Deputy Executive Director of Operations

Position Summary 

The Deputy Executive Director of Operations is responsible for strategic and operational leadership within CEO and as a member of the Executive Team, providing efficient, effective, and ethical management of the agency’s operations and administrative functions including fiscal, contracting, monitoring, operations, facilities management, and IT. The Deputy will work with the Executive Team to help guide the overall strategic direction of the agency and is responsible for leading and managing the Operations Team to support meeting the goals of the organization and the Administration.  

This position reports to and supports the Executive Director to cultivate a client-centered and solution-focused workforce to fulfill the agency’s mission. The Deputy will preserve CEO’s positive reputation and is expected to be a brand ambassador to external partners, City departments, and stakeholder groups, and must always exemplify high ethical conduct.  

Essential Functions 

• Oversees a variety of administrative functions, including fiscal, contracts, facility, and fleet management. Establishes policy for operational matters; assists in coordinating the annual budget process; handles special projects; conducts research; prepares reports; compiles and analyzes administrative and fiscal data; and monitors administrative functions and daily activities of the Operations Team. Create metrics and benchmarks for each unit.  

• Participates as an integral member of CEO Executive Leadership to exchange information, build relationships with staff, City departmental heads and representatives, local, state, and federal representatives, stakeholders, community organizations, vendors, and the public to increase partnerships and collaborations and promote the work of the Department.   

• Leads, guides, and supervises all administrative services to improve the efficiency and effectiveness of operations and ensure compliance with all regulatory entities. Reviews and analyzes agency policies and procedures, identifies problem areas, develops solutions and implementation of corrective plans. Establishes annual Operations Team goals, reviews and reports on monthly progress and annual accomplishments. Acts as a problem solver.  

• Primarily works with the City’s Law Department, Department of Public Property (DPP), Budget Office, Finance, Health & Human Services (HHS), and a variety of contract partners.  

• Through the CFO, ensures monthly financial tracking, planning and preparation of financial reports. Ensures timely invoice submission by vendors and notice to non- compliant vendors/providers. Through the CFO, ensures that departmental funds are timely and expended in accordance with regulatory requirements. Ensures that the fiscal unit is always audit ready.  

• Oversees facilities maintenance and service functions, addresses safety and health complaints, supply and inventory control. Through the Director of Operations, institutes an electronic system to track and coordinate supply, equipment and procurement requests and manage supplies and materials budget. Ensures safety and health complaints are timely addressed and resolved in coordination with the Director of Operations. Oversees Information Technology functions as well.   

• Advises Executive Director on a variety of issues; makes recommendations regarding policy or procedural change within the Operations Team. Analyzes problem areas and identifies areas for improvement. Develops recommendations for solutions and courses of action for implementation. Implements policy changes and process improvements and provides updates on progress.  

• Through the Director of Administration, oversees monthly Oversight Board, and annual contracts reports. Through the Director of Administrative Services, oversees Contract and all RFP or RFI processes, ensuring regulatory and OEO compliance. Works to shorten the timeframe for contract conformance and ensures that the Contracts Unit perform monitoring responsibilities that aid in the success of investments and collect and maintain all necessary reporting written and data. Make sure unit is always audit ready.  

• Other duties as assigned 

Competencies, Knowledge, Skills and Abilities 

• Strong operations and finance leader with a proven track record of success  

• Extensive experience managing teams and direct reports  

• Ability to drive strategy through to team and individual goals  

• Deep understanding of project management processes   

• Proficiency in creating action plans  

• Ability to anticipate and meet deadlines  

• Demonstrated complex problem-solving skills   

• Ability to support staff and model best practices  

• Training and/or facilitation experience  

• Ability to demonstrate flexibility and exercise sound judgement  

• Ability to learn quickly  

• Excellent oral and written communication, critical thinking, negotiation, and analytical skills are also essential