Job Details

Director of Operations

  2021-05-10     Community Foundation for Monterey County     2354 Garden Road  
Description:

The Director of Operations (DOO) has primary responsibility for the coordination and management of the Foundation’s core systems. This includes data platforms such as Foundation Information Management (FIMS), Academic Works, Foundant and Donor Central. The DOO is also responsible for the foundation’s facilities and administration. The DOO networks with all CFMC departments and oversees facilitating continual systems improvement. The DOO is the primary point of contact with vendors, the CFMC staff and is a technical subject matter expert for the Foundation’s operating systems. The DOO’s duties include staff support, onboarding and training, and troubleshooting both the foundation’s cloud and on-premises operations.

The DOO’s accuracy, efficiency, and team orientation are key characteristics to the Foundation’s continued growth and positive impact in Monterey County. The position reports jointly to the President/CEO and the Vice President for Philanthropic Services; it is part of the CFMC’s management team.

RESPONSIBILITIES

Technology – Shared Systems

  • Act as internal IT administrator
  • Oversee internal data base migrations
  • Develop budgets for IT projects and control costs on approved budgets
  • New equipment purchases and inventory
  • Implement IT equipment rotation schedule for staff
  • Training and orientation of staff on IT and data systems
  • Manage software licenses, subscriptions, and apps
  • Onboard new hires to internal operations and IT Systems
  • Assist in updating best practice procedures for internal processes
  • Assist in standardizing the use of communication tools, monitoring the web environment and social media outlets
  • Disaster Response Plan and Stay in Business software management and implementation

Oversee and troubleshoot Hardware/Software

  • External, internet, and phones
  • Network
  • Manage Service Providers
  • Cabling-Wi-Fi
  • Microsoft
  • On-line platforms such as grant application manager, scholarship application manager, donor services manager
  • CRM
  • Financial modeling systems
  • Remote access requirements
  • FIMS Licenses

Understand and support process and data systems relating to:

  • CFMC grantmaking procedures, especially Donor Advised grantmaking procedures
  • Donor Advised grant check process
  • On-line grant applications
  • Grant acknowledgement letters
  • Gift acknowledgement letters
  • New fund agreements
  • Fund Statement procedures

Facilities and Office Management

Manage all vendor and facility contracts and leases

  • Oversee CFMC Salinas and Monterey offices
  • HVAC, electrical and plumbing
  • Landscaping, janitorial and lighting
  • Alarm and security
  • Oversee construction and renovation projects
  • Manage building maintenance schedule

Administrative

Manage the Administrative Department

  • Supervise the Administrative Coordinator and the Administrative Specialist
  • Oversee agenda creation and board packets for Executive Committee and Board of Director meetings
  • Understand the CFMC internal controls and compliance standards
  • Maintain the workflow processes and efficiency
  • Create and manage ADMN/IT/Facilities annual budget
  • Approve invoices and accounts payable
  • Create hardware, software, and process training schedules, one-on-one and all staff
  • Manage and engage business continuity and emergency systems at CFMC
  • Provide data and analysis to prepare reports and presentations across departments, as needed
  • Protocols written and maintained documenting the Foundation’s business process and procedures
  • Provide organization-wide operational support for key projects
  • Provide guidance for CFMC’s role in Monterey County disaster response work.

This position description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.

QUALIFICATIONS

Experience and Education

  • Bachelor’s Degree or related work experience
  • Five (5) years’ experience in managing system/facilities, including three years in a supervisory capacity
  • Experience with a nonprofit organization preferred
  • High level of proficiency in Microsoft products and systems
  • Expertise with technology systems, hardware maintenance, and databases

Skills Required

  • Training, facilitation and implementation of systems procedures and improvements
  • Excellent interpersonal skills, with a high level of confidentiality, discretion and professionalism
  • Ability to work independently and as a member of a team
  • Ingenuity and drive to learn and find answers
  • Extreme attention to detail and accuracy
  • Excellent time-management and organizational skills, including ability to plan, organize and prioritize workload
  • Excellent problem-solving skills and the tenacity needed to achieve resolution with an eye on improvement and efficiency
  • Excellent verbal and written communication skills
  • Contract management and negotiation experience

To apply, please click on the link below to submit a cover letter and resume.


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