Director Of Operations

Position Description:

The Director of Operations within the organization is part of the DAWN management team. This role is responsible for ensuring the smooth operations of the organization. The Director of Operations works with the management team to develop long-term operational strategies to meet company objectives including leading negotiations, budgeting, purchasing, contract compliance and monitoring, managing building related matters, research to develop and expand programming aligned with the organization’s mission and putting efficient workflows in place to maximize the organization’s productivity and performance.

Essential Duties:

Business Development:

In conjunction with DAWN’s management team:

· Facilitate development/maintenance of organizational “Strategic Plan”

· Lead/Participate in strategic organizational projects as required.

· Facilitate development/maintenance of the organizational data/reporting structures

· Facilitate development/maintenance of processes/procedures to optimize business endeavors

· Perform general research and diligence as required to facilitate business operations

· As a management team member support DAWN’s strategic plan by providing inputs and participating in business endeavors dealing with:

o Information Technology

o Fiscal Responsibility

o Organizational Sustainability

o Program Delivery

o Marketing

o Social Impact

Planning and New Business:

· Actively works with the DAWN’s Executive Staff to conceive, define and implement the Agency’s vision and mission;

· Facilitates implementation of the Agency’s strategic business planning process for program expansion into new markets as well as exploration of new business opportunities that are aligned with the organization’s vision and mission:

· Develop, implement, and monitor day-to-day operational systems and processes to provide visibility into the goals, progress, and obstacles of key initiatives;

· Plan, monitor, and analyze key metrics for day-to-day operations to ensure efficient and timely completion of tasks;

· Adhere to the company’s policies and standards, and ensure that laws and regulations are being followed;

· Work closely with Human Resources to lead the team with integrity and to establish and maintain a trusting, inclusive, and productive environment;

· Supports the CEO to deepen and refine all aspects of communications-from web presence to external relations with the goal of creating a stronger brand and market penetration;

· Supports the CEO in building partnerships in new markets, establishing relationships with funders as well as political and community leaders as applicable;

· Supports the CEO regarding issuance of public service announcements, press releases and contacts with media; supervises development and dissemination of organizational literature, slide/video presentations and other electronic media tools; approves development of programmatic materials for use in marketing services offered by the organization;

· Responsible for the implementation and effectiveness of the organization’s outreach activities.

Contract Administration:

In conjunction with the Contract Administrator:

· Ensure compliance with all contractual obligations;

· Collaborate with DAWN’s Executive Staff and program supervisors to gather data for completion of reports;

· Preparation and Submission of monthly, quarterly and annual contract/monitoring reports;

· Prepare as needed financial billing inputs/throughputs and outputs relative to fee for service programming including monthly Medicaid Billing for 500 clients;

· Manage Salary/Fringe Expense Costs respective to Contract/Program Utilization/Allocation

· Create information structures as needed in various system platforms and develop applicable measurement tools to capture program data in accordance with contractual obligations;

· Identify operational gaps and remedies to ensure compliance with program requirements;

· Implement plans for quality improvement;

· Collaborate with fiscal department to ensure accuracy and consistency among programmatic and fiscal reports.

Financial Management:

In conjunction with the Director of Finance

· Participate in the development and monitoring of budgets, operating expenses and revenue margins;

· Assist with the management of organizational cash flow;

· Participate in the preparation of budgets for initial/renewed grant applications;

· Assist with the oversight of all program and grants accounting and ensure that expenditures are consistently aligned with grant and program budgets throughout the grant period;

· Participate in the month-end and year-end closing processes;

· Participate in preparation of various contractual requirements including agency audits and indirect cost proposals;

· Serve as a backup for the management of all accounting operations including program billing, accounts receivable, accounts payable, general ledger entries, balance sheet account reconciliations, and revenue recognition;

· Effectively communicate and present critical financial matters to the Executive Director.

Payroll:

· Responsible for completion of bi-weekly payroll.

· Responsible for the allocation of payroll expenses in the general ledger to the appropriate programs.

Non-Essential Duties:

· Performance of other non-essential assigned duties and tasks.

Required Knowledge/Skills/Attributes

• Knowledge of and support for the Independent Living Philosophy

• Ability to communicate DAWN’s Mission and Programming with people with disabilities, their families, other organizations, agencies, volunteers, and consumers

• Knowledge of programs and services, benefits and entitlements and supports available to persons with disabilities, as needed

• Have strong and effective spoken and written communication skills.

• Strong team player willing to take direction, initiate business activities and work with management staff peers;

• Self-starter able to work with minimal supervision/direction;

• Professional demeanor and presentation;

• Ability to travel (day) to satisfy business needs;

• Creative thinker using sound judgment in workload coordination and in technical matters;

• Ability to organize work effectively and establish priorities;

• Ability to meet or exceed deadlines;

• Ability to make decisions and implement activities impacting the organization’s well-being;

• Expertise in contract administration/negotiation;

• Expertise in writing reports, proposals and analysis

• Expertise with Fiscal concepts and ability to understand budgets and P/L statements;

• Expertise in data management concepts, database development/administration/utilization;

• Expertise in manual information integration from multiple systems and ETL processing;

• Expertise in MS Excel and MS Access (High Proficiency)

• Expertise with computing/networking information technology/VoIP systems; inventory management

• Experience using Windows editions 8-10 including expertise in utilizing: Outlook; Skype; Microsoft Word/, PowerPoint, Publisher; as well as Office 365 and Sharepoint.

Desired Knowledge/Skills/Attributes

• Experience using Medicaid Billing Systems such as NJMMIS or Transact EDI;

• Experience using NJ SAGE System (or other state platforms) for Administering Grants Electronically;

• Experience using VoIP administration/configuration tools such as Ring Central, Vonage, GoTo et. al.

• Experience using Payroll Systems such as ADP, Paychex et. al.

• Experience using QuickBooks Online

Education and Experience

· Bachelor's degree or higher from an accredited institution, in business administration or related field;

· Specialized training in Contract Administration or Procurement with at least two years of experience in this field;

· Specialized training/experience in general business development in a managerial/supervisory capacity;

· Preferred previous experience in the social services delivery sector;

· Preferred previous experience in grant and or proposal development;

Working conditions

• Standard Work Week is 9:00 AM – 5:00 PM with a half hour lunch break (37.5 hours)

• This position may entail the participation in DAWN public outreach events as necessary;

• This position at certain monthly, quarterly and annual intervals is output intensive relative to program reporting requirements;

• This position receives no paid overtime but under certain conditions “compensation time” may be considered by the CEO;

• This position requires day travel from time to time: mileage expense to be reimbursed;

• This position has no required physical elements needing special designation.

Job Type: Full-time

Pay: $87,500.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Vision insurance

Schedule:

• Monday to Friday, in person, not remote