program budgets and provide oversight on an ongoing basis.

· Organize and lead quarterly program financial reviews.

· Work with CFO and Program Directors to review and approve program and grant invoices prior to submittal. 

Office Operations

· Oversee Administrative Department, HR Manager, and Volunteer Engagement Director.

· Provide appropriate levels of supervision to ensure quality and effectiveness of agency programs, systems, policies, and procedures.

· Manage office space and offsite storage, including leases, landlord relationships, and ongoing building maintenance requests; set tone for office-wide organization.

· Work with IT contractor to ensure computers and office equipment are operational and up to date.

· Manage equipment inventory and office contracts.

· Manage van fleet, including annual inspections, registration, parking violations, and maintenance.

· Develop and maintain procedures manual.

Procurement

· Develop and administer the organization’s procurement policy.

· Negotiate and finalize RFPs and contracts for outsourced services, including technology support, legal services, payroll and more.

· Serve as contract officer/liaison on all administrative service contracts and approve draft RFPs and contracts for programmatic initiatives.

Compliance, Regulatory and Risk Management

· Evaluate and obtain comprehensive business insurance, including workers’ compensation, Directors and Officers management liability insurance, and commercial liability and auto insurance.

· Serve as liaison with legal counsel on all administrative matters.

· Develop Safety and Health policies and procedures, including COVID-19 protocols and requirements, emergency and Continuity of Business (COB) planning.

· Adopt appropriate records retention policies and oversee their application.

Staff Leadership, Board Communication

· Participate in Leadership Team meetings.

· Participate in Board meetings, retreats, and other events, as needed.

· With Executive Director and Leadership Team, plan and execute annual staff retreat and staff events.

Qualifications, Skills, and Attributes:

The successful candidate must be a strategic thinker and problem solver who is energetic, innovative, responsive, highly productive, and well organized. They will be adept at developing and maintaining relationships with businesses, government agencies, community members, and coworkers.

· Bachelor’s degree preferred; Master’s degree in related field a plus.

· Nonprofit experience at a management and/or governance level, including managing financial, HR, and administrative functions.

· Comprehensive accounting and financial functions knowledge and experience.

· Experience with contract negotiations.

· Thorough understanding of human resources and knowledge of current best practices.

· Ability to work effectively as a leader or as a member of a team to achieve results.

· A team player; flexible and adaptable as circumstances evolve.

· Effective written and interpersonal communication skills with a wide range of audiences.

· Excellent time management and organizational skills while maintaining high productivity in juggling and prioritizing multiple projects.

· Attention to detail and concern for accuracy and excellence.

· Proficient in use of computerized spreadsheet software and related applications.

· Outstanding level of tact and discretion in handling sensitive matters.

· High degree of empathy for persons served.

· Must pass criminal and Child Protective Services background checks

Work Environment:

The responsibilities of this position call primarily for in-person presence, including occasional weekends and evenings, with some opportunity for remote work.

Salary Range:

$90,000 - $105,000 annually

FACETS offers a competitive salary commensurate with qualification/experience. 

Benefits:

· Paid medical, dental, and vision insurance for full-time employees with competitive family rates and 3 medical plan options.

· Paid Basic Life Insurance with an option to buy additional coverage

· 403(b) retirement plan options with generous matching

· Generous leave package for full-time employees: paid annual vacation and sick leave, 11 paid holidays per calendar year plus 3 floating holidays to use within the fiscal year; 12 weeks of maternity leave; paid bereavement leave

· Flexible Spending Accounts (FSAs) for healthcare and dependent care

· Long-Term Disability, Short-Term Disability 100% employer paid

· Free Employee Assistance Program (EAP)

· Reimbursement of work-related expenses including portions of mileage, cell phone and data expenses

· On-going professional development and training; reimbursement for portions of tuition, training, or (re)certification in areas related to current position

Everyone at FACETS is driven to make a difference in the lives of our neighbors experiencing homelessness, hunger, and poverty. FACETS is committed to fostering, cultivating, and preserving a culture of diversity, equity, inclusion and belonging. FACETS is an equal opportunity employer with a culturally diverse work environment. Our welcoming community encourages collaboration across programs for our rewarding work.

How to Apply:

Interested candidates may apply by sending a resume and cover letter to Employment@FacetsCares.org.

Equal Employment Opportunity M/F/D/V.