Operations Manager

We are working on behalf of our client Bucks County Housing Group.

Getting to know Bucks County Housing Group:

The Bucks County Housing Group (BCHG) is the largest provider of homeless services in Bucks County and has been dedicated to alleviating hunger and homelessness since 1980. The team assists individuals and families facing food insecurity and homelessness in Bucks County. BCHG ensures the community’s fundamental needs are fulfilled by prioritizing community well-being through housing and food programs.

Our agency touched the lives of over 120,000 individuals in the 2022-2023 fiscal year. Our strategic vision is to help 500,000 neighbors annually within the next few years.
BCHG’s 2024 strategic priorities include:

• Housing and supporting ~500 families.
• Provided housing counseling to over 400 people.
• Serving over 21,000 people through our Food Programs.

Position Purpose:

• The Operations Manager’s role is to support the management team and ED by centralizing tasks from various departments. The role is essential for optimizing services, improving communication across the organization, and lightening the workload of both managers and the ED. The role is to help drive efficiencies across all departments of the organization and, at the same time, be able to measure quality and success. This role encompasses administrative tasks such as purchase billing, scanning, and handling general inquiries, aiming to streamline operations and enhance overall efficiency. Providing administrative oversight for the Social Service Department, including contract management and compliance, is an immediate focus area.

Accountabilities and Responsibilities:

• Supporting a management team accustomed to working independently to transition to a cohesive and team-oriented approach.
• Supporting the ED to develop a culture of continuous learning and improvement within the team, fostering innovation and adaptability to meet evolving operational needs.
• Support facilitating open and transparent communication channels within and across teams, fostering a culture of trust, respect, and inclusivity.
• Collaborating with stakeholders at all levels of the organization to align priorities, share best practices, and drive collective success.
• Collaborating with department managers regularly to understand their needs and provide support for their teams’ success.
• Identifying tools and resources needed to drive departmental efficiencies and assist in implementation.
• Managing administration including:
  • Overseeing office management tasks, including supply ordering and coordination of IT issues.
  • Providing administrative support to the Executive Director, including tasks such as scheduling and correspondence.
  • Handling billing tasks, including managing invoices and payments for office supplies, technology, and cable services.
  • Matching receipts to grants for financial tracking and accountability.
  • Handling internal and external communications to facilitate adequate information flow.
• Collaborate with ED and Management team to improve BCHG’s administration, including:
• Offloading tasks from the Executive Director (ED) to alleviate their workload and improve overall efficiency.
• Providing tools, resources, and training to support managers and their teams for success.
• Standardizing IT processes and analyzing spending to optimize resource allocation.
• Streamlining departmental support and communication to enhance overall operations.
• Addressing operational inefficiencies and administrative challenges.
• Managing resources effectively to distribute workloads appropriately, working with the ED.
• Implementing technology solutions to overcome technology gaps.
• Identifying backup strategies for critical managerial roles to ensure continuity in operations.
• Specific examples of projects to improve systems, processes, and data management include:
  • Create a centralized data repository for depositing and accessing data, ensuring efficient organization and collaboration.
  • Implement a system for organizing and managing the organization’s in-kind donations, streamlining processes for their handling and distribution.
  • Create a system for coordinating the intake of volunteers, managing their activity and paperwork, and ensuring a smooth and efficient volunteering experience.
  • Coordinate turnover to minimize vacancies and maximize revenue, developing procedures for coordinating unit turnovers for regular rentals and Supportive Housing Program (SHP) units.
  • Implement improved methods of communication within the organization to facilitate better information sharing and collaboration.
  • Establish protocols for creating meeting agendas and minutes to ensure efficient and effective meetings.
  • Coordinate documents required for compliance and grant writing purposes, ensuring completeness and accuracy in documentation.
  • Identify areas for improvement in office operations and implement solutions to streamline workflows and increase efficiency.

Essential skills and knowledge:

• Leadership qualities include active listening, empathy, collaboration and inclusivity, and creative problem-solving.
• Passion for working in the nonprofit sector, with an understanding of its unique challenges and opportunities.
• Understanding of social services and the needs of the community served by the organization.
• Ability to be budget-conscious and make data-driven decisions to optimize resource allocation.
• Technical proficiency in navigating and utilizing various software and technology platforms efficiently.
• Proficiency in Microsoft Office suite for document creation, spreadsheet management, and presentation development.
• Excellent writing skills for composing clear and professional correspondence, reports, and other documents.
• Strong time management skills to prioritize tasks effectively and meet deadlines in a fast-paced environment.
• Ability to multitask and manage multiple projects while maintaining attention to detail.
• Exceptional organizational skills with proficiency in administrative tasks to ensure smooth operations.
• Strong communication and interpersonal skills to interact effectively with colleagues, stakeholders, and external partners.
• Problem-solving abilities and a proactive attitude to address challenges and find innovative solutions.
• Experience in project management to plan, execute, and monitor initiatives effectively.
• Flexibility and adaptability to respond to changing priorities and unexpected situations.
• Collaborative mindset to work effectively within a team and across departments.

Education and Professional Qualifications:

• Bachelor’s degree in social work or other closely related field.
• Previous experience in the nonprofit social service sector is preferred.

Additional Requirements:

• Transportation: Maintain access to a reliable transportation.
• Physical Requirements: Employee must be able to lift, push, pull, bend, go up and down stairs and carry objects weighing up to 25 lbs. as needed for specific tasks.
• Position type: This is a full-time (40 hours/week) non-exempt position.
• Location: BCHG Administrative offices in Warminster, Pennsylvania with some remote work. Travel throughout Bucks and surrounding counties is required.
• Credentials: Candidates must complete a Pennsylvania criminal background check and Pennsylvania child abuse clearance.