Business Operations Manager

Job Description

Job Description

Description :

Are you looking to make a real difference in the lives of others? Join the Catholic Charities team! For the last 100 years, we have had the distinct honor to provide help and hope for those in need.

At Catholic Charities, our mission is to empower individuals and strengthen families. We do this through our vital programs including a food pantry, counseling services, emergency family shelter, domestic violence and sexual assault programming and refugee resettlement.

We care for the dignity of the person, regardless of background and strive to provide unparalleled support for those in need.

SUMMARY

The purpose of this position is to oversee the performance, productivity, and systems of Catholic Charities to maximize and assure workflow and efficiencies.

Core areas of responsibility include business operations including human resources support, equipment, technology, and related activities;

safety, security, and risk management; property and facilities; productivity & performance; and, budgeting and records. Overall, this position responds to sensitive and confidential information in support of the mission, vision, and strategic plan of Catholic Charities and its stakeholders.

ESSENTIAL DUTIES and RESPONSIBILITIES

Human Resources

• Assist in recruitment and new hire onboarding, including job postings, office and equipment needs, and related HR support.
• Assist with HR records and databases including reports and analytics.
• Oversee safe environment program requirements.
• Assist with processing payroll changes and systems to ensure accurate and timely payroll administration.

Business Operations

• Perform regular assessment of internal or external sourcing related to information technology (IT), copiers, printers, data and telecommunication systems.
• Coordinate leases and other agreements related to office equipment for all facility locations.
• Serve as the main point of contact with IT to ensure ongoing technology needs and a record of equipment inventory and assignment, replacement and distribution.

Safety, Security, Risk Management & Compliance

• Responsible for administering a comprehensive safety and security plan to ensure adherence to policies and guidelines for staff, clients, visitors, and property.
• Engage and maintain relationships with risk management committee, property and liability insurance carrier, and other related groups related to review of insurance coverages, renewals, and related site inspections and compliance.
• Serves as a member of the Diocesan Risk Management Committee (meets quarterly).

Property & Facilities

Responsible for facility management, including oversight of site selection, bids, contracts, lease management, utilities, construction management and building maintenance activities.

Interact and provide timely communications with respective program and diocesan facility leadership.

• Assist in securing bids and procurement of service contracts related to facilities.
• Manages and works with programs regarding ongoing review of facility and vehicle maintenance, repairs, and records.
• Coordinate allocation and functionality of workspaces, storage needs, building access, key control and management.

Productivity and Performance

• Ensure compliance with organization, non-program contracts.
• Retain up-to-date record of service contracts and Memorandums of Agreement / Understanding, renewal dates, and other organization documents.

Budgeting and Records

• Assist in annual budget planning and ongoing budget performance review.
• Oversee maintenance of vendor files, contract files and other fiscal system-related documents.
• Maintain contact with vendors and other contracted services related to operations and facilities.

Leadership Engagement

• Serves as a staff member on the Finance Board Committee, working with the Director of Human Resources and Executive Director.
• As a leadership council member, contributes toward achievement of organizational goals, vision and mission.
• Maintain and recommend changes to relevant policies, procedures and protocols related to business operations, human resources, safety, security, risk management, property and facilities and budget.
• Other duties as assigned.

Requirements :

EDUCATION and EXPERIENCE QUALIFICATIONS

• Bachelor’s degree with three to five years of related experience or equivalent combination of education and experience.
• Experience working in a non-profit or human services organization preferred.
• Experience in business operations, risk management, budgeting, and related fields to ensure organizational effectiveness and efficiencies.
• Supervisory experience preferred

KNOWLEDGE, SKILLS and ABILITIES

• Knowledge of business operations, budgeting, reporting, human resources, and risk management
• Ability to work independently and manage multiple projects simultaneously with high degree of accuracy and attention to detail
• Excellent organizational and time management skills. Effective negotiation skills
• Collegial, collaborative and team approach to problem solving and decision-making
• Prior experience with office and facility management (lease, contracts, building improvements, office equipment / technology, etc.)
• Ability to maintain confidentiality and exercise discretion
• Strong understanding of how to interpret organizational needs, translate them into broader strategies, and lead their delivery
• Knowledge of business and management principles. Proficiency in Microsoft Office, with intermediate to strong Project, Word and Excel skills
• Experience successfully creating and / or maintaining processes. Ability to conceptualize, plan, implement and manage systems.

Ability to develop and review policies and procedures

• Strong critical thinking and decision-making ability
• Understanding of necessary legal and regulatory compliance, applicable laws, and regulations

Catholic Charities is an Equal Opportunity Employer committed to creating a diverse workforce. With understanding that Catholic Charities is a Catholic entity with constitutional protections, Catholic Charities will not engage in unlawful discrimination against any employee or applicant based upon a person’s race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age, disability or genetic information, or any other protected class.