Description

JOB SUMMARY

 Responsible for overall efficient administrative operations of the council and enhancement of the infrastructure that supports the council’s growth to fulfill its mission. Areas of responsibility are Technology, Facilities, Risk Management and Administrative Operations. As a key member of the council senior leadership team, will participate in realizing the vision and corporate goals set by the council's Board of Directors by working with the CEO and the management team in establishing and integrating the council's operational strategies. The leadership team will ensure that state-of-the-art tools, systems, best practice procedures and processes are in place to serve the membership. This position is designated as safety sensitive.

 PRIMARY RESPONSIBILITIES

Proactively monitors council facilities and grounds, including security systems and hardware, for needed maintenance and repairs and to meet health, safety, regulatory, industry and Council standards. Provides suggestions for and coordinates any necessary repairs, replacements or corrections. Conducts regular required facilities inspections and associated reports.

Ensures the usability of all Council properties, vehicles, and equipment by coordinating and directing all maintenance activities, overseeing construction projects, and by ensuring the safety and security of the Council’s constituents and properties.

Ensures Ranger Home is in good repair and property cared for by Ranger Family by scheduling annual inspection/walk through.

Reviews and manages related contracts such as postal machines, copier contracts, horse lease, elevator contracts, maintenance contracts associated with security, janitorial, lawn care, fire systems, telephone contracts, and Core of Engineers contracts.

Develops and monitors site security and emergency systems and procedures to ensure safe usage of the facilities. Initiates regular emergency procedure drills.

Identifies, assesses, and prioritizes risks (financial, operational, strategic, etc.) and develops and implements strategies to mitigate or eliminate them. Conduct risk assessments and audits, develop and implement policies and contingency plans, prepare risk reports, collaborate with departments, and ensure regulatory compliance.

Serves as the Risk Prevention and Management (RPM) Officer for the council.

Develops and maintains positive relationships with volunteers, staff, neighbors, community groups, government agencies, and the business community to facilitate smooth property operations and program activities.

Works in tandem with other units on special projects such as Juliette Low Leadership Society, fund raising, annual meeting, program events, service unit events, Council events, etc.

May be assigned safety and security leadership roles to assist in the protection of employees and property in the event of emergencies.

Plans and assesses technology needs. Maintains relationship with the IT service provider and serves as the point of contact for purchasing and implementing new technology and equipment. Responsible for training staff on new products and software.

Collaborates with other departments to ensure accurate and timely data collection for the organization.

Prepares and oversees the annual budget for all operational needs on an annual basis. Ensures that expenses stay aligned to budget and makes recommendations for areas of improvement around operational expenses.

Promotes a culture of high performance and continuous improvement that values learning and a commitment to quality.

Develops, reviews, and improves organizational and operational policies, protocols, and procedures in partnership with other leadership team members.

Develops and manages short and long-term strategic initiatives for the council related to facilities and agency operations and implement new processes and approaches to achieve it.

Provides supervision, development and training to assigned staff.

Manages the annual office supply budget, maximizing efficiency, reducing costs and streamlining office operations.

Demonstrates council values of compassion, respect, learning, adaptability and achievement.

Other duties as required.

Requirements

REQUIRED QUALIFICATIONS

 Education and Experience

        Bachelor’s degree in related field, or four years equivalent experience.

        5+ years of directly related experience in areas of responsibility.

        Understanding of IT and Facilities operations.

        Demonstrated experience and ability to read and interpret blueprints, lease agreements, and contracts.

 Required Skills and Abilities 

        Strong skills in management of complex assignments.

        Ability to manage multiple deadlines and work independently with minimal supervision.

        Excellent oral and written communication skills.

        Strong problem solving and decision-making skills.

        Attention to detail and follow through.

        Preferred experience with risk management, the management of people, policies, projects and processes, and strategic planning, and Salesforce software.

        Strong working knowledge of office technology, including Microsoft Office, Excel 

        Must have a valid driver’s license within the state of employment.

 Physical and Schedule Requirements:

        Must be able to lift and carry up to 50 pounds.

        Willingness to work a flexible schedule, including some evenings and weekends. 

        Some periods of continual standing or walking may be required; must be able to walk, bend, stoop, lift, and carry for extended periods of time.