Operating Officer

REPORTS TO: Chief Executive Officer     DATE: January 2025

SALARY: BAND 6; $3716-$4834.40 Bi-weekly

Position Summary:

The Operating Officer will be a key leadership position responsible for overseeing the day-to-day operation of Community Action Partnership of North Alabama. This role ensures that CAPNA’s programs, services and administrative functions run efficiently and in alignment with the organization’s mission, standards and strategic goals.

Work Relationships and Scope:

The Operating Officer will report directly to and work closely with the CEO. Regular interaction with Senior Leadership, program managers, staff, and agency partners to implement procedures, processes and, policies to improve operational efficiency on behalf of the agency in the areas of Operations, Compliance and Training. Directly provides programmatic oversight to senior leaders.

Key Responsibilities:

1. Operational Leadership:

• Collaborates with the CEO and the Lead Team to set operational priorities and ensure alignment with CAPNA’s Strategic Plan, Risk Assessment, Mission, Vision and Values.
• Identifies and implements operational improvements and best practices to enhance efficiency, effectiveness, and service delivery.
• Ensures that all internal processes and systems are compliant with relevant regulations, funding requirements, and organizational standards by utilizing existing structures and processes and creating new systems.
• Supports, develops, and enforces standardized operational processes that promote accountability and consistency across CAPNA.
• Lead efforts to integrate innovative tools, technology, and practices that streamline operations, reduce costs, and enhance service qualities.

1. Program Oversight:

• Oversee the delivery and evaluation of CAPNA’s community programs, ensuring they meet both the client’s needs and performance goals.
• Provide guidance to Program Managers and staff to ensure effective implementation, coordination, compliance and monitoring of services.
• Work with program teams to assess community needs, develop new initiatives, and expand the organization’s impact.
• Oversee the delivery and the annual update of CAPNA’s Community Needs and Resource Assessment in accordance with Organizational standards.

1. Financial and Budget Management:

• Promote and provide financial excellence and health in our operations by supporting the organization’s Fiscal Department through collaborative risk analysis, forecasting and budgeting.
• Work with the CEO and CFO to align the organization’s budget with CAPNA’s mission, vision and values.
• Provide programmatic support for cost-effectiveness and guidance in the oversight of operational procurement, resource allocation, and expense control across departments.

1. Staff and Human Resources:

• Support Human Resource functions including recruitment, retention, staff development, and performance management.
• Ensure that across the organization staff are adequately trained and motivated to achieve organizational goals and provide high-quality services.
• Foster a positive and inclusive workplace culture, promoting collaboration, respect, and professional growth.
• In concert with the Director of Human Resources, create leadership development opportunities/programming that enhance succession planning and that fosters CAPNA’s future leaders.

1. Data and Performance Monitoring:

• Establish systems for measuring operational metrics, organizational standards, programmatic outcomes, and service delivery.
• Support and assist the communications team in delivering an Annual Report that provides a snapshot of CAPNA’s data and story for its stakeholders, community partners and Board of Directors.
• Regularly ensure that program performance and organizational operations are assessed using data, reporting and feedback from providers, partners and constituents.
• Develop and implement continuous improvement strategies based on performance and stakeholder results.

1. Strategic Planning and Reporting:

• Engage in and contribute to the long-term strategic plans and goals for the organization.
• Provide regular reports and communicate to the CEO on operational performance, program outcomes and key performance indicators.
• Assist in preparing applications, proposals, and other documentation for resource providers.
• Identify new partnership opportunities that align with CAPNA’s overall purpose and mission.
• Establish and report on key performance indicators that provide insight that informs strategic decision-making.
• Engage in planning, coordinating, and monitoring our Strategic planning process with key leaders, Board members, and the CEO in accordance with organizational standards.

1. Training:

• Develop a fluid and fidelity-based system for CAPNA that ensures that all CAPNA employees receive the necessary leadership, skill and compliance training.
• Utilize and coordinate existing trainers and training into this corporate training system.

Key Result Areas:

• Compliance
  • Data and Performance Monitoring (5.)
• Training
  • System development and training coordination (7.)
• Operations
  • Programmatic oversight/supervision (2.)
  • Operational leadership/standardized operating procedures/policy (1.)
  • Coordinates and communicates interdepartmentally (3., 4.)
  • Provides strategic direction and insight (6.)

Key Performance Indicators:

• Monthly outcome reports to CEO and Lead Team
• Programmatic outcome and data reports to the CEO and program leadership
• Resource development and growth opportunities through ROI, customer growth, service area expansion, resource applications, etc.
• Programmatic and organizational standards progress reports based on monitoring, involvement, risks and needs results.
• Organizational training results and opportunities report by department/program

Qualifications:

1. Education and Experience:

• Bachelor’s degree in Business Administration, Non-Profit Management, Public Administration, or a related field
• At least seven years of experience in a senior operational or management role, ideally within the non-profit sector.
• Proven track record in overseeing complex operations, managing teams, and achieving organizational goals.

1. Skills and Abilities:

• Strong leadership and organizational skills with the ability to manage multiple projects simultaneously.

• Excellent communication skills, both verbal and written, with the ability to interact effectively.
• Deep understanding of non-profit management, including budgeting, financial management, program evaluation, and compliance
• Ability to analyze and solve complex problems and implement practical solutions.
• Proficiency in common non-profit management technology and software applications.
• Knowledge of federal, state, and local regulations affecting non-profit organizations and human services programs.

1. Working Conditions:

Work is performed mainly in an office setting with minimal safety issues. Frequent travel to outside meetings throughout Alabama and some out of state travel. This position requires sitting, standing, bending, and minimal lifting. This position requires an ABI/FBI background check clearance, a Child Abuse and Neglect (CA/N) Form clearance, a valid driver’s license and safe driving record.

Acknowledgement:

This job description describes the general nature and level of work performed by the employee assigned to this position. It does not state or imply that these are the only duties and responsibilities assigned to the job. The employee may be required to perform other job-related duties by the Chief Executive Officer to support CAPNA’s mission and goals. All requirements are subject to change over time and to possible modifications to reasonably accommodate individuals with a disability.

Salary : $3,716 - $4,834