Operations Manager en Shelter House - Iowa City

Description

Detailed. Diligent. Determined. The Operations Manager works day in and day out to ensure a stressful environment like a shelter is as calm as possible and uses a trauma-informed approach to all the work.

Key Qualities:

• Commitment. You believe in Shelter House's mission to prevent and end homelessness in our community and are drawn not just to the work described in this posting, but to the fact that it is here.
• Curiosity. You have a habit of asking "why" or "how," which leads you to have excellent analytical skills and problem-solving ability.
• Organization. You know what needs to be done when, and you have methods in place to ensure you make that happen.
• Communication. When you write or speak, folks know exactly what you are saying, and the tone is appropriate to the audience.
• Detailed. You read the assignment before beginning the work, and you dot and cross every single proverbial i and t.
• Consensus-building. You have excellent interpersonal skills and can both mediate misunderstanding and negotiate to resolve conflict.
• Flexibility. You can adapt to the needs of the organization and its employees.
• Patience. You can work with brand new hires and seasoned professionals, with complicated insurance documents and our fleet of vehicles, never breaking (much of) a sweat.
• Judgement. An excellent supervisor, you model sound decision-making and leadership by undergoing careful analysis prior to making recommendations and involving any additional departments or individuals necessary.
• Humility. You understand that no necessary task is beneath any of us when it will advance the mission.
• Cooperation. You work well with members of your team and with folks in other departments.
• Growth-minded. You know and embrace that there is always more do learn and do.

Essential Duties and Responsibilities:

1. Supervision

• Ensure a trauma-informed workplace is achieved and maintained by demonstrating a balance of kindness, competence, and care towards self, others with whom we work, and those for whom we provide care.
• Plan and provide training and supervision to the Shift Supervisors, Coordinators, and Behavioral Health Coordinator staff.
• Review all written violations, incident reports, and staff log narratives for appropriateness and completion; follow up with guests and staff.
• Educate and provide feedback to staff on process compliance requirements.

2. Data Management and Compliance

• Monitor and ensure compliance with organizational standards and processes; recommend best practices.
• Ensure staffs' documentation and recordkeeping is maintained.
• Ensure confidentiality and data privacy standards are met.
• Oversee the timely collection and entry of data.
• Conduct process audits to ensure compliance and address potential issues.
• Serve as a point of contact for data system entities.

3. Duties and Responsibilities

• Manage and forecast budgeting and staffing requirements for 24-hour coverage throughout Shelter House's facilities.
• Through effective communication, ensure processes and activities comply with Shelter House policies, mission, purpose, and values.
• Train and develop Shift Supervisors on 2nd, 3rd, and weekend shifts to provide feedback on evaluation, promotion, and termination of coordinators.
• Conduct interviews, selections, and onboarding of new Shift Supervisors and Coordinators.
• Coordinate with Program Managers on approval/denial of client exits and trespasses.
• Coordinate with Program Managers on exit/trespass standards and appeals.
• Provide emergency assistance to clients and co-workers as necessary.
• Document and notify the Program Director and Operations Director of high-level guest concerns, potential workflow problems, and/or any exceptions to policy that could impact organizational processes and security as appropriate.
• Maintain knowledge of fire, safety, health, and work standards to ensure a safe and positive environment for all.
• Update approved forms and manuals as directed.
• Manage labor requirements and forecasting of staffing needs.
• Model positive, professional behavior including through appearance and communication with others.
• Coordinate with Program Managers on outcome management to improve processes and procedures with coordinators.
• Maintain grounds security at all times.
• Attend and participate in one-on-one meetings with the Operations Director, weekly staff and management meetings, and team-building functions.

This position description is not intended to be a complete list of responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

Reports to: Director of Operations

Requirements

Required Skills:

• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.
• Proficiency with or the ability to quickly learn the organizations HMIS and HRIS.
• Ability to train and develop teams in organizational processes and standards.

Education and Experience:

Bachelor's degree (B.A) in business administration, operations management, or related field; Human services experience dealing with issues unique to homelessness, substance abuse, mental health, and physical disabilities preferred.

Certifications, Licenses, Registrations:

• Current vehicle insurance and a valid Iowa state driver's license.
• The ability to be insured on agency commercial auto insurance policy.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.

The physical demands and work environment are representative of those that must be met or encountered to successfully perform the essential functions of the job. In compliance with the Americans with Disabilities Act (ADA), Shelter House will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Interviews with qualified applicants will be conducted on a rolling-basis until the position is filled. Shelter House is an Equal Opportunity Employer and a United Way Agency.