What are the responsibilities and job description for the Director of Administration and Operations, Partakers position at TSNE?

Overview : Opportunity

The Director of Operations will serve as a strategic partner to the Executive Director (ED). This is a key role at Partakers as s / he will be responsible for operational excellence inclusive of, but not limited to : grant development and management, programmatic support, in consultation with Partakers Program Coordinators, as well as, designing, implementing, and maintaining effective systems and processes in support of Partakers strategic priorities including data collection and outcome measurement, and identifying / implementing the appropriate technology and information systems. The Director of Operations works closely with the Executive Director, Program Coordinators, Accounting Consultant(s), Marketing / Communications Consultant, Grant Writer, funders, and strategic partners. This position reports to the Executive Director.

Organization Summary

Founded in 1997, Partakers works to help reduce recidivism by providing community mentoring for incarcerated women and men pursuing their degrees and educational opportunities as well as training and support for returning citizens. To accomplish this goal, Partakers offers two key programs which provide critical mentorship support. Through its College Behind Bars Mentoring Program , Partakers provides vital support to incarcerated students and in partnership with Brandeis University's Educational Justice Initiative, the Partakers Empowerment Program (PEP), is a re-entry initiative that provides skills, training and vital community support to help returning citizens navigate the path of reentry. At the heart of Partakers success, lies the power of mentoring relationships which profoundly impacts Partakers students' lives, their families, and their communities as well as the Mentors.

Responsibilities :

Fundraising and Resource Development (50%)

Work with Partakers Grant Writer and Executive Director in researching, identifying, and applying for grant opportunities from foundations, corporations, and state and federal government agencies;
Develop a grants calendar to track, monitor, and manage grant deadlines and meetings; provide grant reporting to all Foundations and Grantors;
Partner with and support Partakers Marketing / Communications Consultant on all fundraising initiatives, including events, annual appeal, and the development of outreach collateral, communications, email campaigns, social media, and fundraising materials;
Utilize, refine, systemize and enhance Partakers donor database system to track donors, fundraising goals, and progress, generate reports, and assess the effectiveness of fundraising strategies;
Maintain and expand relationships with Foundations and Grantors, with an emphasis on growing Partakers Foundation and corporate donor base;
Collaborate with the ED, to establish annual fundraising goals for the organization in alignment with the organizations annual budget and needs; and
Research new funding opportunities to meet these needs.

Administration and Operations (25%)

In collaboration with Mentor Coordinator, manage a network of 400 volunteer mentors and supervise the Program Coordinators of the mentor programs including but not limited to mentor handbook guidelines, training materials, communications outreach, and evaluation;

In coordination with Student Coordinator establish work and communication flow for student recruitment, mentor / student communication and evaluation;

Create infrastructure organizational systems for all aspects of Partakers

Support the ED in managing HR functions;

Oversee and monitor day-to-day operational systems and processes which align with strategic goals;

Establish, manage, and maintain Partakers administrative policies and procedures and ensure they are up-to-date and consistent with best practices;

Ensure Partakers policies, procedures, and standards are communicated effectively and adhered to by all staff and volunteers;

Oversee Partakers office management, office vendor contracts and relations space, management, and maintenance to ensure equipment, furniture, etc. are in excellent working condition;

Oversee the process of selecting / purchasing new IT equipment and systems as needed, and manage the setup of all IT equipment and systems;

Support the Executive Director and Partakers Accounting Consultant(s) in preparing annual operating and programmatic-level budgets;

Programming (25%)

Act as key contact for Mentor and Student Coordinators (i.e. Program Coordinators); create a communication flow and a reporting system to track mentors, mentor recruitment, community outreach and meetings, and student / mentor interactions;

In collaboration with Mentor Coordinators, manage a network of 400 volunteer mentors and supervise the Program Coordinators of the mentor programs including, but not limited to : mentor handbook guidelines, training materials, communications outreach, evaluation;

In coordination with Student Coordinator establish work and communication flow for student recruitment, mentor / student communication and evaluation;

Coordinate across functions within and outside the organization such as the Executive Director, Program Coordinators, Accounting Consultant(s), and the Marketing / Communication Consultant, to ensure proper infrastructure and resources needed for program success;

Support efforts to strengthen and deepen existing partnerships, including with the Department of Corrections, in addition to identifying and cultivating new partnerships to expand Partakers programs and build sustainable Mentor base;

Work alongside Program Coordinators to review and revise policies, outreach materials, contracts and communication tools as well as create communication flows;

Work with Program Coordinators to develop and implement mechanisms for program evaluation, and to enhance program quality and effectiveness; and

Collaborate with Partakers ED to initiate and carry out new strategies and approaches to achieve the organizations mission, vision, strategic priorities, and goals; these initiatives will be designed to apply Partakers unique mentor model to reduce recidivism, support in-prison education programs, and ease the transition of re-entry.

Additional Duties & Responsibilities

Identify best practices to improve internal systems;

Work with Partakers board, Executive Director and consultants to provide leadership, strategic direction to fulfill Partakers mission and values;

Complete other duties as assigned.

Qualifications :

Partakers understands that candidates rarely meet 100% of the qualifications. We strongly encourage candidates, in particular women and people from underrepresented backgrounds, to apply if they meet many of the qualifications.

Bachelors degree preferred with working knowledge of the criminal justice system highly desired;

5-7 years of development, administration / operations, and program experience preferably in nonprofits;

Depth of understanding of the criminal justice system in Massachusetts and of the impact of education and mentoring for both incarcerated students and returning citizens;

Experience with bringing a racial equity lens to understanding how systems of oppression have affected diverse communities;

Highly successful at program development, implementation, and evaluation;

High energy, positive, can-do attitude, ability to pivot, team oriented, and attention to detail required;

Strong problem solving skills required;

Working knowledge of Microsoft suite of products, Salesforce database, Google applications, constant contact, and social media platforms (e.g. Facebook, LinkedIn, Instagram, etc.);

Strong creative thinking and analytical skills, excellent verbal and written communication skills, and the ability to represent Partakers at the national, state, and community levels in a professional, engaging, and dynamic manner;

Ability to tell our stories and make the case for the power of our programming;

Comfortable with working independently and collaborating effectively both internally and externally;

Strong data management skills and ability to meet required deadlines.

Requirements :

Must be committed to Partakers mission and values, including ending systems of oppression, reducing violence, and using empowerment practices to promote social change.

How To Apply

Interested candidates can submit materials via the link at the top of this page.

All submissions receive acknowledgment and are confidential within the search committee and TSNE. Electronic submissions sent through the above link are preferred.

Candidates should include a resume or profile summary that showcases their skills and experiences, as well as a cover letter describing their interest and how their qualifications and experience match the needs and mission of Partakers. Candidates are strongly encouraged to apply early; the position will remain open and applications accepted until the right candidate is identified. Questions may be directed to TSNE Search Consultant, Dr. John D. Lloyd, jlloyd@agileconsulting-llc.com

The Director of Administration and Operations is a full-time (40-hour work week), non-exempt position based in Auburndale, MA, with hybrid work environment (70% virtual / 30% office) Monday-Friday 9 : 00 am-5 : 00 pm. The candidate may be required to work at other times according to organizational needs to conduct and / or attend trainings, meetings, outreach events, fundraising events, etc. as this may include evening and occasional weekend hours.

The compensation for this position is $75,000 annually. Partakers offers a benefits reimbursement package and 10 days of paid time off, in addition to all state and federally recognized holidays. A 401K retirement plan is available with a matching contribution up to 3%.

Partakers is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Salary : $75,000

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