Operations and Systems Manager

Kids In Crisis is Connecticut's ONLY free, round-the-clock agency providing emergency shelter, crisis counseling and community educational programs for children of all ages and families dealing with a wide range of crises, including domestic violence, mental health and family problems, substance abuse, economic difficulties and more

Position Title: Operations and Systems Manager

Reports to: Managing Director of Operations, Finance, and Development

Location: Greenwich, CT

Status: Full-Time, Exempt

Overview

The Operations and Systems Manager is responsible for the comprehensive oversight of Kids In Crisis's operational infrastructure, facilities, and systems. This role ensures that the organization runs efficiently, safely, and in alignment with its mission to build healthy communities through prevention, counseling, and crisis intervention. The ideal candidate is proactive, organized, and solutions-driven, with the ability to manage both day-to-day operations and long-term systems improvements.

Key Responsibilities Operational Systems and Process Improvement

• Oversee and strengthen operational systems, processes, and policies that support the organization's mission and strategic goals.
• Review and analyze workflows across departments to identify inefficiencies and areas for improvement.
• Develop and implement standardized procedures for consistent communication, documentation, and reporting.
• Partner with leadership and staff to align operational goals with organizational priorities.
• Coordinate and support cross-departmental initiatives to improve efficiency, collaboration, and data-driven decision-making.

Support Services Coordination

• Manage and increase the effectiveness of key external support services including HR, IT, and Finance.
• Serve as a liaison between staff and vendors to promote strong communication and effective problem resolution.
• Evaluate, negotiate, and renew service contracts, including IT, HR benefits, facilities, and insurance providers.
• Monitor vendor performance, ensuring timely delivery, and cost efficiency.

Human Resources Support & Administration

• Serve as the internal point of coordination for day-to-day HR operations in partnership with external HR providers and senior leadership.
• Support employee onboarding and offboarding, benefits coordination, and the maintenance of accurate, confidential employee records.
• Coordinate required background checks, fingerprinting, licensing documentation, and compliance tracking for staff and volunteers.
• Support the implementation and communication of HR policies and procedures, escalating complex employee relations matters as appropriate.

Facilities and Safety Oversight

• Oversee all property operations, maintenance, and upkeep of Kids In Crisis buildings and grounds.
• Supervise external vendors for maintenance, custodial, and landscaping services.
• Develop and manage preventive maintenance schedules and deferred maintenance plans.
• Ensure full compliance with state and local safety codes, OSHA standards, and licensing requirements.
• Manage HVAC, plumbing, electrical, fire and life safety systems, environmental, and emergency preparedness.
• Provide cost analysis and budget planning for capital improvements.
• Create and maintain a safe, secure, and welcoming environment for staff, youth, and visitors.

Information Technology Oversight

• Serve as primary liaison with IT service providers to manage systems, network infrastructure, security, and hardware.
• Implement new technology initiatives, upgrades, and software systems to enhance organizational efficiency.
• Oversee the tracking and maintenance of technology assets and ensure staff have reliable access to the tools they need.
• Provide on-site troubleshooting support and coordinate with external resources as needed.
• Ensure data security, privacy, and compliance with relevant regulations.

Fleet Management

• Oversee the Kids In Crisis vehicle fleet, including maintenance, registration, insurance, and inspections.
• Maintain vehicle usage logs, scheduling, and repair records.
• Coordinate repairs and replacements as needed to ensure safety and reliability.

Budgeting and Administration

• Develop and manage the facilities and operations budgets, including forecasting for capital projects and long-term investments.
• Track and document all maintenance, IT, and operational expenditures.
• Collaborate with Finance and leadership teams to align resource allocation with organizational priorities.

Organizational Culture and Employee Support

• Foster a culture of responsive employee service, collaboration, and accountability.
• Lead operational orientations and training related to safety, technology, and procedures.
• Support staff and leadership through efficient problem-solving and timely resource management.
• Participate in organizational planning and contribute to long-term operational strategy.

Qualifications

• Bachelor's degree or equivalent experience in operations, facilities management, or a related field.
• 5-7 years of progressive experience in operations, systems, or facilities management.
• Strong understanding of building systems (HVAC, electrical, plumbing, safety).
• Experience managing vendors, contracts, and technology systems.
• Working knowledge of IT infrastructure, software systems, and data security best practices.
• Excellent organizational, analytical, and communication skills.
• Proven ability to manage multiple projects and respond to operational emergencies.
• Commitment to the mission and values of Kids In Crisis.

Work Environment

This position is based on-site at the Kids In Crisis campus in Greenwich, CT, and may occasionally require evening or weekend availability in response to facility or technology needs.

Medical, Dental, Vision Company Paid Life and Disability, 403b, as well as full Vacation/Sick/Personal/Holiday package