Operations Manager

EMPLOYER: Beads of Courage, Inc.

Beads of Courage, Inc. is a growing non-profit corporation that provides innovative, arts-in-medicine programs for children coping serious illness, their families, and the clinicians who care for them. BOC, Inc. currently supports over 400 children’s hospitals in 9 countries with their innovative programs.

Location: 3301 N. 1^st Ave, Tucson, AZ – Beads of Courage, Inc.

Schedule: 40hrs/week, M-F, 9-5p and evenings/weekends as needed, ability to have transportation to/from work required.

Salary: $20- $24/hr based on qualifications and experience

EFFECTIVE DATE: ASAP

SUMMARY:

The Operations Manager is a full-time hourly position at Beads of Courage, Inc. (a 501(c)(3) tax-exempt organization). The Operations Manager works closely with executive staff and with every team (program, engagement, operations, finance) to help identify areas for improvements, implement changes, establish key performance indicators for the organization, and achieve strategic goals for organizational efficiency and optimal success to achieve its mission.

The Operations Manager manages and oversees the BOC facility, all volunteer and operations activities; ensures that all operations functions are performed in a timely, cost-effective manner consistent with established operations procedures and requirements.

Roles and Responsibilities:

The Operations Manager will manage: the day to day operations of the organization, the facility, retail/gift shop, volunteer services, purchasing, the efficiency and effectiveness of the organization (by managing staff, coordinating activities, following and streamlining processes and procedures, maintaining quality control, optimizing supply-chain logistics, managing the operating budget for the organization, and providing reporting and analysis to support each team.).

• Processing of all mail and supporting CFO with bank deposits 
• Works with and supervises the BOC Building Manager to Maintain Beads of Courage Building Facility ensuring optimal, clean and safe conditions for all – public, staff and volunteers.
• Develops, implements, and monitors operating budget for the organization; manages expenses within approved budget constraints and assists teams with their budgets.

·        Maintain the internal control process for all BOC, Inc. regarding operations, inventory management, and order processing, shipping, delivery, proper material handling, safety.

·        Responsible for the overseeing the organization’s material assets and distribution process including inventory management:

• Purchasing - Responsible for purchasing for the entire organization and maintaining related records
• Receiving - Manage receipt of inventory and organized integration into BOC inventory physically and electronically

o  Preparation for distribution – follows procedure to quickly process materials for distribution readiness in a high quality manner or organized into identifiable raw materials for use when needed.

• Manage and control material requirements, quality compliance and safety compliance
• Maintaining inventory stock levels and anticipating needs in advance
•  Weekly, Monthly, Quarterly and Annual reports reviewed to manage inventory for BOC, Inc.

o  Shipping and handling to all member hospitals, donors, supporters, and partners in caring:

Customer service is critical in this position.  Timely delivery, kindness and professionalism are essential for program integrity and reputation. Meets delivery of materials as needed for program implementation success/ event deadlines

• Develops, implements, and maintains processes, procedures, and programs to improve the safety, successful materials management, supply chain, packing and shipping of materials to BOC supporters and those we support.
• Performs other related duties as assigned by management.

SUPERVISORY & SAFETY RESPONSIBILITIES:

• Directly supervises employees, students, and volunteers for the Operations and Volunteer Services Team
• Manages Volunteers services and supervises the volunteer coordinator & volunteer schedule
• Provides leadership, communication, and coaching to employees; cultivates a motivated employee environment of trust, teamwork, accountability, self-confidence, and ownership of role within organization.
• Identifies, documents, and implements opportunities for continuous improvement.
• Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Ensures that employees and managers have the required safety training and are consistently working in a safe manner; develops and implements safety programs to reduce accidents and injuries.
• Implements and maintains DOT/OSHA and company programs and standards.
• Ensures that operational supplies are on hand and available at all times.
• Ensures that warehouse operations comply with federal, state, local, and/or company policies and regulations.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

·        Bachelor’s degree (B.A./B.S.) in related field or equivalent preferred.

·        Two to four years managing supply-chain demand and shipping/handling experience, supervising a small team, volunteers or customer service related experiences.

·        Commitment to excellence and high standards

·        Proficient on: Microsoft Office (Word, Excel, Outlook/email), Zoom (online meetings), E-commerce platforms and inventory software [Shopify, Cart.com (Americommerce)], Project Management/Team Communications (Basecamp), Online Storage (Dropbox).

·        Prior experience with international freight and small parcel shipments preferred.

COMPETENCIES:

·        Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

• Interpersonal Skills--Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

• Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Oral and Written Communication--Speaks and writes clearly and informatively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Presents numerical data effectively; Able to read and interpret written information.
• Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Quality Management--Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Diversity--Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment;
• Ethics--Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values;
• Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Adaptability--Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative--Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: (omit, add or modify as applicable)

• Continually required to stand
• Continually required to walk
• Occasionally required to sit
• Continually required to utilize hand and finger dexterity
• Frequently required to climb, balance, bend, stoop, kneel or crawl
• Continually required to talk or hear
• Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard
• Continually required to lift/push/carry items up to 50 pounds
• Occasionally work near moving mechanical parts  - Delivery Truck, fork lifts
• Occasionally exposure to outside weather conditions
• Specialized equipment, machines, or vehicles used: will be discussed with staff if opportunity arises      

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.