JOB SUMMARY:
VOA Upstate New York is seeking a strategic and results-driven Operations Manager of Family Services to partner closely with the Director of Childcare and Senior VP of Operations in the operational management of the Children’s Center. This position focuses on day-to-day operational execution, compliance oversight, enrollment management, family engagement systems, and administrative coordination to ensure program excellence and financial stability.

The Operations Manager serves as the internal driver of systems, accountability, and performance allowing program leadership to focus on childcare education and community partnerships.

ESSENTIAL JOB FUNCTIONS:

• Oversee daily administrative and operational functions of the Children’s Center
• Ensure classroom ratios, staffing schedules, and coverage plans are maintained.
• Maintain a clean, organized, and tour-ready facility.
• Develop and implement operational workflows to increase efficiency.
• Coordinate closely with Facilities, HR, Finance
• Manage intake, enrollment processing, and waitlist systems.
• Oversee DSS billing, private pay accounts, and payment tracking.
• Ensure family documentation remains current and audit ready.
• Support parent communication systems and issue resolution.
• Monitor attendance and enrollment trends to maximize capacity.
• Support compliance with:
  • OCFS Licensing
  • CACFP documentation
  • Contracted program requirements
• Maintain required documentation and reporting systems.
• Prepare documentation for audits and monitoring visits.
• Track corrective action plans and compliance deadlines
• Assist with tracking grant expenditures against approved budgets.
• Compile operational data and outcomes for grant reporting.
• Monitor performance benchmarks tied to funding.
• Maintain organized grant documentation files.
• Support leadership in identifying funding efficiencies.
• Supervise administrative and family services staff..
• Ensure required training and certifications are maintained.
• Address performance concerns using progressive discipline.
• Promote a culture of professionalism, accountability, and service excellence.

EDUCATION & QUALIFICATION REQUIREMENTS:

• Bachelor’s degree in social services, human development, health, public administration or other closely related field.
• Master’s degree in social services or related area, preferred.
• 3-5 years proven operation management experience.
• Proven ability to translate complex and interrelated regulatory mandates into practice for direct service staff.
• Proven ability to respectfully interact with people of all socioeconomic and organizational levels.
• Ability to coordinate, monitor and direct case management activities; excellent organizational, planning, problem solving, and oral and written communication skills; and an aptitude for interacting with and motivating people.
• Experience working in Daycare or Early Head Start programs, preferred.

 PHYSICAL & WORKING REQUIREMENTS:

Performing the duties of this job requires talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication, and making fine discrimination in sound.

The employee must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The majority of essential duties are performed indoors, in an office/dorm style environment. The employee is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperature changes.

 RESPONSIBILITY OF OTHERS:

The employee has direct responsibility/supervision of other staff.

LIMITATIONS AND DISCLAIMER:

The above is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.

EEO POLICY STATEMENT:

VOAUPNY is an Equal Employment Opportunity employer committed to maintaining a non-discriminatory, diverse work environment.  In order to provide equal employment and advancement opportunities to all individuals, employment decisions at VOAUPNY will be based on merit, qualifications, and abilities.  VOAUPNY does not unlawfully discriminate in employment opportunities or practices based on race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, status as a covered veteran or any other protected characteristic in accordance with applicable federal, state and local laws.  This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, transfer, training, and access to benefits, leaves of absence, compensation and training.

Salary : $68,000 - $70,000