Director of Operations

POSITION DESCRIPTION

TITLE: Director of Operations

REPORTS TO: Executive Director

DESCRIPTION: Full-Time (plus occasional weekend or evening events)

LOCATION: Liberty Office (In Person)

COMPENSATION: $75,000-80,000, commensurate with experience, plus benefits

Founded by Kirsten and Sims Foster of Foster Supply Hospitality in 2018, A Single Bite (ASB) is a nonprofit organization that is educating and feeding our Sullivan County neighbors with real, local food.

JOB FUNCTION & KEY ROLES:

The Director of Operations works closely with the Executive Director to lead and manage the day-to-day operations of the organization, business and finance goals and delivery of programs and resources to achieve the mission of A Single Bite.

As the Director of Operations, you will report to the Executive Director and will directly supervise the Culinary Director, Real Food Logistics Manager, Real Food Education Manager and related support staff.

This individual is responsible for:

Operations, Planning & Strategy

• Serve as the thought partner to the Executive Director to design, articulate and implement operational plans to support A Single Bite’s short and long-term vision, strategy and goals.
• Develop appropriate infrastructure, systems and processes, setting high standards for effectiveness, accountability and excellence. Apply continuous quality improvement of operating strategies, systems and procedures.
• Participate in the leadership of the organization with a commitment to collaboration, mutual support, transparency and healthy conflict resolution.
• Manage daily operations of the facility and the organization’s programs.
• Develop and maintain effective relationships with regional collaborators and partners, including Cornell Cooperative Extension, Sullivan County Food Security Coalition, Sullivan County government officials, schools, farmers, producers and many others.
• Oversee food sourcing, warehousing and distribution standard operating procedures are developed, implemented and maintained, and are consistent with the organization’s strategic goals.

Human Resources

• Develop, implement and manage all HR operations, initiatives, policies, procedures and systems for the organization.
• Manage human resources and payroll management services software (Paychex) and relationships with relevant representatives.
• Serve as the primary contact and benefits administrator for the organization’s benefits services and plans, i.e. health (medical, vision, dental), insurance (workers compensation), retirement, etc.
• Maintain compliance with federal, state, and local employment laws and regulations, and recommended best practices.
• Organize and conduct the recruitment, onboarding and orientation/training of all employees, ensuring a positive experience throughout the process.
• Mentor, guide and support a team, nurturing a culture of collaboration, respect, and empathy.
• Foster diversity and inclusive management practices across the organization.
• Handles and investigates sensitive employee issues or complaints.
• Develop and lead the annual employee performance evaluation process and procedures.
• Creates innovative communications such as manuals, web pages and other resources.
• Ensure workplace and food safety conditions are in compliance with OSHA and all other safety regulations and that all staff members are regularly trained in all aspects of workplace safety.
• Supervises and administers for safety training, sexual harassment training, professional licensure, and aptitude exams and required operational certifications. Review, track, and document compliance with mandatory training, and assigned continuing education.

Finance

• Manage financial operations, overseeing daily accounting including, but not limited to:
  • Lead in the development of internal financial procedures and controls and ensure compliance with those procedures.
  • Assist in the development and maintenance of systems that ensure proper compliance, managerial accountability, and functional integration of CFOS, ASB & SCRFH accounts and transactions.
  • Monitor and report on expenses and revenue (accounts payable and receivable) for contributions and earned revenue.
  • Ensure finance records are properly maintained and up-to-date, as well as generate weekly, monthly, quarterly and annual reports as needed to monitor, evaluate and optimize cash flow and sustainability, including monthly reconciliation of accounts.
  • Maintain accurate data and report on public and private funding including programmatic activities, financial status and deliverables.
  • Track and report on fundraising campaigns, grants, events and promotions.
  • Facilitate communications with outside accountants and assist in the preparation of all annual tax filings.
• Manage bi-weekly payroll processing and recordkeeping.
• Collaborate on budget preparation, management and financial forecasting and reporting.
• Make recommendations for and utilize technology to optimize recording, reporting and analytical functions.
  • Manage organization’s various current software platforms, including but not limited to: Quickbooks Online, Bloomerang, etc.
  • Assure necessary integrations are implemented and functional.
• Manage and maintain the organization’s insurance policies (business, umbrella, auto, officer’s, etc.)

Grants & Fund Development

• Assure the accuracy of grantor data in financial, grantor and various government systems.
• Maintain accurate data and report on public and private funding including programmatic activities, financial status and deliverables.
• Support grant research and application processes.
• Serve as lead in the tracking and utilization of grant funds and future planning of related financial and resource allocation.
• Assure integration with current financial platform(s).
• Assume other responsibilities and special projects as assigned.

Programs

• Lead the planning and overall strategic management of the various programs produced by A Single Bite, including budgets, timelines, quality and efficiency, process improvement and successful execution of each program.
• Maintain an overview of program(s) status and proactively communicate progress, issues and changes, and provide updates to stakeholders as requested. Provide operational insight into feasibility, timeline and cost effectiveness of both existing and prospective programs.
• With the program managers, develop processes for oversight of staff, volunteers, participant engagement, secure necessary resources and provide technical support.
• Recommend quantitative and qualitative metrics, guidelines, and standards for program evaluation.
• Continuously monitor and improve program participant (and volunteer) experience and satisfaction through policy and procedural changes.
• Assure smooth workflow and cost-effective processes.
• Track and report on program results, participation and output.

SKILLS/KNOWLEDGE REQUIRED:

• An inspiring lead from the front person who is passionate about helping others and their community.
• Advanced Degree from an accredited institution with at least five years of experience in operations.
• Experience in QuickBooks Online and/or various forms of electronic financial data management and reporting is preferred.
• Experience in the grant funding process, i.e. research, applications, management and reporting.
• Excellent analytical and critical thinking skills. Solid problem solving skills.
• Excellent verbal and written communication skills.
• Strong organizational skills with consistent follow-through .
• Proficiency in computer technology - ease with using various software applications, MacOS, Microsoft, Internet, Google tools for project and data management.
• Database administration and knowledge of CRM functionality and best practices desirable.

BENEFITS:

• Medical, dental, and vision insurance option
• 401K retirement plan option
• Paid time off and holidays
• Excellent work environment

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.