Director of Operations

Description

COMMUNITIES IN SCHOOLS OF SOUTH CENTRAL TEXAS, INC.

Communities In Schools of South Central Texas has a successful 30-year history of providing a myriad of services to students and their families. The program is part of a national network of nonprofits called “Communities In Schools” that provides direct professional services to students who are at-risk of dropping out of school and who may need additional assistance in their daily lives. The organization is well-respected and has grown tremendously over the past years.

Serving 8 school districts across four counties, the organization has a budget of approximately $5.4 Million and serves approximately 40,000 students and young adults with preventive and intervention services. We see our employees as part of our CIS Family and help to see each employee grow in the areas they want to develop.

The six components that make up CIS of South Central Texas are supportive guidance and counseling, health and human services, parental and family engagement, college and career awareness, educational enrichment, and academic support.  

Position Summary

The Director of Operations is a full-time, exempt position that is responsible for overseeing the daily operations of Communities In Schools of South Central Texas to ensure efficiency, effectiveness, and alignment with the organization’s mission. This role encompasses strategic planning, compliance, and administrative functions. The Director of Operations will work closely with senior leadership to develop and implement operational policies, improve internal processes, and support organizational growth. This position requires superior initiative, judgement and discretion, excellent written and oral communication skills, a high level of detail and accuracy, time management skills and the ability to work successfully with a variety of personalities and individual styles in a professional manner.

Essential Duties, Responsibilities, & Competencies

The essential functions include, but are not limited to the following:

Operational Leadership

· Develop and implement operational policies and procedures to improve efficiency and effectiveness.

· Ensure compliance with all legal, regulatory, and grant requirements.

· Manage day-to-day administrative functions, including office management and facilities oversight. 

· Effectively lead the efforts to ensure that the Annual Operations Plan is front-of-mind and that the activities are being addressed. Ensure that committees are reviewing their tasks and outcomes, and at the end of each year, ensure that results are posted and made available for review by the board while measuring and evaluating progress against goals.

· Monitor key performance metrics and drive continuous improvement initiatives.

· Work with the CEO and the CPO to ensure the day-to-day operations of the organization run smoothly and properly, while identifying areas for change or enhancement.

· Ensure compliance with all TQS business standards. Coordinate steps needed for TQS re-accreditation and ARMA.

· Maintain responsibility for communicating with insurance broker to get certificates of coverage, or to respond to inquiries they may have. Work with insurance broker to complete the annual application process and facilitate review of quotes from different companies.

· Assist the Marketing & Events Manager with the completion of the annual school districts report in the early fall.

· Organize and maintain the agency historical data and documents.

· Make arrangements and provide logistical support for internal and external meetings.

· Maintain tracking of volunteer and in-kind donation logs and prepare end-of-year reports.

· Log checks and cash received in the administration office. Prepare Daily Cash Receipt logs for these items and also online donations received. Make bank deposits.

· Update GuideStar/Candid profile periodically to keep the highest-level certification.

· Maintain the responsibility for responding to state or federal census surveys or questionnaires related to the company workforce.

· Complete Comal County Business Personal Property forms for CIS and Thrift Store annually.

· Assist with logistics and food orders for guests and students for campus chats.

· Provide general administrative support to the administrative team and office.

Strategic Planning & Organizational Development

· Assist in the development and execution of the organization’s strategic plan.

· Provide data driven insights to inform decision making and long-term sustainability.

· Evaluates organizational efficiency via the use of quality assurance protocols and suggests changes to maximize staff productivity. Actively pursue strategic and operational objectives.

· Lead the annual review of the Standard Operating Procedures, and bylaws for any needed changes, updates, or additions. 

· Participate in long-term strategic planning meetings as part of the executive management team developing strategies and processes to attain the mission focused goals and objectives, as well as the Emerging Priorities.

· Utilize data collected by others in the organization to complete various annual reports for CIS National, TEA, and school districts. Lead the effort to compile high quality outcome reports.

· Monitor CIS National policies and procedure guidelines keeping the CEO and CPO updated as to changes and new developments. Develop or revise operating procedures and policies for the organization. 

Technology & Systems Management

· Oversee IT systems and infrastructure to ensure security and efficiency.

· Implement and manage software solutions for project management.

· Maintain data integrity and ensure the best practices in data management and reporting.

· Provide support and training opportunities related to technology. 

· Ensure accuracy of asset inventory and monitor moves of items on the inventory from one person or place to another. Maintain accurate knowledge of “useful available” equipment that can be used in another location or position.

· Set up new employee onboarding with IT group to create online account and set up new computer device for employees.

· Order or requisition computers, printers, monitors; track location of all items among all staff.

Board & Stakeholder Engagement

· Provide operational updates to the CEO and Board of Directors.

· Prepare monthly information packets, attend meetings and record official minutes for Board of Directors and Finance committee meetings, and other meetings as necessary.

· Maintain Board of Directors and committee rosters, biographical information, and all forms and files.

· Support Board committees related to finance and governance.

· Collaborate with external partners, vendors, and community stakeholders.

· Coordinate new board member orientation and training activities.

· Attend the following meetings: Board, Governance Committee, and Finance Committee. Act as the liaison to the Governance and Investment Committees.

· Assist in identifying locations for the Board and Committee meetings.

Thrift Store Operations & Oversight 

· Provide supervision to Thrift Store manager and oversee operations of the Thrift Store.

· Meet monthly with Thrift Store management team.

· Collaborate with Thrift Store management to set the budget for each fiscal year. 

· Work closely with Thrift Store committee to share and discuss the needs for the store.

· Approve Thrift Store receipts received from Thrift Store management. 

Facility Management

· Oversee the maintenance and repair of buildings, equipment, and utilities.

· Ensure facilities are clean, organized, and operational at all times.

· Coordinate with third-party service providers (janitorial, security, landscaping, etc.).

· Optimize office layouts and space utilization.

· Maintain an inventory of facility-related assets and equipment.

· Monitor and control maintenance costs.

· Implement energy-efficient practices and sustainability initiatives.

· Serve as the primary point of contact for facility-related concerns.

Supervisory Responsibilities

Supervisory responsibilities include supervising the Thrift Store Manager.

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

· Prolonged sitting: Most of the workday is spent seated at a desk, reviewing documents, typing on a computer, and interacting with others via phone or video calls. 

· Fine motor skills: Dexterity to operate a keyboard and mouse efficiently. 

· Hand-eye coordination: Ability to accurately manipulate documents and other office supplies. 

· Visual acuity: Clear near vision for reading computer screens and documents. 

· Auditory perception: Ability to clearly hear and understand conversations, both in person and over the phone. 

· Occasional standing and walking: Moving around the office to attend meetings, retrieve documents, or interact with colleagues. 

· Reaching: Reaching for items on a desk or shelf, although typically within a comfortable range. 

· Ability to lift, push, and/or pull atleast 15 pounds unassisted.

Travel Requirements

10-15% local travel for meetings and to perform job duties is required.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. 

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

Requirements

Minimum Qualifications (Knowledge, Skills, and Abilities)  

The Director of Operations will utilize excellent written and verbal communication skills to provide clarification, direction, or guidance in the completion of tasks. Skills required also include the ability to work as a team player, ability to be adaptable and flexible, ability to competently work with stakeholders, and the ability to multitask. Demonstrated proficiency in SharePoint and Microsoft Office including Outlook, Word, Excel and PowerPoint is required. Applicants must also be able to anticipate and respond to technical needs based on the work environment and changing staff needs. Possessing operational experience within the organization and working within resource-constrained environments is beneficial. Excellent leadership, organizational, and problem-solving skills is required.

Required education and experience

· Bachelor’s degree in business management, business administration, or nonprofit management, or related field required.

· A minimum of 2 years of management experience or operations is required, with a strong understanding of nonprofit operations.

· Proven track-record of managing projects and initiatives.

· Knowledge of nonprofit compliance and risk management.

Preferred education and experience

· Master’s degree in business management or nonprofit management, or related field preferred 

· 2-3 years of executive management experience or operations preferred

Benefits package includes:

• Medical insurance, with HSA option – (Company contributes towards monthly premium; enrollment from date of hire, no waiting period. Medical employee only base plan is 100% paid by CIS ) 
• Dental Insurance 
• Vision Insurance 
• Voluntary Supplemental Insurance 
• Voluntary Short-term & Long-term Disability Insurance 
• 403(b) Retirement Plan 
• Basic Life / AD&D Insurance, with option for additional voluntary coverage
• 88 Paid Time Off hours per year, plus additonal holidays
• Bereavement Leave 
• EAP and Work-Life Services