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Operations & Volunteer Manager

Company: ModernHR
Location: Culver City
Posted on: May 29, 2023

Job Description:

JOB SUMMARY:The Operations & Volunteer Manager (OV Manager) is responsible for managing key operational functions (including agency-wide information technology and office facilities) as well as the agency's volunteer program. This role must be proactive in liaising with staff across the agency, identifying and proactively solving problems/proposing solutions, must exercise sound judgement and exhibit a high degree of discretion. The OV Manager directly supervises the Administrative Coordinator and Slauson Office Assistant.ESSENTIAL JOB DUTIESTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.FacilitiesManages day-to-day operations of Slauson and Brunswig sites, including relationship with building management and externalMaintain close communication and provide support as needed to teams in charge of WagnerResponsible for ensuring office sites provide a welcoming atmosphere for all clients, visitors, and other guests, ensuring all safety protocols are followed, and that any issues surfaced are resolved in a timely mannerEnsures appropriate front desk staffing during business hours and daily mail processingManages program-related requests for administrative supportOversees disinfecting/cleanliness activities at office sites; maintains communication with members of COVID Prevention Committee (or other risk prevention committee) and implements or recommends updates to protocols as neededOversees general office supply orders, inventory, and distribution to ensure Allies always has adequate stock of office supplies, personal protective equipment, and program supplies as Ensures effective inventory and distribution system and well-maintained storage areasResponsible for implementation of organized, functional records storage across Allies sites, as well as leading coordination with leadership team members to ensure implementation of Allies record retentionAssesses current costs and researches potential changes to yield costs-savings, and improve user experience, and operational efficiencyEnsures all facility safety monitoring processes are followed and that sites remain safe, secure, and well- maintained and facilities requests are handled promptly and with clearManages agency's shared Allies Physical Distancing On-Site Scheduler and other COVID-related tracking as assignedPlays key role in monthly Allies Safety Committee meetings; takes minutes and prepares for timely leadership review and distribution; communicates needs and updates to Head of Educational Excellence, COO and other leadership team members as neededIn the event of emergency, plays a key role in communicating and carrying out emergency protocol; support agency emergency preparation efforts as needed, including regular review of emergency manual/protocols and identification of areas for improvementsEnsures that safety drills at all agency sites are conducted and documented in accordance with contractual requirements and best practiceInformation TechnologyWorking closely with COO and CFO, manages agency-wide information technology (IT) services, including day- to-day operations of IT contract, phone services, email, computer services and equipmentWith support of Administrative Coordinator, ensures agency IT needs are met, including prioritizing and ensuring staff support requests are handled in a timely manner with thorough and clear communicationEnsures effective systems for tracking inventory, distribution, replacement schedules, identification of IT needs, etc. are in placeWorks closely with all agency staff/leadership team members to ensure team IT needs are met, taking initiative to resolve issues and implementInitiates and ensures timely completion of annual technology assessment, a collaborative process of ensuring Allies' technology and information systems have sufficient capability to support operations, service delivery, strategic planning, and quality improvement activitiesOperations/Program SupportWorking closely with Head of Educational Excellence, Development Director, and program staff, identifies, secures, distributes, tracks and monitors in-kind goods to support the agency/families, ensuring adherence to Head Start performance standardsPlays a key role in agency's re-accreditation process across various Council On Accreditation (COA) standards (implementation, self-study review, active participation in ad hoc committees as assigned, plays key role in managing documentation and submissions during accreditation process)Collects and tracks agency-wide training and supervision logs, identifying and communicating potential issues as neededSupport identified HR projects as needed (e.g., ensuring the organizational chart is up-to-date, managing job postings, forwarding resumes, carrying out on-boarding activities to ensure a smooth transition to Allies for new hires, business cards, ).Working with COO, HR, leadership team, identify opportunities to adjust processes for onboarding administrationIn partnership with HR, manage assignment and safekeeping of agency keys/other agency propertyIn close coordination with Communications & Policy Associate, maintain complete and accurate physical and electronic filing systems for key governance and agency documents (e.g., bylaws, meeting minutes, board manuals, conflict of interest records, identified contracts, ). Create status reports as needed.Collect and compile monthly program reports as neededWorking closely with Head of Educational Excellence and Early Education Administrative Manager, collect and compile data for Community Demographic Profile data annually, analyzing data and developing reports asProvide administrative support to COO as neededTake on special administrative and programmatic research and projects to support implementation of Allies' strategic and annual plans, and other undertakings as neededProactively develop and manage agency-wide volunteer program:Manages agency volunteer program, working closely with cross-agency staff to develop and coordinate meaningful volunteer experiences that meet agency/family need (events, classroom, facilities, learning garden, administrative, ), providing consistent communication to all partiesRecruits and manages volunteer teams for family/community activities and other special events, providing planning leadership and on-site support as needed; provide on-site oversight as neededNurtures existing relationships with community partners (local schools, nonprofits, and individuals) and build new partnerships to support Allies' missionDevelops and implements volunteer recognition strategyCollaborates with Development Department to leverage opportunities for donor cultivation through existing and tailored volunteer activities; ensure timely processing of tax thank you letters and recording in-kind donations and volunteer information in databaseEnsures Allies is in line with best practices for all volunteer and in-kind-related activities, including orientations, evaluations, recognition, to comply with COA and other relevant standardsOther:Actively participates in the agency's performance and quality improvement efforts, and provides updates to the PQI Team as neededWorks to ensure alignment with COA best practices and maintains a commitment to data-driven continuous quality improvementMaintains staff and client confidentiality and HIPAA complianceModels the Standard of Conduct Policy when interacting with parents, community members and colleaguesBelieves in and act in accordance with both the Agency's and the programs' mission/vision statements, adopted theoretical frameworks, and philosophyEnsures safety is a priority in performing all job responsibilitiesEvening and weekend work as requiredIn accordance with our "team" philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job descriptionQUALIFICATIONS & EDUCATION:Supervisory experience preferredBachelor's degree preferredMinimum of 3-4 years' administrative experience requiredDirect customer service experience preferredExperience with managing a non-profit volunteer program preferredMust be detail-oriented and possess excellent organizational and analytical skills with the ability to multitask, prioritize, complete work accurately, meet deadlines, and follow throughSkilled at writing, analyzing, and synthesizing information, and proof reading and editing documentsExcellent verbal/written communication skills and strong interpersonal skillsFlexible and collaborativeDemonstrate professionalism, diplomacy and complete discretion when interacting with co-workers, executives,Experience working with diverse groups and populations a plusBilingual in English and Spanish a plus, but not requiredStrong computer skillsPassionate about learning and curious about issues affecting children and familiesAll employees, regardless of position, serve as role models for children and families who are served by ourFingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemptionSuccessful completion of pre-employment physical and PPD test/ risk assessment, proof of immunizations for Covid-19 + booster, pertussis, measles, influenza (can decline)Class "C" driver's license, proof of insurance, a safety record acceptable to CAA, and reliable transportation requiredPDN-976693f2-3e1b-41a5-af2f-8bee70188836

Keywords: ModernHR, Los Angeles , Operations & Volunteer Manager, Executive , Culver City, California

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