Operations Support Manager

The Operations Support Manager is an integral member of the SCES team and often the first point of contact for internal and external parties engaging with the agency; therefore, maintaining excellent stakeholder interactions is key. Reporting to the Director of Operations, the OSM is responsible for overseeing the daily operations of the office and its various departments, supporting others within the agency, and providing support to the Chief Executive Officer to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. The OSM understands the concepts of servant leadership and its role in promoting and fostering a welcoming, safe and inclusive environment within the agency by consistently practicing strong communication and customer service skills, patience, flexibility, and adaptability to an ever-changing and dynamic work environment. Additionally, the OSM develops systems and workflows that improve the overall working environment at SCES and address emergent client and departmental needs.

JOB RESPONSIBILITIES AND PERFORMANCE STANDARDS:
• Oversee the work of all office services employees to ensure they work productively and meet deadlines and company standards while providing superb customer service in all internal and external stakeholder
interactions.
• Manage office supplies and services to meet agency needs; research and recommend high-quality, low-cost sources of supplies and services; negotiate favorable contracts and/or purchase of services and supplies; act as liaison and maintain good relationships with vendors; maintain adequate supply inventories; ensure that equipment is well maintained and serviced; and hire contractors when needed.
• Manage and maintain operational records, databases, and reports.
• Manage and coordinate operational projects and initiatives.
• Assist the Director of Operations in monitoring and maintaining department specific KPIs and proactively address trends as they emerge.
• Manage office and storage space: maintain space in good repair and presentation; develop and maintain storage systems that track storage inventory and provide for appropriate disposal of items from storage; assist with space planning and assignment.
• Manage security system: act as a liaison between the security system company and central dispatch; provide orientation and training to new staff on using the security system.
• Maintain agency memberships and subscriptions to remain current, and ensure all relevant records are accurate and complete.
• Oversee daily mail processing, including timely and accurate collection, distribution, and routing.
• Manage employee parking; manage acquisition and distribution of city visitor parking permits; maintain a good working relationship with city parking officials.
• Create and maintain filing systems, both electronic and physical.
• Create an office budget and monitor adherence to such. Manage accounts and perform minor bookkeeping.
• Act as the liaison between SCES and the landlord, as well as with sub-tenants.
• Coordinate with the maintenance company and building management to keep the office clean and safe and ensure that appliances are in good working order. Proactively address maintenance, stocking, and upkeep within the agency.
• Report office progress to senior leadership and works with them to improve office operations and procedures.
• Organize meetings, including scheduling, sending reminders, and organizing catering and travel when
necessary.
• Write and edit documents from letters to reports and instructional documents.
• Performs other duties as assigned.

PROFESSIONAL STANDARDS AND CONDUCT:
• Collaborative and Responsive: Regularly communicates, follows up, and uses a team-driven approach.
• Responds thoughtfully and promptly to agency and leadership needs, requests, and inquiries; identifies and builds partnerships with key stakeholders.
• Demonstrates excellent people, organizational, and time management skills to meet various deadlines, ensuring closed-loop communication, multi-tasking, and maintaining flexibility to adapt and adjust workload assignments and schedules based on various needs.
• Communication: Excellent interpersonal, verbal, written, and presentation skills, showing a level of comfort conducting training and the ability to communicate information in various ways to meet diverse styles and cultural backgrounds. Demonstrates a great degree of patience, understanding, and flexibility with stakeholders at all levels.
• Analytical: Strong attention to detail. Identifies department barriers and anticipates needs and strengths to offer recommendations, resources, and solutions to problems.
• Attendance and Punctuality: Dependable, punctual, showing flexibility when needed. Attends meetings as needed and is fully present and participates during those meetings.
• Commitment: Embodies SCES’s core values and shows great integrity, accountability, and professionalism in all interactions. Aids in furthering SCES’s mission and commitment to an inclusive environment.

QUALIFICATIONS:
• Bachelor’s degree or a combination of education and experience will be considered. Supervisory and/or
administrative experience is strongly preferred.
• Knowledge of the principles and practices of operations and project management, including coordination, communication, prioritization, troubleshooting, adherence to budget, and completion of goals.
• Experience working with an executive team and a volunteer board is strongly preferred.
• Experience maintaining vendor and partner relations required.
• Strong working knowledge of Office 365 Suites and customer relationship management tools (CRM).
• In-depth knowledge of data analysis and project management software packages to measure performance and outcomes.
• Experience with compliance monitoring, tracking, and evaluation is strongly preferred. This may include but is not limited to resource management, quality assurance, reporting, audits, training, and post-implementation review.
• Ability to work independently and collaboratively with diverse populations.
• Exceptional time management and organizational proficiency.
• Must meet both CORI/SORI and public health screening requirements.

PHYSICAL ENVIRONMENT:
• Physical surroundings are comfortable with minimal exposure to injury or hazards.
• Must be able to travel between the SCES office and other sites via public transportation or by car.

SOCIAL/PSYCHOLOGICAL CONDITIONS:
• Occasional stress due to periodic or cyclical workload pressures and deadlines. Some interruptions involved.

PHYSICAL EFFORT:
• Frequently sits, stands, walks, bends, reaches, and stoops throughout the day.
• Frequently lifts, pulls, pushes, and carries up to 20 lbs.
• Periodic eye strain and light ear strain