Director of Programs and Operations


Job Type

Full Time

Published:

05/10/2018

Address

8 East 109th Street
New York
New York
10029
United States

Description

Summary of Responsibilities

The Director of Programs and Operations is an integral part of NYCP leadership. Reporting to the Executive Director (ED), and as a key member of the Senior Management Team, the DPO is responsible for the programmatic and operational success of New York Common Pantry (NYCP) ensuring program design and delivery, seamless team management, quality control, and evaluation. The DPO will oversee NYCP programs and operations, and work with program directors to continuously strengthen our work on behalf of impoverished New Yorkers. When appropriate, the Director of Programs and Operations will act as the external face of NYCP with government, the media, and the nonprofit community.


Responsibilities:

  • Cultivate relationships with program staff by providing support, direction, and feedback.
  • Develop and implement strategies that will maximize the synergies among program areas.
  • Model Diplomatic/ Fair/ Ethical behavior that is consistent with organizational culture.
  • Instill a sense of accountability among team members through oversight of individual and organization’s performance standards.
  • Ensure program staff and projects are working within strategic plan and the mission of the organization.
  • Oversee all programmatic recruiting endeavors in collaboration with program directors to ensure high quality human capacity and effective onboarding.
  • Build the capacity of directors by creating and implementing streamlined processes.
  • Work with staff to develop objective performance measurements across all projects, to ensure consistent, high-quality evaluation and goal setting for all staff and projects.
  • Develop new initiatives to support the strategic direction of the organization.
  • Ensure that program activities operate within the policies and procedures of the organization and in compliance with donor requirements.
  • Identify and evaluate the risks associated with program activities and take appropriate action to manage risk.
  • Support the ED and the Development Team and take leadership as appropriate in the identification of new opportunities, development of funding proposals, and subsequent reporting of program performance to ensure the continuous delivery of services.
  • Work with the Program Directors (PDs) to ensure that the programs operate within the approved budgets and grant agreements as well as monitoring and approving budgeted program expenditures.
  • Recruit, hire, and terminate managers and other applicable staff in consultation with Executive Director and Senior Director of Finance, who oversees HR.
  • Review and maintain time and leave requests for the Program Directors, Office Manager and facilities personnel.
  • Oversight of programs and facilities regarding compliance with agency values and standards, policies and procedures as well as with government contracts, laws and regulations.
  • Promote coordination and consistency in agency service delivery, facility operation (including preventative maintenance), purchasing supplies, and leasing equipment.
  • Review, approve and monitor all plans of corrections prepared in response to audits from funders or other regulatory agencies.
  • Facilitate meetings and informal discussions about ways to improve and/or expand services and service delivery and as needed, prepare written materials in connection with these discussions.
  • In conjunction with program staff, the Executive Director and Senior Director of Development and Communications, review program proposals and reports to ensure accuracy, and where indicated, assist with writing specific aspects of grant proposals. Work with Senior Director oF Finance on related budgets and spending reports.
  • Attend selected outside meetings and workshops to keep abreast of relevant current and future trends in the area of social services that would be appropriate for the agency and recommend if such funding opportunities should be explored based upon the needs and priorities of the agency.
  • Staff Board’s Program Committee and, as appropriate, prepare materials for and participate in other Board of Directors meetings.
  • Represent NYCP and supervise Program Directors in agreed upon committees, coalitions, research groups, consortiums, etc. or assign appropriate staff to attend community and professional meetings related to specific program areas.
  • Ensure Food Operations Director and relevant Operations supervisees are actively engaged in providing applicable and constructive work activities related to programming and that the volunteers are engaged for the duration of their time at NYCP.
  • Work closely with the Senior Finance Director to develop budgets for programs, operations and facilities, coordinating with Development and Communications staff as applicable, and co-presenting to Executive Director for final approval.
  • As related to Public Funding sources, review and work with Senior Finance Director on approval of any budget modifications, according to applicable funder and organizational guidelines and funding needs, and present to the Executive Director for final approval.
  • Review of monthly and quarterly reports of program goals, outcomes, including, but not limited to resources acquired, participants seen, meals served, workshops/sessions operated, services other than food tally, and project dignity concrete services reports.
  • Regularly review, assess and analyze of Pantry Participant and utilization reports, including analysis of impact by category of user. Preparation of ROI, cost per meal and other data out of annual financial statements.
  • Work closely with Program Directors, Senior Finance Director and Senior Director of Development and Communications to develop budgets for new or expanded programs and facilities, and present to Executive Director for final approval.
  • Oversee Office Manager and contracts for leases, contractors, and purchases. Negotiate contracts with service providers and other key vendors. Review and approve bids and purchase orders for approval by Executive Director.
  • Conduct all procurement for programs, operations and building, including oversight of Food Operations Manager’s weekly ordering of food and supplies necessary for quality service provision across all programs.
  • Ensure proper allocation of all purchased items to respective budget lines.
  • Work with Executive Director to establish budgets for program and operations lines. Track expenses and work within budget lines to assure adherence to budgeted amounts
  • Supervise the Officer Manager to ensure all technology for board meetings is in place and in working order.
  • Coordinate agency data collection and analysis. Act as technical support for program staff as appropriate; develop, schedule trainings; maintain direct contact with Database Company to assess need for customized reports and update as necessary.
  • Act as liaison between the agency and technology consultants, including alerting them of software and hardware usability issues and following up to get those and any other outstanding issues resolved.
  • Assess the proficiency of all administrative staff members in software and databases currently in use, and coordinate appropriate trainings.
  • All other duties as assigned from Executive Director.


Qualifications:

  • Master’s degree in social work, public administration, or related field and with significant program skills and knowledge.
  • Minimum of 10 years of experience in administrative or supervisory positions in human services agency, with at least 5 years in administration or supervisory position with oversight of an agency facility and at least 3 years’ experience in social service non-profit.
  • Strategic planning skills related to developing programs, agency protocols and processes that are effective and sustainable, anticipating and preparing for future outcomes.
  • Strong leadership skills with the ability to develop and inspire agency staff by engaging in coaching, continuing education, leadership principles and giving constructive feedback.
  • Strong oral and written communication skills.
  • Experience and skills in budget development and oversight.
  • Knowledge of computers and of data systems.

Level of Language Proficiency

  • Medical, Dental, and Vision benefits.
  • 403 B Retirement benefit.
  • Paid Holidays, Sick Days, and Vacation.
  • Pre-tax Transit benefits.
  • No-cost Life Insurance benefits.

Professional Level

None specified

Minimum Education Required

Master's degree

How To Apply

jgarcia@nycommonpantry.org

Please send cover letter and resume.


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