Operations Director

SUMMARY

Southeast Community Development Corporation is a 50-year-old community-based organization

dedicated to growing and supporting a thriving, socioeconomically, and racially diverse Southeast Baltimore where residents share in the success and improvement of their communities.

The Director of Operations will develop and/or implement systems to meet administrative, property management, and finance goals. This role will manage a wide range of duties associated with internal communications, technology support, finance, contract management, and administration. This will require strong skills in planning and organizing, communication, personal and professional judgment, and a high level of adaptability and flexibility. This position is part of the Management Team and the person in the role is expected to maintain a high level of customer service, detail orientation, exercise independent judgment in the resolution of administrative problems, problem solve operating issues, and implement changes for continuous improvement.

JOB DUTIES

Administrative

• Work as part of our management team and accountants to develop and manage the administrative tasks necessary for smooth operation of grants and projects.
• Develop written procedures for internal operations and train staff in operations procedures and systems.
• Participate in the development, communication, and implementation of organization policies.
• Maintain the organization’s central calendar.
• Maintain calendar of enrollment deadlines, subscription renewals, seasonal requirements, etc. and ensure organization meets relevant deadlines.
• Oversee insurance renewal process and policy changes.
• Manage procurement for office, supplies, program supplies, and building expenses.
• Monitor and process organizational mail and general email.
• Manage logistics for monthly staff meetings, staff events, and Board meetings, as needed.
• Other duties as assigned.

Fundraising

• Support fundraising efforts, including tracking grant applications and reporting, creating templates, updating budgets, and managing grant agreement execution.
• Manage fundraising communications calendar.
• Track compliance requirements by grant/funder, including insurance thresholds, record retention, and usage.

Tech

• Troubleshoot phone, connectivity, and computer problems with IT service, fire, and security.
• Manage periodic on-site sessions with tech support consultants.
• Maintain equipment inventory, tech assignment log, and tech disposal.

Property Management

• Oversee Southeast CDC’s owned and leased properties, including office spaces, greenspace, rental apartments (17 units), and restaurant.
• Oversee janitorial contractual services at multiple buildings.
• Identify and manage building maintenance issues.
• Manage procurement for building and grounds maintenance, which may include obtaining price quotes and bids, negotiating, and administering contracts and coordinating with contractors to perform emergency and regular building maintenance.
• Interface with building tenants regarding maintenance concerns.

Finance

• Maintain records and contracts and track compliance deadlines (e.g. taxes, unemployment, government filings).
• Track tax and annual report filing deadlines; coordinate with auditors to submit on time.
• File and log invoices, receipts, credit card statements, bank statements, bank deposits, etc.
• Assist with payment processing, including enrolling vendors in electronic payments, collecting required compliance documents, and transferring physical checks to vendors and clients.
• Assist with annual audit for organization and subsidiaries.
• With accountants, conduct monthly credit card reconciliation and bank account reconciliation.
• With the Management Team, develop organizational annual operating budget.
• With accountants, prepare organizational budget documents for Southeast CDC’s board Finance Committee review.
• Interface with banks; establish and close accounts as needed, monitor for fraud, respond to inquiries related to lines of credit.
• Assist with organizational cash flow projections and tracking, thinking creatively about how to minimize risk, manage investments, and integrate financial management tools.
• Enroll organization in ACH with funders as needed.
• Oversee payments to fiscally sponsored groups (currently four groups).
• Ensure adherence to organization's fiscal policy.

Data Management

• Maintain organizational dashboards; train and support staff to track the data relevant to their work.
• Update and maintain organizational workplan.

Human Resources

• Coordinate annual benefits enrollment process for staff and provide benefits support throughout the year.
• Assist with hiring and onboarding new staff and existing outgoing staff.
• Keep employee database up to date, ensuring staff have completed required trainings and forms.

Board

• Develop and distribute board meeting agendas and track quorum and attendance for six annual meetings.
• Send and track board votes by email, when necessary.
• Track board member financial contributions.
• Solicit and track ethics disclosure forms, photos, etc.

DESIRED QUALIFICATIONS

• Five to ten years of experience managing operations and finance duties in a non-profit setting.
• Ability to self-manage a multi-step project and excellent attention to detail.
• Highly detail-oriented, careful, and precise.
• Ability to give, receive, and incorporate feedback.
• Ability to establish and maintain friendly working relationships with people from a variety of backgrounds.
• Ability to work some evening hours.
• Experience with Microsoft Office programs and Google Suite.
• Knowledge of Airtable and Bill.com (or similar platforms) and/or a willingness to learn; an ability and desire to work with data-driven systems.

COVID CONSIDERATIONS

• Southeast CDC has a COVID policy that regulates quarantine/testing in the case of exposure, symptoms, or a positive test.
• All Southeast CDC employees and new hires are required to be vaccinated against COVID-19 as a condition of employment. All vaccinated employees are required to show proof of vaccination to include the date(s) and type of vaccine. No explanations or other personal health information will be requested or reviewed. New hires must be vaccinated against COVID-19, and its variants, prior to the first day of employment with Southeast CDC. If a candidate is unable or unwilling to become vaccinated, the offer of employment may be rescinded.

EMPLOYMENT LOCATION

Southeast CDC is operating on a hybrid model with some staff working a combination of on-site and remotely during the week. This position is expected to work on-site five days a week to provide logistical support for staff and property management. Some work tasks may be completed remotely, upon supervisor approval.

EQUIPMENT REQUIRED

• Southeast CDC will supply a laptop for employees’ use; employee will be expected to have access to high-speed internet at home if they are working remotely.
• The Director is expected to use their own cell phone; Southeast CDC will reimburse cell phone usage at $25/month.

TO APPLY

Please send a resume and cover letter to Armand Goytia (armand@southeastcdc.org) with “Operations Director” in the subject line. Applications will be accepted on an ongoing basis until the position is filled, with a projected start date of March 15 or before.

Southeast CDC has a comprehensive benefits package for full-time staff which includes medical, vision, dental, 401k administration, and short-term disability as well as a generous PTO policy.

Bilingual preferred - Spanish and English