Job Information
Educational Alliance, Inc. Director - Operations in New York, New York
Division - Department: 14th Street Y
Classification: Non-Union – Full Time
Salary: $85,000-$95,000
Schedule: Sunday-Thursday or Monday-Friday: 9am-5pm
JOB PURPOSE
Reporting to the Deputy Executive Director, the Director of Operations is responsible for ensuring the seamless execution of the administration and operations of the 14th Street Y and Sirovich Center, serving to make all program support run cohesively. This includes project management of safety and security procedures, compliance, serving as a Manager on Duty, managing relationships with Educational Alliance support services departments, administrative software, and technology systems.
SCOPE OF INFLUENCE
As part of the Facilities and Operations Department, collaborates with all 14th Street Y & Sirovich departments (Early Childhood, Camps, Youth Programs, Fitness, Aquatics, Adult Programs, Older Adult Services, Theater, and Jewish Life).
Partners with Building Engineer and Managing Building Superintendent to provide smooth support services for all programs
Interfaces with the Executive team of the 14th Street Y and Educational Alliance
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Operations Department - 40%
Project manage cohesive work with operations and admin positions in each program and department to create systems that function building wide, leading monthly meetings with all operational positions at 14Y and Sirovich to check in and update procedures
Build and Maintain relationships and serve as a liaison with Vendor Management, Finance, IT, Operations, Human Resources, Grants & Development departments at EA to stay up to date on system updates, and continue to improve the way 14Y works and communicates with each department
Oversee internal systems such as Nexonia, Intacct, DaxKo, CampSite, etc., ensuring all staff is appropriately trained and using the systems correctly, working closely with EA Finance department to keep data correct and easy to report on
Oversee maintaining the building calendar and the high-level programmatic calendar for 14Y and Sirovich, working with the Rentals Manager to ensure rental set ups are communicated efficiently to the Facilities team
Lead building storage organization project and implement building-wide inventory system for programs and departments to share resources and supplies and save money agency-wide
Oversee the creation and updating records of the IT equipment on hand and sign in and out when needed
Overseeing the ordering of building and cleaning supplies as needed, in consultation with the Building Engineer and Managing Building Superintendent; Train Facilities and Operations team on Nexonia and Emburse protocols and develop system for who will do which part of ordering.
Submit invoices and ensure tracking and accurate invoices in partnership with Building Engineer
Manage relationships with Security Firm and Cleaning company, ensuring smooth communication
Safety, Security and Compliance- 35%
Continue to improve the vision and systems of excellence in Safety and Security at the 14th Street Y and Sirovich Center, helping to inspire a culture of vigilance, and outline and implement high-level goals for constantly evaluating and improving safety policies and practices
On-site supervision of Security personnel
Lead the emergency response team for both sites, lead safety trainings, and serve as a consultant for all staff and programs on safety and security
Obtain fire safety certifications, such as S95, F03, F07, F01, and assist with implementation of certification policies and tracking all staff who have certifications.
Manage all projects relating to compliance for both building and programmatic areas at both sites, ensuring the compliance of each program and building
Consult with the Educational Alliance compliance department to stay up-to-date on compliance requirements
Oversee the updating and implementation of the Emergency Planning Manual for both sites
Fiscal Responsibilities- 20%
Responsible for the creation and tracking of the Operations and Facility budget and the General Operating budget, in partnership with the Deputy Executive Director
Assist Deputy Executive Director on budget tasks like analyzing monthly financial statements, investigating open questions, and problem solving as needed across the entire budget
In partnership with the Deputy Executive Director, project manage the 14Y capital budget and all capital spending projects
Understands and completes procurement paperwork, ensuring compliance with all procurement rules by all departments
In collaboration with the 14Y Executive team and the EA Development team, oversee and execute Facilities / Security grants, making sure we are compliant with grant rules and regulations to maximize grant dollars.
Complete other projects as assigned
Other- 5%
Attend staff meetings and trainings as required
Perform special projects and other duties as assigned
JOB REQUIREMENTS
Required Knowledge
5-8 years plus progressive professional experience with a minimum of 2 years of supervisory experience.
Master’s degree in Non-Profit Business Administration, or relevant field a plus.
Experience building, managing and growing a large budget portfolio.
Experience and knowledge in facility and event safety, and willingness to get necessary certifications.
A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members.
Team player and a passion to build and maintain relationships with internal and external customers.
Proactive, hands-on approach, as well as a professional work ethic.
Self-motivated, highly efficient, strong attention to details
Quick, creative, entrepreneurial, and flexible, with the ability to adapt to changing circumstances and opportunities.
Must be proficient in Microsoft Office.
Outstanding problem solver - Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Ability to work independently and on one’s own initiative.
Works well under pressure and is able to make important and difficult decisions in stressful situations.
Cultural sensitivity
Role Key Competencies
Building Relationships
Financial Management
Planning and Organizing
Innovation
Mentorship
Limitations and Disclaimer
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position
EEO Info
Educational Alliance is committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender identity and expression, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Educational Alliance takes affirmative action in support of its policy to employ and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.
Educational Alliance is an Equal Opportunity Employer.
For further information about Educational Alliance, please visit https://edalliance.org.