Operations Project Manager at HAVEN FOR HOPE OF BEXAR COUNTY

Description

SUMMARY  

The Operations Project Manager will provide complex program and administrative support to the Vice President of Operations.  This role will be responsible for assisting in the management and coordination of project tasks and deliverables across all Operations teams and programs; coordinating regular reports and timelines; and providing administrative support. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Assist Operations Leaders in managing programs and projects including planning, implementation, coordination, and evaluation of activities, collaborating with project team members, and monitoring progress as requested by the VP. 

• Prioritize projects, handle all expeditiously and proactively with a sense of urgency, and follow-through on projects to successful completion, often with deadline pressures. 

• Conduct data quality reviews for programs; work with department leads and data department to address data issues. 

• Work with all teams in Operations, and across all departments within Haven for Hope to include liaising with the CEO’s office, VPs, and Development. 

• Participate in project work groups and committees, provide recommendations to achieve goals; facilitate meetings as necessary with project stakeholders. 

• Responsible for processing client background checks in accordance with Haven's Background Policy for clients entering North Campus. 

• Coordinate and monitor internal operations report for leaders.  

• Manage multiple work streams simultaneously with successful outcomes. 

• Work with Operations Leaders to draft and update policies and procedures. 

• Assist Operations Leaders with monitoring staff productivity and timeliness via HMIS and core systems. 

• Maintain and update information on multiple databases. 

• Maintain calendars to include coordinating appointments, sending reminders etc. 

• Develop and maintain filing system (electronic & hard copy). 

• Review documents for accuracy and edits as needed. 

• Prepare correspondence (letters, reports, memo’s etc.) 

• Read, record, and route client feedback to appropriate Operations leaders to ensure timely response and service improvement. 

• Other duties as assigned. 

Qualifications

EXPERIENCE/EDUCATION 

• Preferred minimum of two (2) years in administrative type position(s) 

• Minimum High School Diploma or GED. Preferred Bachelor’s degree in a Human/Social Services, Psychology, Social Work, or related field 

• Prefer experience in providing administrative support to multiple managers/departments 

• Prefer successful completion of training and experience in time management, MS computer programs and general administrative courses 

KNOWLEDGE/SKILLS/ABILITIES 

• Excellent organizational and time management skills 

• Excellent verbal and written skills, including editing and proof-reading skills 

• Ability to communicate effectively with all teams, leaders, CEO, guests, visitors, Board of Directors and clients 

• Ability to work independently as well as collaboratively 

• Proficiency with Outlook, MS Word, and Excel; ability to learn new systems 

• Excellent customer service skills, in person and via telephone 

• Knowledge of the principles and practices of general office management 

• Ability to utilize standard office equipment (photocopier, fax machine, postage machine) 

• Ability to maintain confidentiality 

CERTIFICATES, LICENSES, REGISTRATIONS 

Would need a valid Texas Driver’s License, a good driving record, reliable transportation and proper insurance coverage on an automobile used for work.  Monthly reimbursement for applicable and documented work related expenditures is provided.  Travel within the city and its surrounding areas may be required (if applicable). 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Standard physical activity such as periodic standing, walking, sitting, basic motor skills to access computer files for information or simple data entry. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate