Director of Organizational Operations

Job Summary

The Director of Organizational Operations is a member of the agency's senior leadership team and provides administrative and operational leadership in the areas of grants management, compliance, data systems, risk prevention, contract administration, affordable housing and property oversight, pantry operations, and program evaluation. Through effective oversight of organizational systems, reporting requirements, financial and operational controls, and quality improvement efforts, the position supports informed decision-making, accountability to funders and stakeholders, responsible stewardship of agency resources, and the agency's mission of serving individuals and families in need.

Job Responsibilities

• Manage grant agreements and ensure compliance with federal, state, local, and private funder requirements. Monitor budgets, submit reports, coordinate contract modifications, and maintain audit-ready records.

• Assist with grant applications by preparing narratives, gathering supporting documentation, compiling information, and developing project budgets.

• Develop and maintain systems for collecting, analyzing, and evaluating client and program data to measure outcomes, identify trends, support quality improvement, and meet reporting requirements.

• Oversee the agency's internal database (Bell Data Systems) and external Homeless Management Information System (HMIS), ensuring data accuracy, integrity, compliance, and timely reporting.

• Support program development, evaluation, and organizational quality improvement through the analysis and communication of program, compliance, and performance data.

• Lead organizational risk prevention efforts, monitor risk activities, prepare reports, and chair the Risk Prevention and Management (RPM) Committee.

• Oversee agency contracts, leases, licenses, and agreements, including administration, tracking, renewals, and compliance with applicable requirements and deadlines.

• Monitor contractual, funder, regulatory, and other compliance requirements and communicate significant concerns to the Executive Director.

• Review maintenance, repair, and capital improvement requests for the affordable housing portfolio, ensuring appropriate documentation, budget alignment, and fiscal compliance. Make recommendations to the Executive Director for approval.

• Assist the Executive Director with contractor bids, repair scopes, and vendor services by evaluating proposals, comparing costs, monitoring performance, and identifying concerns related to quality, timeliness, and contractual requirements.

• Approve program vouchers and review financial documentation for accuracy, completeness, authorization, budget alignment, and compliance. Resolve or escalate discrepancies as needed.

• Serve as an authorized check signer in accordance with agency financial policies and internal controls.

• Oversee donated-item distribution operations, including food, household, and seasonal items, ensuring appropriate handling, inventory management, and availability of resources to meet client needs.

• Monitor food pantry inventory, purchasing, and expenditures to maintain appropriate stock levels, cost effectiveness, accurate records, and budget compliance.

• Review and approve food pantry purchase invoices and resolve or escalate discrepancies.

• Supervise the Program Data and Compliance Coordinator, including assigning and reviewing work, providing guidance and feedback, evaluating performance, and addressing employee concerns.

• Oversee administrative and compliance functions related to affordable housing rental units, including grant tracking, data entry, and required documentation, in coordination with the Director of Program Services.

• Supervise volunteers assisting with data entry, audits, surveys, and other administrative activities.

• Serve as a member of the senior leadership team, contributing to organizational planning, problem-solving, policy implementation, quality improvement, and operational decision-making.

• Collaborate with leadership and staff across departments to strengthen organizational systems, compliance, accountability, and operational effectiveness.

Job Requirements

• Communicate effectively, both verbally and in writing, with people of various socioeconomic and cultural backgrounds.
• Demonstrate the ability to supervise employees and volunteers, including instructing, assigning and reviewing work, maintaining performance standards, coordinating activities, evaluating performance, providing feedback, and addressing employee issues.
• Demonstrate strong organizational, problem-solving, analytical, and decision-making skills.
• Ability to interpret and apply grant requirements, contracts, policies, procedures, and other compliance-related requirements.
• Ability to analyze financial, operational, and program data and identify trends, discrepancies, risks, and areas requiring follow-up.
• Ability to manage multiple areas of responsibility, prioritize competing demands, and meet internal and external deadlines.
• Proficiency in Microsoft Office, including Microsoft Excel, with the ability to manipulate data, use formulas, and create reports.
• Strong mathematical and analytical skills.
• Strong attention to detail and ability to maintain accurate and complete documentation.
• Work effectively and collaboratively with staff members, volunteers, clients, vendors, contractors, funders, stakeholders, and the public.
• Work in and promote a team environment.
• Ability to pass a pre-employment or for-cause drug test.
• Ability to pass a background check.

General Work-Related Experience

• Three to five years of related professional experience required.
• One to three years of supervisory or leadership experience required.
• Experience with grants, compliance, data management, contracts, nonprofit operations, program evaluation, affordable housing, or related functions preferred.

Education

• Bachelor's degree in a job-related field or four years of additional relevant experience beyond the experience requirements stated above.
• Master's degree in a related field preferred.