Reporting to the Regional Chief Operating Officer, the Regional Director of Operations establishes strategic directions for Operations Support activities that are aligned with corporate, area and regional business and quality initiatives and in compliance with all regulatory requirements. Supervises the Business Operations Specialists and Coordinators, regional administrative staff (volunteers and employees) and supports community services programs if they exist in the Region. Supervises the daily operations of support services and business office operations for regional administrative functions. Oversees budget monitoring, daily finance transactions, local vendor relationships, HR, IT, records/reports, and (in absence of Facilities/Fleet Manager) facilities management and fleet management. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations. Serves as primary problem solver to field operations for efficiency and operational issues. Provides COO/CAO operations management for the Region in the absence of the COO/CAO.
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1. Staff Management:
a. Responsible for personnel management of the Business Operations Specialists/Coordinators, regional administrative staff, facilities/fleet management staff (in absence of facilities/fleet manager) and community services staff (in absence of community services lead absence). (Note: Some or all of these positions may be held by volunteers.)
b. Serves as coach and mentor to management, staff (employees and volunteers) in these areas throughout the Region. Demonstrates commitment to professional development for self and staff in the Operations function.
c. Provides direction and training to volunteers to handle the administrative transactions necessary for the business, ensuring that their efforts are well-coordinated with the strategic business goals. Evaluates volunteer performance. Plans work schedules, assigns or delegates work daily.
2. Financial & Reporting:
a. Develops and oversees implementation of the Operations Support department budget to ensure appropriate and adequate resources (personnel, facilities, equipment, materials, etc.) to meet stated department and regional goals.
b. Accountable for prudent development and expenditure of Operations Support department operating budget; collaborates with department leaders to ensure that programs are executed within budget.
c. Provides administrative budget monitoring and expenditure review regarding expenses including approval of regional procurement transactions.
d. Ensures location processes are established and functioning for all cash and card transactions.
e. Prepares and analyzes data for monthly forecasting of expenses for department directors.
f. Provides guidance and data for grant reporting.
g. Responds to internal/external requests for information and/or documentation and delegates as appropriate to designees for input, tracking or reporting.
h. Develops and oversees maintenance and distribution of consistent regional operations processes and procedures. Advises COO of findings and recommendations.
3. Consolidated Functions:
a. Consults with management in identifying and analyzing issues covering a broad range of organizational activities (ex. Change management, budgetary changes, operational procedure changes, etc.)
b. Serves as the administrative liaison with National Headquarters consolidated functions (i.e. Finance, Human Resources, Information Technology, Real Estate, Facilities/Fleet Management, Risk Management, Office of General Counsel, etc.)
c. Ensures that the Region’s administrative responsibilities related to carrying out those functions in the region are accomplished.
d. Assures effective internal and external communications between all department levels and functions to foster teamwork and enhance operational success. Actively participates on cross-functional teams to support communications, problem management and process improvement.
4. Records Management:
a. Serves as the regional records management point of contact.
b. Ensure organization’s records are stored, purged and destroyed in accordance with national policy and procedures. Records must be reviewed at least once a year.
5. Professional Development:
a. Provides administrative and operations support to evaluate regional employee common professional development needs and requests, sets annual training calendar and executes courses in partnership with human resources, consultants and other sources.
b. Guides and directs the Operations Support functions by means of staff performance feedback, evaluation and development to ensure Operations Support staff understand and are competent to perform their roles and responsibilities; that services are delivered according to the strategic plan, are in compliance with required procedures and all local and federal regulatory requirements; and that the services delivered meet defined effectiveness measures.
6. Facilities Administration:
a. Oversees administrative activities to ensure leasing/subleasing, selling/purchasing are carried out in accordance with established policies/procedures.
b. When other organizational units (PHSS, BioMed, NHQ) share space in any of the regional facilities, manages the relationships and facility issues with these business partners.
c. Provides and analyzes information/data needed for developing Business Plans for real estate transactions.
d. Collaborates with Region management to ensure business office operations achieve objectives and performance targets.
7. Human Resources:
a. Serves as administrative liaison with Human Resources to ensure that ARC policies & procedures are supported region- wide.
b. Supports the on-boarding of new staff including completion of regulatory requirements, authorized equipment and access.
8. Information Systems:
a. Serves as the Region’s liaison with IT to ensure that hardware, software, phones and phone systems meet ARC minimum standards and are operational.
b. Trains staff in use of business software application systems. Expedites escalations for regional phone and computer issues. Assures appropriate level of assistance for expediting tech services requests.
9. Continuity of Operations: Supports the regional Chief Operating Officer to ensures Continuity of Operations (COOP) plans are in place and updated for all facilities within the Region.
Essential Functions/Physical Requirements:
Depending on work assignment, may require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk and manipulate (lift, carry, move) light to medium weights of up to 20 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read technical information. Overall mobility is essential. May include sitting for long periods of time, driving a vehicle and working under challenging conditions.
Work Conditions:
Work is performed indoors with some potential for exposure to safety and health hazards related to emergency services relief work. May travel and participate in meetings and conferences throughout chapter jurisdiction, state and Red Cross system. Because the Red Cross is a disaster response organization, staff may be asked to be on 24-hour call during period of major disaster.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities and duties required.
Qualifications:
Education: Bachelor’s degree in Business, Finance, non-profit administration or similar field required. MBA or equivalent a plus.
Experience: Minimum 5 years of experience in financial or facilities business operations/administrative experience with at least 1 year in a non-profit or service organization preferred. Previous ARC experience desirable. Experience in coordinating finance and administrative functions including information systems and facilities desired.
Management Experience: Minimum 3 years directly related management/supervisory experience.
Skills and Abilities: Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations. Excellent organizational skills and ability to work with attention to detail. Strong project management skills. Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Refined critical thinking, analysis and problem solving skills and the ability to establish and adjust to current and emerging priorities and negotiate multiple complex activities.
Other: Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook. Strong knowledge of federal, state and local employment laws.
Travel: Travel is required throughout the Region. Some out-of-region travel may also be required.
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