TITLE: Director of Operations
REPORTS TO: Executive Director
Exempt: X Non-Exempt :
POSITION SUMMARY: Oversees operations and programs at the Harrington Clubhouse, our flagship site, with primary concern for program development and implementation; staff development; supervision of assigned directors and other staff; facilities; and budget management.
Education: A Bachelor’s degree from an accredited college or university preferred, but not required.
Experience: A minimum of five years’ work experience in non-profit agency operations management and supervision, with at least two years at the unit director level; or an equivalent combination of experience.
Knowledge: Considerable knowledge of: the mission, objectives, policies, programs and procedures of Boys & Girls Clubs; of the principles and practices of non-profit organizations
Skills required in the following areas:
• Demonstrated ability to organize, direct, and coordinate operations.
• Oversee personnel supervision for Harrington program team members, as well as the recruitment and retention of key program personnel.
• Work in conjunction with the facilities manager to oversee the safety and functioning of the facility.
• Oversee program budget management.
• Strong communication skills, both verbal and written.
• Ability to manage multiple tasks and to develop solutions to problems with limited supervision.
• Ability to establish and maintain effective working relationships with Club staff, board members, parents, program volunteers, community groups, and other related agencies.
• Possess a strong moral code and sense of ethics.
• Possess strong analytic, problem-solving, and listening skills.
• Comfortable leading effective meetings and work sessions, with all levels of staff and leadership.
• Strong computer skills, including proficiency in Microsoft Word, PowerPoint, and Excel.
• Commitment to addressing inequities and developing a culture of accountability and inclusivity in the workplace and community.
• Passionate about Boys & Girls Club of Worcester’s mission and impact.
KEY ROLES- Competency Areas:
1. Lead the development and implementation of organizational program goals, in relation to need and available resources, to facilitate the achievement of youth development outcomes.
2. Evaluate overall program effectiveness on the basis of participation and achievement of stated goals; recommends modifications to improve program performance, as appropriate.
3. Has a clear understanding of the organization’s Great Futures 2025 plan and supports, implements, and advocates for the strategic initiatives created, including:
a. Build capacity to strengthen organization
b. Increase program quality and impact
i. Work to obtain increased scores in NYOI, including optimal Club experience
c. Advocate for youth development
d. Reach more youth
4. Support board committees, as assigned.
a. Participate in safety and facilities committee meetings when directed by the executive director
5. Adhere to board-approved budget; monitor and report variances in program revenues and expenditures.
a. Review allocations and expenses to assure expenses do not exceed the approved operations and/or individual program budgets.
b. Ensure check requests are submitted in a timely manner (suggested one week prior to need for check issuance).
c. Ensure employees work their scheduled hours; overtime must be approved by the executive director.
6. Manage administrative and operational processes and follow the compliance calendar (once completed and implemented) for deadlines and protocols. In addition, inform executive director if a new compliance protocol needs to be put in place (for example, the Club added numerous protocols due to COVID).
7. In conjunction with the facilities manager, oversee the maintenance and repair of building and equipment. Report to the facilities manager any needed repairs on a timely basis. Work with the facilities manager to provide the executive director with a written facilities report on a monthly basis.
8. Manage performance of assigned directors and other staff in achieving goals. Provide technical assistance in program design and implementation, community relations, and program operations.
9. Plan and implement staff development and training programs. Performance reviews must occur annually. In addition, new program staff employees must receive a 90-day review.
a. As part of growth, provide opportunities for team members to participate in community committees or events.
b. Work with HR to provide staff trainings in Microsoft Office or other technical skill trainings
c. Ensure staff are trained on BGCA, EEC, and DPH safety and health guidelines and that there is a strict adherence to these guidelines. The goal is to create a culture of safety and awareness.
d. Review code of conduct with all staff at least once a year. Work with the executive director to make additions and changes to ensure the code is mission-focused and supports the ever-changing organizational needs.
10. Develop collaborative partnerships with other youth-serving organizations, members, parents, families, and community organizations, including YouthConnect.
a. Director of operations is to sit on the YouthConnect partners and connectors meetings.
Marketing and Public Relations
11. With input from the executive director, oversee communications to parents and program volunteers.
a. Includes informing parents and volunteers of changes in hours of operation, Club closures, and any policy changes.
12. Oversee the promotion of program activities and events. Ensures that all flyers or other promotions have the proper branding and Club-approved wording before issuing to the public.
13. Provide information to the HR department for the staff e-newsletter.
Grant and Operational Reports & Program Evaluation and Impact
14. Ensure the completion of required reports, including but not limited to the BGCA annual report and preparation of any required interagency reports.
15. Ensure program staff are providing information and reporting on the activities, events, and programs required by our Club’s strategic plan, EEC, the state, BGCA, and any grantor/funder.
a. For example, Women’s Initiative requires that we provide girls-only programming and that we conduct a pre- and post-test to all girls.
16. Working with the grant manager, provide the staff with deadlines for grant reports. Ensures the staff submit any required data and program information to the grant manager by the deadline.
17. Ensure that staff are taking attendance on a daily basis and that the pre- and post-tests, including the Healthy Youth Self-Expectation surveys, are conducted as scheduled.
18. Oversee the implementation of the National Youth Outcome Initiative with the focus on the following goals:
a. Surveying an established number of youth and teens (number determined with the executive director) prior to testing.
b. Increase scores in all categories, including risk factors, each year. Goals will be set with input from team members and the executive director.
c. Work with the staff to develop and provide programs, activities, and services to achieve the “Optimal Club Experience” rating - goal for 2022 is 55%, and 75% by 2025.
Internal: Interact and meet regularly with executive director, support and amplify the executive director’s/organization’s goals, vision, and mission, and complete assigned work in a timely manner, as requested by the executive director. Maintain close contact with assigned directors and other staff to provide oversight, support, and leadership in matters of programming and operations; Work with the Board and its Committees when required by the executive director. Develop strong, trusting relationships with parents and program volunteers.
External: Maintain contact with external community groups, schools, and others.
ENVIRONMENTAL AND WORKING CONDITIONS:
Work is conducted in a Club, office setting, and in the community. Travel is required to attend community meetings, conferences, and other events.
PHYSICAL AND MENTAL REQUIREMENTS:
Demonstrated ability to:
• Maintain a high energy level and be comfortable performing multi-faceted projects in conjunction with day-to-day responsibilities.
• Regularly required to speak clearly and hear the spoken word as well
• May need to lift approximately 20+ lbs. of office supplies, program equipment or holiday giving presents.
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designated to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned this job.
An Equal Opportunity / Affirmative Action Employer. Females, persons of color, veterans, and persons with disabilities are strongly encouraged to apply.