Clear Path for Veterans: Director of Operations

CLEAR PATH FOR VETERANS

Job Title:        Director of Operations                                                 

Status:           Salary, exempt

Reports to:     Executive Director

Location:        CPV NY Headquarters, Chittenango, NY

A cover letter and complete resume are required.  Only qualified applicants with a cover letter and complete resume will be contacted for further consideration.

Job Summary:

Clear Path for Veterans is Upstate New York’s Veteran Resource Center serving as a hub of information, programs, and services for Veterans, military members, and their families. The incumbent of this position is responsible for the oversight of daily operations as well as for the execution of all Clear Path for Veterans’ events held both on and off-site. The Director of Operations will oversee a variety of office and administrative functions including providing support to the Executive Director, program directors, operations staff, and facilities.

Primary Functions:

General Operations

1. Oversee program directors, operations, and facilities staff to ensure daily operational functions are properly executed.
2. Analyze data to inform operational decisions or activities. Direct organizational operations, events, and projects.
3. Prepare operational staff schedules and work assignments.
4. Recommend and implement organizational process or policy changes in coordination with Executive Director and/or Human Resources Manager.
5. Hire personnel and conduct employee training programs as requested. Manage time-to-hire so positions are not left unnecessarily vacant for extended periods of time.
6. Ensure marketing, development, and strategic organizational and operational plans are executed and updated as necessary to include standard operating procedures (SOPs).  
7. Ensure strategic goals and objectives are met across all programs following the organization’s strategic plan.
8. Attend meetings, events, and speaking engagements as requested by the Executive Director.
9. Coordinate with PR/Marketing to ensure that all external communications, collateral materials, media, website, and marketing efforts align with the Clear Path for Veterans brand and are updated, as necessary.

Event Operations

1. Accept, review, and process event requests. Work with all required staff and volunteers to ensure events are properly staffed and executed.
2. Develop a timeline and plan of action for each event, which measures all stages of event progression from beginning to completion.
3. Chair all committees for both on & off-site fundraising events in coordination with the fund development manager.
4. Work with PR/Marketing to coordinate all media relations for events and fundraisers.
5. Manage website and social media event changes and ensure updated content is coordinated and executed by PR/Marketing.
6. Utilize the Salesforce CRM system to manage all RSVPs, vendor information, and logistics for internal and external events.
7. Oversee the Clear Path event calendar for both internal and external events.
8. Identify and create forms needed for programs, events, and fund development activities as needed.
9. Coordinate with office and volunteer manager to maintain facility and room usage system for events and other programs.
10. Assist program directors with scheduling and executing activities for their respective programs.
11. Oversee the execution of outreach events. Verify these events are in line with management’s strategic plans, program director’s initiatives, and the Clear Path mission.

Administrative and Miscellaneous

A) Provide a variety of support activities including but not limited to:

1. Drafting and preparing correspondence, reports, and presentations.
2. Ultimately responsible for quality control and efficiency across all programs and services.

B) Provide input on organizational operations for implementation, development, and upkeep of CRM software, Salesforce:

1. Ensure processes described in the SOP manual are correlated with the capabilities of Salesforce.
2. Responsible for internal Salesforce quality control and evaluation of capabilities.
3. Coordinate Salesforce changes and mitigate software issues with outside technical vendors and contracted project consultants as required.

C) Manage information technology platforms:

1. Alert 3^rd party technical services provider, when necessary, for technical/structural changes to organizational systems to include phone, internet, computer, server, security, and database platforms.
2. Determine when external support is needed for website updates and coordinate changes with the PR/Marketing and external technical services provider.

D) Reception and front desk:

1. Ensure the office and volunteer manager fulfills all assigned duties.
2. Responsible to ensure that Veteran and visitor inquiries, via phone, email, or in person, are directed to where they need to be, and that follow-up is completed within 48 hours.

E) Complete other duties as assigned.

Education and Experience Requirements

Bachelor’s degree in business management, human services, or other related field and 4 years of relevant work experience with 2 years serving in a supervisory role required.  Minimum 2 years experience in an administrative/operational position providing support to management, preferably at the executive level in a non-profit organization.  Associates degree in business management, human services, or other related field and 8 years of relevant work experience with 4 years serving in a supervisory role required.

Skills, Knowledge, and Abilities Needed to Perform Effectively in the Position

• Above-average administrative/clerical skills.
• Excellent communication and interpersonal skills; ability to convey compassion as needed when interacting with Veterans and staff members.
• Good judgment and problem-solving skills.
• Working knowledge and understanding of military culture.
• Ability to speak publicly and to deliver presentations to a broad audience.
• Must be a self-motivated individual able to work independently with minimal guidance and supervision.
• Ability to work collaboratively with diverse groups of people and organizations.
• Strong organizational and prioritization skills; attention to detail.
• Strong time management and accurate record-keeping abilities.
• Must be able to handle multiple tasks accurately and efficiently.
• Writing skills sufficient to draft letters, memos, and other professional correspondence.
• Computer literacy includes proficiency with a variety of software including Salesforce, Microsoft Office Suite, and Network for Good.

Additional Requirements

• Valid New York State driver’s license and must have use of a reliable vehicle.
• Required to travel daily as needed within New York State in varying weather conditions. May require periodic travel outside of New York State.
• Ability to work a flexible schedule, including nights, weekends, and some holidays as necessary to accommodate special events.
• Must be comfortable with dogs in the workplace.

Job-related Physical Abilities needed to perform the job in a satisfactory manner

Must possess speech and hearing sufficient for telephone and in-person communications.  Manual dexterity is sufficient for constant use of computer keyboards and other office equipment.  Vision sufficient for frequent use of a computer monitor, developing and reading paperwork. Must be able to stand and be actively mobile for extended periods of time, including bending, stooping, reaching, running, balancing, etc. Must be able to lift a minimum of 45 lbs.   

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Expectations

• All Clear Path for Veterans’ staff are required to conduct themselves in a professional manner towards others to include but not limited to, Veterans, volunteers, visitors, and Clear Path employees.
• Ensure that Veterans, volunteers, employees, donors, and visitors have a positive experience with Clear Path.
• Supports and promotes the Clear Path mission.
• Adheres to Clear Path for Veterans’ policies and procedures.
• Promotes teamwork amongst coworkers.
• Meets or exceeds expected performance standards, including consistently reporting to work on time prepared to perform the duties of the position.

All applicants must submit a cover letter and should apply through the following: https://clearpath4vets.talentnest.com/en/posting/70889/location/91601

Only qualified applicants with a cover letter and complete resume will be contacted for further consideration.