INTERNAL: Director of Operations

Position Summary

The Director of Operations (DO) is responsible for the strategic design and optimization of HAAM’s operations infrastructure. The DO serves as a senior leadership partner to the Chief Executive Officer (CEO) and HAAM Leadership Team, leading HAAM’s strategic efforts to efficiently support HAAM’s operations in the areas of facilities management, human resources, and finance, ensuring a strong operational environment and cultivating a high-performance organizational culture. The DO supervises HAAM’s Administrative Associate. The DO has experience with multi-tasking, takes pride in their organization skills, and has experience working with people from a variety of backgrounds and personalities. The DO is a detail-oriented individual who can successfully prioritize and execute administrative duties as well as support the efforts of all team members, including the CEO and Chief Strategy Officer (CSO).

Duties/Responsibilities

Strategic Leadership & Governance

• Serve as a key member of the leadership team, moving beyond contributing to goals to actively defining operational strategy and KPIs.
• Oversee the preparation for Board Meetings, shifting focus from logistics/minutes to ensuring governance compliance and preparing high-level executive dashboards for Board review.
• Lead in coordination with the CSO the implementation of strategic plan pillars relevant to the operations of the organization, including building a culture of belonging, ensuring all departments have the resources and systems required to meet targets.
  
  

Administrative

• Oversee the management of the Administrative Associate, including assigning administrative duties, and review and develop their annual plan and performance review.
• Oversees the Administrative Assistant’s responsibility to schedule, organize, and coordinate the organization’s monthly all-staff, and occasional ad-hoc meetings convened by the CEO.
• Liaison to information technology vendor for employee needs, including tech asset distribution and allocation (phone, computer, etc.)
  
  

Facilities & IT Infrastructure

• Oversee all the processes involved in acquiring the products, materials, goods and services needed for efficient business operations
• Oversee building and grounds maintenance, including the maintenance of custodial and security services
• Ensure that basic facilities, such as, water and heating, are well-maintained, while also ensuring cost-effectiveness
• Ensure that facilities meet government regulations and environmental, health and security standards
• Oversee building projects, renovations or refurbishments to promote organizational effectiveness.
• Develop IT roadmap and assess long-term technology needs and data security protocols to optimize systems and compliance.
  
  

Finance

• Oversee related bookkeeping duties, including donation data entry and reporting to ensure consistent separation of financial duties
• Monitor accounting functions such as Accounts Payable, Accounts Receivable, cash flow
• Perform monthly credit card reconciliation
• Coordinate and facilitate with the Finance Manager the annual audit with external auditors and organization leadership, offering direct assistance during external audit review
  
  

People and Culture (HR)

• Develop HAAM’s comprehensive talent and acquisition and retention strategy
• Partner with CSO to design and implement HAAM’s compensation philosophy and benefits structures, ensuring competitiveness in the market
• Train hiring managers in the recruitment of personnel through collection and verification of candidate documentation
• Organize and participate in the review of job applications, candidate shortlisting, and interviews
• Complete onboarding and orientation of new hires, including distributing department-specific tech assets
• Follow termination procedures, including arranging exit interviews, and collection of all equipment and termination documents
• Assist in processing payroll, reviewing timesheets, generating, and reviewing payroll reports in WorkSight
• Lead high-level DEI initiative and Anti-Racism training strategies, integrating them into performance management systems.
• Act as a liaison between staff and HR PEO, management of personnel files, informing staff of insurance benefits enrollment process as well as changes to current benefit plans
• Oversee compliance for all personnel policies, limiting liability and ensuring adherence to labor laws, including monitoring compliance for relevant staff training and assist in skill development
• Develop and implement rewards and recognition of staff to foster a culture of belonging and to increase staff retention.
  
  

ADDITIONAL RESPONSIBILITIES And REQUIREMENTS

• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly
• Lift and carry up to 25 lbs
• Ability to work protracted or irregular hours
• Ability to drive personal or agency vehicle for agency business and to maintain vehicle liability insurance.
  
  

Experience/Skill Requirements

• Seven (7) years of operations, HR, finance, or organizational administration experience.
• Bachelor’s degree in a relevant field preferred.
• Experience building operational systems for scaling organizations.
• Strong written and verbal communication skills, with the ability to collaborate across diverse teams and stakeholders.
• Highly organized, detail-oriented, and able to manage multiple deadlines simultaneously.
• Proficiency in software platforms including QuickBooks, Asana, Charity Engine, Office 365, and Google Suite.
• Ability to work effectively in a fast-paced environment and maintain confidentiality, professionalism, and discretion.
  
  

Core Requirements

• Experience invoicing vendors
• Utilize excellent writing skills to take minutes at meetings
• Financial Reporting
• Experience preparing and facilitating annual audits for nonprofit organizations
• IT Troubleshooting ability
• Procurement
• Facilitate scheduling of meetings with various groups of individuals
• Proficient in the use of Office 365, Google Suite, QuickBooks, Asana, Charity Engine
• Experience with administrative positions
  
  

CORE COMPETENCIES – Please use from job posting. Should be 3-5 related to the specific position. Source document of core competencies to choose from are HERE

• Leadership--Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Change Management—Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results
• Cost Consciousness--Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Project Management--Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
  
  

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Employee Signature Printed Name Date

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Supervisor Signature Printed Name Date