Vice President of Operations & Administration

Boston, MA, United States

UNITED WAY OF MASSACHUSETTS BAY Job Description

About United Way : United Way of Massachusetts Bay exists to build more equitable communities, together. With over 85 years of local impact in eastern Massachusetts, we work with and for our communities to build economic prosperity and enable everyone-across races and ethnicities-to share in the knowledge, wealth, and resources available. We believe that the key to unlocking opportunity is uniting people, and we bring together individuals, community leaders, corporate partners, legislators, and organizations to build a powerful engine of change.

We target efforts in the following impact areas: (1) quality, affordable childcare, and out-of school time care, (2) educational and career pathways for youth and young adults, (3) safe and stable housing, (4) wealth building and financial inclusion, and 5) community-centered crisis response. United Way currently invests over $45 million annually in a portfolio of over three hundred (300) community-based organizations. It spearheads public policy initiatives tackling the most pressing community issues, making a direct and sustained difference in the lives of individuals.

We offer excellent benefits including a BCBS PPO plan, dental, a 401k retirement savings with company match and an employer base contribution, a generous PTO policy which includes extended holiday time and summer hours. We also offer staff a hybrid work schedule in a new office environment.

POSITION TITLE: Vice President of Operations & Administration

DIVISION: Administration & Finance

REPORTS TO: Chief of Staff

STATUS: Exempt, Full-Time

POSITION OVERVIEW :

Reporting to the Chief of Staff and working closely with Senior Leadership, the Vice President of Operations & Administration will provide leadership and long-term forecasting for efficient organizational operations as well as focus on the day-to-day logistics and management of the operations team including information technology management, facilities, risk management and insurances, office services, project management, and procurement (vendor and contract management). The VP will serve as a central point of contact for staff on day-to-day operations to ensure staff have access to resources and services to support the work of the organization. The VP will be proactive and forward-looking to anticipate, manage and problem solve potential impacts to processes, programs and outcomes as well as identify new opportunities to support the success of the organization. While balancing multiple inputs and perspectives, the VP will also be comfortable making decisions with varying degrees of information. By managing essential systems and operations utilizing project management expertise, the VP will help the organization function smoothly and optimally in supporting United Way's mission.

KEY RESPONSIBILITIES:

Core Responsibilities

Directly manages multiple team members across operational business areas.

Ensure all operational employees are working together to achieve organizational goals

and objectives.

Ensure business practices meet organizational goals, maximize efficiency, and reduce

risk management to the organization.

Oversee compliance with relevant regulations and policies.

Develops and monitors department budget; orders equipment and supplies and monitors

inventory; makes requests for capital outlay expenditures as needed.

Manages vendor relationships and monitors contracts and leases to identify budgetary

impacts.

Establishes and administers the department's budget.

Strategy

Use metrics and data to develop strategies for improved workflow and improved

company stability across the organization.

Identify, recommend, and implement new processes, technologies, and systems to

improve and streamline organizational workflows and use of resources and materials.

Identifies training needs and ensures proper training is developed and provided.

Maintains knowledge of trends in operations management as well as emerging

technologies in coordination with the Sr. Director Information Technology

Contributes to strategic planning by evaluating and projecting future investments relating

to facilities, technology systems and assets and proposing options to achieve them.

Cross-team Leadership & Collaboration

Collaborate with senior leadership to develop and meet company goals while supplying

expertise and guidance on operations projects and systems.

Lead a cross-functional team of colleagues to ensure that the organization has a robust

business continuity of operations plan and emergency preparedness plan.

Collaborate with other divisions and departments to carry out the organization's goals

and objectives.

Work with the Human Resources team to ensure that all office locations meet or exceed

government requirements and safety standards.

Communication

Establish, communicate, and implement operations-related policies, practices,

standards, and security measures to ensure effective and consistent support and

execution.

Present periodic performance reports and metrics to the Chief of Staff and other

leadership.

Facilities Management

Provide facility management, including regular assessment of UW offices and oversight

of building envelope, interior space, furnishings, fixtures and equipment, mechanical,

electrical, and plumbing systems.

Construction planning- Set priorities for renovation and repair and establishing short-term needs and long-term goals incorporating sustainable best practices.

Provide a welcoming and safe space for staff, stakeholders, and board members.

Manage a level of proactive maintenance that prevents unexpected equipment (or other

asset) failure and any associated costs that come with those eventualities.

Oversee landlord and vendor relationship management.

Information & Technology (IT)

Lead a high-performing technology team, fostering a culture of collaboration, innovation,

and continuous improvement.

Develop and communicate a clear technology vision and strategy that supports the

company's overall business goals and objectives.

Oversee the planning, execution, and delivery of technology projects, ensuring they are

completed on time and within budget, and that they meet quality standards.

Establish and maintain robust cybersecurity measures and ensure compliance with

relevant regulations and industry standards, safeguarding the organization's data and

technology assets.

REQUIREMENTS:

BS/BA in Business or related field required with 10-15 years of managerial experience.

Expertise in strategic and operational planning for both short- and long-term impact.

Demonstrated experience setting, monitoring, and meeting quarterly and annual goals.

Experience building and scaling teams and systems.

Strong organizational skills, with proven ability to negotiate and manage conflicting

priorities.

Lead by example in an environment that demands exceptional customer service

requirements in a fast-paced service environment.

Creative and organized with exceptional project and time management, multi-tasking

skills, and follow-up skills to ensure successful and timely completion of projects.

Proven ability to collaborate with cross-functional teams.

Thrives in a fast-paced environment and is able to meet deadlines and work effectively

under pressure while wisely prioritizing goals and daily tasks.

Excellent interpersonal skills and relationship-building skills; ability and willingness to

work as part of a team and with staff at all levels.

Tech savvy with proficiency in Microsoft Office: Word, Excel, PowerPoint, and Outlook

required; ability to facilitate use of technology for conference calls/meetings (e.g.,

Microsoft Teams and Zoom); experience with data management systems strongly

preferred.

Demonstrated ability to manage budgets and resources effectively.

Strong problem-solving and decision-making abilities.

For information on additional opportunities, please access our website at https://www.applicantpro.com/openings/unitedwaymassbay/jobs

United Way of Massachusetts Bay is committed to hiring individuals.

who reflect the diversity of our communities.

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