Job Description

General Statement of Responsibilities

Reporting to the Region Leader and Delaware Valley Chapter Executive, the Director of Operations is a key member of the Association’s regional management team. This is the most senior operations staff member and therefore is responsible for key elements of the technical and operational infrastructure for all office sites across the region. This includes development of relevant overarching strategies, systems and processes as well as management of office/facilities administration, related financial management, local information technology and data management. While providing direct operational support to the Delaware Valley Chapter, the Director also oversees and coordinates staff and operational responsibilities for those team members who provide operational support to the Greater PA and Greater NJ Chapters in addition to managing overall data entry/outputs across the region. This position plays a critical collaborative role with department leaders across the region including: regional finance, regional marketing/communications and chapter development and program leads. This position works out of the Delaware Valley Chapter, based in Philadelphia, PA. Occasional evening and weekend work is required, as is the ability to travel throughout the three-state region.

Core Job Responsibilities:

 

Efficiently manage operations and administrative systems, staff, equipment, IT needs and space in the region to ensure smooth operations and workflow, including:

 
     
  • Work with each chapter executive to evaluate and ensure proper resource allocation including (but not limited to): staff, finances and equipment.
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  • Provide direct or matrixed oversight to manage operations/administrative staff to best support the region’s work in all three states.
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  • Work in coordination with the home office and field leadership to manage office site selection and negotiation of occupancy and support equipment leasing, ensuring the suitability of offices and managing relocations as needed.
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  • Point person for vendor negotiations, infrastructure procurements, vendor management, staple supplies and maintenance of all office equipment.
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  • Implement overall IT and phone system strategy as promulgated by the Home Office; coordinate with Home Office IT department to ensure adequate onsite.
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  • IT/phone equipment is available for staff and volunteers.
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  • Liaison and collaborator for contracts management (vendors, grants, foundations, etc.) that involve the Home Office in Chicago.
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  • Work with the Human Resource Manager for the Region to ensure Chapter and Association onboarding procedures and IT/office set-up are consistently implemented.
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  • Coordinate local communication and database systems support and maintenance, and conversions for IT and phone infrastructure, as needed; ensure related business process changes are implemented smoothly and in accordance with Home Office objectives.
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  • Develop and, as needed, implement local disaster management and business recovery plans.
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In coordination with the Regional Director of Finance (FRD), support and execute effective financial management processes (see below); ensure compliance with all

 
     
  • Home Office standard procedures:
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    • Maintain effective local procedures and operations governing donor and revenue management from receipt to reporting and analysis, including interfaces between the donor database and accounting.
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    • Serve as point person for financial reporting for private/foundation grants, and government grant submissions and reporting in conjunction with FRD, field leadership and Home Office.
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    • Evaluate and ensure each chapter is in compliance with established best practices across all operations.
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In coordination with each chapter’s Executive Director, Program and Development leaders, develop systems and implement processes to manage data across the region including but not limited to:

 
     
  • Data entry and management for all databases/systems: Convio, Team Approach, Personify, Merkle. This includes event/program tracking, coding, registrations, attendance, donation processing, data input and systems enhancement implementations. 
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  • Data reporting/outputs from all databases including data manipulation in Excel to ensure all departments have information they need to effectively manage work/
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  • Provision of any related data outputs for Home Office Key Performance Indicators (KPIs) of the Strategic Implementation Plan/
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Play key leadership role in support of the Region Lead and Delaware Valley Chapter executive including hands on management of all of the above for the local chapter community. Work with local chapter staff to ensure effective staffing plan to support the below responsibilities:

 
     
  • Facilities management, supplies, overall storage management/
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  • Accounts payable and receivable processing, customer service, day of event and program support, security for all cash handling/
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  • Incoming mail and phone call management, including recruitment and training of volunteers; ensure staffing of reception area for main office(s)/
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  • Executive administrative support and travel planning/
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  • Management of space, equipment, food and beverage needs for Board of Directors meetings, chapter and region staff meetings; play support role for meetings as needed (e.g. Board meeting minutes, materials provision, AV support)/
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  • Other duties as assigned/
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Minimum Requirements

 
     
  • Bachelor’s Degree in Finance, Business Administration or related field; MBA or related degree preferred.
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  • Eight or more years’ experience with operations/financial management, including five years in a senior leadership or director level role.
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  • Three or more years’ experience managing Human Resources, Information Technology and/or Operations/Administration.
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  • Superior motivator (written and verbal) with the ability to encourage others to maximize potential and achieve challenging organization goals.
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  • Strategic decision making skills, demonstrating effective cost/benefit analysis and reflecting process oriented solutions.
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  • Goal and outcome focused, reflecting a clear appreciation of both the needs of diverse client populations and the organization’s operational limits.
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  • Demonstrated management skills, including the ability set clear goals, organize projects, establish and manage budgets, develop work processes and supervise professionals.
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  • Innovative with the requisite skills to navigate and negotiate organizational change.
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  • Strong awareness of the social, economic, political environment in which the Association operates, since part of its effectiveness is in partnering in the larger community.

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This job profile in no way states or implies that these are the only duties to be performed by the job holder. He/she will be required to follow any other instructions or perform any other duties as requested by his/her supervisor or manager. This is not meant to be an exhaustive list of job duties. Essential elements may change when necessary.

We are an Equal Opportunity Employer and we appreciate your interest in the Alzheimer's Association.

We are an Affirmative Action, Equal Opportunity Employer and we appreciate your interest in the Alzheimer's Association.

 

 

 

Application Instructions

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