Operations Manager, Housing (42706)

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Operations and Special Projects Manager is responsible for providing overall administrative and office support and planning and overseeing short and long-term projects for RiseBoros Housing Division programs including; Supportive Services, Real Estate Development, Construction and Sustainability and Property Management, and any other program under the Housing Division that continue to develop as we expand. Job duties will be:

Executive Administrative Support of Housing Division Leadership

• Maintain appointment calendar for the Vice President, including scheduling and invites to meetings as requested;

• Sort, respond and forward as appropriate VPs mail;

• Receive and initiate phone calls in support of the Housing Leadership Team; direct incoming calls as necessary;

• Draft letters, emails, and other communications as needed;

• Prepare large mailings such as holiday cards, fundraising events, etc. for division.

• Ensure completion of timekeeping for Housing staff as needed, on behalf of the Housing Leadership team.

• Further development and implementation of systems and procedures

• Oversee logistics, material preparation and file management

Inter-Organization Communication and Support

• Serve as Housing liaison for inter-organizational initiatives, including Brand Champions, IT Working Group;

• Coordinate with RB IT to advance and implement projects within the division as appropriate to maximize efficiency;

• Coordinate with the Racial Equity Manager to implement projects for Housing. Facilitate Housings Racial Equity Working Group and coordinate diversity, equity, and inclusion initiatives;

• Manage the SYEP internship process for Housing sites;

• Supervise all admin SYEP participants and other volunteers or interns (excluding MSW interns);

• Ensure Housing offices maintain up-to-date safety protocols. Lead the Safety Committee and manage safety-related short- and long-term projects;

• Work with the RiseBoro Development and Marketing Team to utilize various platforms to create, develop and implement innovative promotional strategies to showcase Housing programs and services;

• Create content for the Housing SharePoint site, Facebook, Twitter and Instagram accounts including conducting and documenting client and program successes;

• Complete additional operational tasks as assigned by the Directors and the Vice President.

Special Projects

• Work with senior staff to develop, implement and track methods of assessing the performance of each program with the use of measurable KPIs

• Work closely with Housing Directors to develop, implement and maintain reporting tools such as spreadsheets, graphs and dashboards;

• Coordinate and assist in the RFP process and grant management activities for all potential Housing funding, working alongside Community Affairs to execute proposals and grant requests.

Human Resources

• Assist with recruitment and hiring of all Housing Divisions staff in compliance with the organizations contractual and other regulatory agencies policies and procedures, including but not limited to:

• Submission of job requisition

• Coordination of interview arrangements

• Coordination of employment offers as approved by division VP or designee

• Act as point person for communications between HR and divisional staff;

• Participate in job fairs;

• Periodically auditing of employee database to ensure accuracy; report all data discrepancies to HR department;

• Work closely with unit directors, managers and supervisors for proper completion of performance evaluations;

• Schedule trainings for division, as necessary;

• Work with HR to coordinate staff meetings, open enrollment and information sessions for employee benefits;

• Assist with coordination of leaves as well as the benefit claim process including paid family leave, short-term disability and workers compensation;

• Maintain confidentiality at all times.

Staff Development

• Lead onboarding initiatives and train all Housing new hires; introduce new hires and new promotions to Housing staff;

• Work with Housing Directors in curating online and in-person onboarding for their unique programs;

• Coordinate with representatives from other Divisions to bridge gaps in onboarding and training, ensuring staff are oriented to programming across the agency;

• Coordinate with IT to ensure appropriate set-up of all new staff on-site and remotely;

• Lead efforts that engage staff through team building, wellness, affinity groups, and workshops, etc.;

• Assist with the planning and implementation of staff trainings, development activities, fundraising activities, and division-wide events; encourage engagement digitally and in-person when appropriate;

• Coordinate with Admin and the IT Department on providing technology to staff, ensuring staff are properly trained with up-to-date Housing systems and any new IT initiatives are successfully implemented across programs (i.e. new phone systems).

COMPETENCIES

• A minimum of three to five years of experience performing administrative or direct service work; in a non-profit setting strongly preferred

• Excellent verbal and written communication skills

• Highly proficient in Microsoft Office programs and Google Docs required; Photoshop and video editing platforms a plus

• Experience coordinating projects and/or program initiatives

• Entrepreneurial spirit, ability to problem solve and build relationships

• Positive attitude and a focus on potential solutions rather than existing problems alone

• Ability to problem-solve and work independently

• Big-picture thinking and a visionary

• Ability to multi-task and manage various project elements simultaneously

• Ability to work independently as well as collaboratively with a team, as required and necessary

• Have a demonstrated commitment to supporting communities who have experienced systemic oppression and bias (e.g. people of color, LGBTQ+ people, immigrants, justice involved persons, etc.)

EDUCATION EXPERIENCE

Bachelors Degree required or equivalent experience.

EEO/Affirmative Action Policy Statement

It is the policy of RiseBoro to provide equal employment opportunity to all employees and applicants for employment. No individual will be discriminated against on the basis of race, color, age, creed, religion, national origin, citizenship status, political or union affiliation, marital or partnership status, sex, sexual orientation or affectional preference, gender identity, familial status, genetic information or predisposition or characteristic, disability, status as a victim of domestic violence, status as a veteran or member of the U.S. military and related obligations, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, job placement, compensation, benefits, training and apprenticeship, employee development, promotion, demotion, discipline, transfer, lay-off and recall, and termination. RiseBoro makes reasonable accommodations based on religion and/or disability as required by law, and requests for accommodation are to be directed to the Human Resources Department.