Operations Manager


COOK INLET TRIBAL COUNCIL, INC.

JOB DESCRIPTION

 

Job Title:        Operations Manager

Department:    Child and Family Services Department

Reports to:      Sr. Director Child of Child & Family Services

Supervises:     Administrative Assistant

FLSA Status:  Exempt

Pay Grade:      C5

Job Type:        Regular, Full-Time

 

General Functions:

The Operations Manager (OM) supports the Child & Family Service Department by administering grant activities necessary to the effective implementation of all funded grants, projects and initiatives.  The Operations Manager is responsible for coordinated planning with the Sr. Director of Child & Family Services, other CFSD Program Managers and CITC support staff such as human resources and legal staff in order to execute administrative functions of project implementation to achieve department goals.  The Operations Manager is responsible for managing the execution of these administrative functions within CFSD.  Administrative functions include soliciting, engaging and managing the execution of necessary agreements with partners or vendors to conduct grant activities in support of project deliverables through CITC’s established processes, coordinating and managing continuous quality improvement processes and data management processes, managing project-specific policy and procedure development or revision, managing the use of project tools and resources, assisting the Director to prepare non-completing continuation or modification applications, and conducting regular CFSD and CITC written communication about department updates and activities. 

 

Duties and Responsibilities, including but not limited to:

  • Completes projects by planning, organizing and monitoring assignments.
  • Maintains department administrative staff by recruiting, selecting, orienting and training employees.
  • Contributes to or prepares required reports to CITC Board of Directors or funders by collecting, analyzing and summarizing information.
  • Coordinates implementation planning meetings for all new projects with CFSD staff and CITC support staff to ensure timely execution of grant activities and deliverables.
  • Coordinates requests for proposals of contracted services with Sr. Director and CFSD Managers by documenting and submitting timely scopes of work and budgets for processing.
  • Facilitates and manages department and project-specific policy and procedure development or revision to ensure relevance and accuracy.
  • Participates in CFSD planning of data processes and platforms to accomplish department and organizational data collection, entry, compliance and reporting to accomplish grant activities and evaluation functions.
  • Solicits, organizes and delivers written communication within CFSD and CITC to provide timely updates of new activities or announcements.
  • Ensures timely processing of vendor invoices and manages submission of invoices to achieve accurate fiscal reporting.
  • Acts as the Team Sponsor for all CFSD project Continuous Quality Improvement teams.
  • Manages the inventory of CFSD supportive services and works with CITC Facilities team to manage the CFSD fleet of vehicles for participant services.
  • Promotes the agency by ensuring and understanding of program services available for participants; adhering to professional code of ethics.
  • Promotes use of programs and facilities by communicating availability and schedules; notifying special interests groups; coordinating and cooperating with federal, state and local units of government.
  • Coordinates strategic planning efforts with Sr. Director, CFSD Program Managers, contracted strategic planners and community partners to maintain effective Advisory Group processes.
  • Prepares budget and project narratives, accesses needed assurances and coordinates Memoranda of Agreements with the Department Director to submit non-competing continuation applications and necessary budget modification requests.
  • Maintains agency credibility by establishing working relationships with community partners, vendors, advisory groups and related service agencies.
  • Maintains operations by following policies and procedures.
  • Maintains professional and technical knowledge by attending workshops; reviewing profession publications; establishing personal networks.
  • Complies with federal, state and local legal requirements by studying existing and new legislation; enforcing adherence to requirements; advising management on needed actions.
  • Maintains participant confidence and protects operations by keeping information confidential.
  • Contributes to team effort by accomplishing related results as needed.
  • Collaborates with other CFSD Program Manager, CITC Departments and CITC Support services staff to ensure a seamless system of participant services.

Minimum Core Competencies:

  • Values, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Job Specifications:

  • Proven leadership and advocacy skills.
  • Familiarity with Alaska Native cultures, traditions, history and needs.
  • Demonstrated ability to motivate and empower staff.
  • Demonstrated ability to use Word, Excel, PowerPoint, and other PC-Based Software.
  • Excellent verbal and written communication skills. 
  • Demonstrated knowledge of the child welfare systems.
  • Excellent problem solving skills
  • Ability to coordinate multiple activities with limited supervision.
  • Demonstrated knowledge of fiscal management.
  • Demonstrated ability to use Word, Excel, Power Point, and Outlook.
  • Demonstrated ability to provide leadership and work collaborative with many organizations.

 

                 

Qualifications:

  • Bachelors of Arts in human services, public administration or a related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
  • Minimum three years program administrative or program compliance experience required.
  • Minimum three years supervisory or project implementation experience required.
  • Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
  • Continued employment is contingent upon receipt of a satisfactory report from a state and federal background check.
  • Valid Alaska Drivers License and be insurable under CITC’s automotive insurance.

 

Preferred Qualifications

  • Master’s Degree in human services, public administration or a related field. 

 

Additional information:

Preference shall be given to eligible and qualified Alaska Native/American Indian applicants pursuant to P.L. 93-638 Indian Self Determination Act.

Anchorage, AK

2 month(s) ago