The Position: Director of Operations

SUMMARY DESCRIPTION

The Director of Operations maintains a welcoming, hospitable, safe, efficient and productive environment ensuring that the mission, vision and values of the IHM Sisters are reflected in all that is carried out in the name of the Congregation. The Director of Operations is responsible for overseeing all aspects of facilities operations (grounds, buildings, janitorial, environmental services), auxiliary services (i.e. food services, maintenance, fleet management, safety/security), risk management, technology and real estate property and will manage a staff of full-and part-time individuals as well as outside contractors and vendors.

General Duties and Responsibilities

• Provides direction for all aspects of facilities operations, auxiliary services (i.e. food services, maintenance, fleet management, safety/security), risk management, technology and property.
• Ensures effective, constant communication within the community of all maintenance projects, construction, safety and related issues.
• Manages resources for all property assets, including but not limited to utilities, vehicles, equipment, and personnel.
• Manages all the internal and externally contracted vendors and staff involved in all departments under this role.
• Oversees the development and implementation of utility management and conservation programs.
• Develops and manages the annual operating budget as well as capital equipment and project budgets for all departments under this role.
• Works with design professionals to assist in the preparation of bid documents and specifications for capital and operating projects, and directs and oversees any construction and renovation activities and inventory control.
• Works effectively with local, state, and federal officials with regard to building and development plan approval process.
• Renews and approves invoices and requests to assure payments are made in accordance with contractual agreements as well as all other equipment and material purchases.
• Establishes systematic procedures for maintenance, repair and/or replacement of facilities, grounds, vehicle fleet and systems equipment.
• Works directly with the Director of Finance to develop long and short-term financial plans to address deferred maintenance needs.
• Serves as a member of the Facilities Committee and Emergency Response Team, as well as serves as Incident Commander during an Emergency Crisis.
• Provides training and professional development opportunities for staff.
• Participates as an active member of the organizations senior staff.
• Extends himself/herself beyond the responsibilities of a job description when the need arises. Assists with all other duties as assigned.
• Prepare presentations and make reports on issues related to areas of responsibility.
• Coordinate with outside organizations related to facilities and other operational needs.
• Act as the primary contact with relevant local institutions and agencies
• Through visual inspection as well as planned and unplanned visits with each department, ensure the daily functioning of all areas of direct reports.
• Develop and maintain a high standard of customer service in all areas of responsibility.

Specific Duties and Responsibilities:

• Supervise the Director of Facilities, Food Service Manager and all staff within assigned departments.
• In coordination with the Director of Facilities establish and maintain standards of housekeeping, maintenance, and repairs commensurate with the preservation of property, safety, the quality of residents, functional use and aesthetic values.
• Together with the Director of Facilities, identify and manage preventative maintenance and capital project initiatives including building, mechanical systems and equipment.
• Serve as the primary liaison with architects, engineers and contractors for construction or remodeling projects.
• Ensure that all safety systems are fully functioning and that the security systems are operating at the level specified and within the expectations of the IHM community.
• Manage risk to ensure the safety of all residents, staff and visitors;
• Oversee and manage all aspects of technology on behalf of the organization (i.e. IT, phones, building automation systems, etc.).
• Work with IHM’s insurance advisors and brokers to ensure that adequate, appropriate and cost effective insurance is in force, including general liability, directors and officers liability, property and casualty and workers compensation.
• Oversee and evaluate the food service operation and ensure the effective management of the food service operation and compliance with all local and state health codes and best practices.
• Oversee all property holdings of the IHM Congregation, ensure compliance with all city, state and federal regulations collection of rents and responds to tenant needs and requests.

Requirements

• Willingness to learn the IHM Mission and Charism and act out of this legacy interacting with persons and addressing situations.
• Bachelor’s degree required; Master’s degree in a related field preferred.
• Five years of facility operations and/or auxiliary services/operations.
• Knowledge of all phases of physical plant operation, maintenance and repair, planning, scheduling, management and administration of the plant; federal, state, and local regulations.
• Experience developing cost estimates and budgets.
• Skilled in areas of budgeting and financial administration.
• Ability to multi-task.
• Strong analytical skills and attention to detail.
• Strong interpersonal and communication skills, both oral and written.
• Strong organizational and supervisory skills.
• Ability to work collaboratively with a team.
• Proven success in a similar role, preferably in a non-profit with a Board of Trustees.
• Ability to work independently and exercise sound judgement.
• Proficiency in all Microsoft Office or Google Doc programs.

Physical Requirements

• Ability to walk for long periods of time around campus
• Ability to lift and/or move up to 50 pounds
• Ability to climb stairs
• Ability to sit at a desk working on a computer
• Willingness to provide 24-hour emergency on-call service.

This list is representative of those duties and responsibilities that are required of the position.  However, the list is not to be considered as all inclusive.  A supervisor may assign other duties to meet program requirements of the school.