Director of Operations

Position SummaryThe Director of Operations is responsible for operational oversight of the organization, including operations of administration, facilities, human resources, technology, and organizational culture. Reporting to the Executive Director, the Director of Operations will be responsible for the operational success of NAMI Southern Nevada services ensuring that the day-to-day operation of our organization and team is seamless, effective and efficient. In this newly established role, the Director of Operations will assist in creating systems and processes, including policies and procedures to ensure the office runs smoothly and is in compliance with nonprofit requirements.Primary Duties and ResponsibilitiesOversee day-to-day operations of NAMI Southern Nevada office, administration, payroll, personnel, fundraising/grant management, information technology, and data systems.Ensure all staff and teams have proper resources, tools, and information to perform at their best.Actively focus on quality assurance and quality improvement to improve operational efficiency and productivity to effectively deliver services to internal staff, participants, and the communities we serve.Administration and OperationsDevelop, implement and manage internal systems to support a growing organization.Reviews, analyzes, and evaluates business procedures.Create systems and processes to ensure all staff are meeting deadlines and expectations.Managing, tracking and ordering office and program supplies.Manage support documents system (i.e. contracts, agreements, vendor records) and maintain key organizational documents (i.e. by-laws, board roster, meeting, meetings, insurance documentation).Serving as the point of contact for internal employees and external vendors.Oversee and manage internal communication tools (including but not limited to Monday.com, Google Drive, Slack, video conferencing, CRM) to best engage and connect employees, remote staff, and offices for a unified, informed organization.Assist Program Director in analyzing program data, processes and systems and development plan for quality improvement and program participant satisfaction.Maintain office equipment and systems, including office files and databases.Development and implement a comprehensive Standard Operating Procedure for core functions, processes, and policies in Operations, Personnel, IT, and Administration to improve day-to-day operations.Ensure Compliance and OrganizationReview and ensure accurate and timely submission of monthly and quarterly data to meet grant requirements.Liaise with third party vendors to ensure compliance with nonprofit accounting regulations, legal restrictions, employment rules, and other nonprofit regulations.Ensure record database and electronic drive is maintained in an organized manner to efficiently locate documents and materials as needed for compliance audits.Stay up to date with nonprofit legal or reporting requirements in executing programs and create processes to ensure compliance.Ensure safe and productive work environments that adhere to standards, policies, laws and regulations.Communicates and explains new directives, policies, or procedures to directors, supervisors and staff to ensure compliance is met.Implement Budgets and Oversee Financial StrategyWork with Executive Director to determine, oversee and manage annual budgetary needs.Works with bookkeeper to ensure proper documentation for requests for reimbursements are received.Process and track invoices, outgoing & incoming payments, purchase orders, credit card transactions and petty cash.Support annual audit process.Managing and tracking budgets, expenses and financial documents, receipts and reports internally for various grants.Ensure bookkeeper delivers timely and accurate financial statements for board meetings.Manage Technology IntegrationEnsure proper processes, technology systems and controls are implemented to protect confidential information in both electronic and hard copy.Assist Executive Director in establishing and maintaining donor relationships through management of CRM system.Leads coordination and integration of technology and software to develop workflows to automate processes for better efficiency, smoother workflow and more cost-effective business processes (i.e. Zapier, NeonCRM workflows, etc.).Supervise Human ResourcesOversee the hiring, onboarding, training, counseling and offboarding of diverse staffMaintain personnel folders and records.Oversee payroll administration and employee benefits.Ensure timely and accurate submission of timesheets for grant reporting and payroll processing.Manage benefits and record-keeping (i.e. 401(k), medical, dental, vision plans)Projects a positive image of the organization to employees, participants, other nonprofits, and the community.Other tasks as assigned by Executive Director as needed.The above list is meant to be representative, not comprehensive, and is subject to change depending on the needs and growth of the organization.QualificationsWe encourage all applicants to apply, even if you don't meet every requirement listed in the job description. If you believe you can contribute to our team, we would love to hear from you!Bachelors degree preferred in business administration, human resources, nonprofit management, or a related field, or equivalent experience.Minimum seven (7) years of related professional experience in nonprofit administration and operations; or an advanced degree with at least (5) years of relevant experience preferred.SHRM-CP certification preferred; NVSHRM membership preferred.Demonstrated success in office management and operations.Excellent project management skills in coordinating complex logistics and deadlines.Proactive and continuously seeking out best practices for agencys continuous improvement.Enterprising and resourceful, able to modify and problem solve in real time.Exceptional organizational skills and attention to detail.Excellent verbal and written communication skills.Ability to build trust and effectively work with a wide range of individuals and organizations.Self-motivated, able to juggle a wide range of simultaneous projects and competing priorities.Excellent skills and experience with Microsoft Office and Google Suite required. Experience with CRM software a plus, but the ability to learn and become proficient is required.Demonstrated passion and commitment to working in the nonprofit or government sectors and on societys most important challenges.Availability to work outside of traditional business hours, to travel locally, and to occasionally travel regionally and nationally.Physical Requirements Necessary to Perform this JobEmployee must be able to:Use a telephone to communicate with people inside and outside the organization.Effectively communicate in the English language, including following oral and written instructions.Sit at a desk for extended periods of time and perform long hours of work sitting at a computer.Apply manual dexterity, visual acuity and ability for computer keyboarding, office equipment use, reviewing detailed reports, information, and fine print.Employee must be able to use email and telephone, calculator, copy machines, computers, printers, and other office software and equipment including telecommunication software.Work EnvironmentWork is performed in an office environment, in the community and/or remotely. Involves daily contact with individuals via video conferencing, phone, email and face-to-face. Position requires a flexible work schedule to include some evening and weekend hours.Application InformationNAMI Southern Nevada is fully committed to equal employment opportunities (EEO). We seek a broad and diverse candidate pool and encourage applications from people of all backgrounds. All employment decisions will be made without regard to race, color, age, religion, sex, pregnancy, marital status, familial status, disability, national origin, sexual orientation, veteran status, status with regard to public assistance or activity in a local human rights commission. recblid 0x90hgvria0psyslq2yczflqnmcrr7