Operations Administrative Lead
ABOUT CHILDREN SERVICES OF Roxbury:
Founded in 1972, the mission of Children's Services of Roxbury's (CSR) is to provide high-quality services to economically disadvantaged children, youth, families, and individuals, thereby promoting and strengthening family life and individual growth.
CSR serves approximately 6,000 families across Massachusetts through four key service areas; Early Education and Care, Behavioral Health Services, Youth and Family Services, and Housing and Stabilization.
Twenty-two programs are operating under those four service areas.
CSR operates across six cities with a staff of approximately 400 employees.
Overview:
The lack of adequate, affordable housing further destabilizes impoverished adults and families.
CSR's Housing and Stabilization Services staff is committed to addressing the needs of homeless individuals and families by providing permanent or temporary shelter, food, and clothing.
Our safe, secure, and nurturing environments help families and individuals regain their self-esteem, develop life skills and financial independence while remaining healthy and connected to their communities.
Summary:
As the Operations Administrative Lead for the Housing and Stabilization Department, the primary objective is to ensure the seamless functioning of administrative operations while providing dedicated support to the Vice President in achieving departmental goals with utmost efficiency.
This high-functioning position combines the responsibilities of an Assistant Director of Operations and an Administrative Assistant, requiring strong organizational, leadership, and communication skills and a proactive and problem-solving mindset.
By consolidating these key roles into one, the Operations Administrative Lead will play an essential and active role in optimizing the Vice President's time management and overall efficiency.
This highly visible position will support the department's day-to-day operations and contribute significantly to its long-term success and sustainability.
Essential Duties &
Responsibilities:
The Vice President of Housing and Stabilization may designate various other activities.
The following statements are intended to describe the general nature and level of work being performed.
They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time for any reason.
Administrative Oversight:
Providing overall administrative support and ensuring smooth day-to-day operations across different teams and Directors and VP of any concerns or events.
Supporting Leadership:
Assisting senior management (VP of Housing) with administrative tasks, including scheduling, meeting coordination, and report preparation, large food orders.
Handling Issues and Escalations:
Addressing administrative challenges and resolving issues that arise within the Department.
Team Management:
Leading and supervising administrative staff, providing guidance, setting goals, and conducting performance evaluations, all tasks assigned for orientation.
Process Improvement:
Identifying opportunities to streamline administrative processes and implementing efficient workflows to enhance productivity.
Budget Management:
Assisting in creating and managing budgets for administrative functions and ensuring expenditures are within the approved limits.
Handle credit card reconciliation Manage gift cards Data Analysis and Reporting:
Collecting and analyzing data related to administrative operations, preparing reports, and presenting findings to Director and VP.
Policy Implementation:
Ensuring adherence to organizational policies and procedures and implementing changes or updates when required.
Project Support/Management:
Assisting in planning and coordinating administrative aspects of projects, collaborating with project managers to achieve project goals.
Vendor Management:
Overseeing relationships with vendors and service providers.
Compliance and Regulations:
Ensuring compliance with relevant administrative operations laws, regulations, and industry standards.
Staff Development:
Assisting the Director of Operations in researching and organizing training programs to enhance the skills and knowledge of administrative staff, fostering professional growth.
Supporting hiring and onboarding functions for the department.
Quality Assurance:
Implementing quality control measures to maintain high administrative service and process standards.
Technology Integration:
Leveraging technology to improve administrative efficiency and explore Opportunities for automation.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements below represent the required knowledge, skill, and/or ability.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
3-5 years of administrative management experience (preferably senior management level).
A Bachelor's degree in business, nonprofit administration, health and human services or a related field preferred.
2 years of supervisory experience preferred.
Proficiency in Microsoft Office Suite required, and knowledge of ETO, Apricot, and other databases a plus.
Ability to communicate effectively, both verbal and written.
Ability to practice and model professional standards, including maturity, self-reflection, insightfulness, and holding self and others accountable.
Ability to prioritize projects/tasks, create timelines and meet deadlines.
Ability to manage multi-step tasks utilizing available resources effectively and initiate and complete tasks independently while managing shifting priorities, deadlines, and workloads.
Strong problem-solving and decision-making skills, including the ability to thoroughly assess a situation, seek to understand multiple perspectives, and develop solutions.
Attentive to detail, accurate reporting, and ability to quality check work.
Demonstrates ability to:
hear and hold sensitive and confidential information.
Availability to respond to occasional emergencies (usually by phone) on a 24/7 basis - not including scheduled time off/vacation.
A growth mindset, including an openness to ideas and embracing change.
Ability to collaborate and work with people from diverse cultures and socio-economic backgrounds.
Bilingual/Bi-cultural background, a plus.
BENEFITS Paid vacation, personal and sick leave Health, vision, and dental insurance Employer-paid disability and life insurance 401K plan Access to free, on-line CEU approved educational courses Employee discounts program providing discounts on thousands of products and services Work with a professional, dedicated, and compassionate team of people Help us raise money to continue the important work of changing and saving lives PI226998803 Recommended Skills Attention To Detail Automation Business Process Improvement Communication Confidentiality Data Analysis Estimated Salary: $20 to $28 per hour based on qualifications.
Founded in 1972, the mission of Children's Services of Roxbury's (CSR) is to provide high-quality services to economically disadvantaged children, youth, families, and individuals, thereby promoting and strengthening family life and individual growth.
CSR serves approximately 6,000 families across Massachusetts through four key service areas; Early Education and Care, Behavioral Health Services, Youth and Family Services, and Housing and Stabilization.
Twenty-two programs are operating under those four service areas.
CSR operates across six cities with a staff of approximately 400 employees.
Overview:
The lack of adequate, affordable housing further destabilizes impoverished adults and families.
CSR's Housing and Stabilization Services staff is committed to addressing the needs of homeless individuals and families by providing permanent or temporary shelter, food, and clothing.
Our safe, secure, and nurturing environments help families and individuals regain their self-esteem, develop life skills and financial independence while remaining healthy and connected to their communities.
Summary:
As the Operations Administrative Lead for the Housing and Stabilization Department, the primary objective is to ensure the seamless functioning of administrative operations while providing dedicated support to the Vice President in achieving departmental goals with utmost efficiency.
This high-functioning position combines the responsibilities of an Assistant Director of Operations and an Administrative Assistant, requiring strong organizational, leadership, and communication skills and a proactive and problem-solving mindset.
By consolidating these key roles into one, the Operations Administrative Lead will play an essential and active role in optimizing the Vice President's time management and overall efficiency.
This highly visible position will support the department's day-to-day operations and contribute significantly to its long-term success and sustainability.
Essential Duties &
Responsibilities:
The Vice President of Housing and Stabilization may designate various other activities.
The following statements are intended to describe the general nature and level of work being performed.
They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time for any reason.
Administrative Oversight:
Providing overall administrative support and ensuring smooth day-to-day operations across different teams and Directors and VP of any concerns or events.
Supporting Leadership:
Assisting senior management (VP of Housing) with administrative tasks, including scheduling, meeting coordination, and report preparation, large food orders.
Handling Issues and Escalations:
Addressing administrative challenges and resolving issues that arise within the Department.
Team Management:
Leading and supervising administrative staff, providing guidance, setting goals, and conducting performance evaluations, all tasks assigned for orientation.
Process Improvement:
Identifying opportunities to streamline administrative processes and implementing efficient workflows to enhance productivity.
Budget Management:
Assisting in creating and managing budgets for administrative functions and ensuring expenditures are within the approved limits.
Handle credit card reconciliation Manage gift cards Data Analysis and Reporting:
Collecting and analyzing data related to administrative operations, preparing reports, and presenting findings to Director and VP.
Policy Implementation:
Ensuring adherence to organizational policies and procedures and implementing changes or updates when required.
Project Support/Management:
Assisting in planning and coordinating administrative aspects of projects, collaborating with project managers to achieve project goals.
Vendor Management:
Overseeing relationships with vendors and service providers.
Compliance and Regulations:
Ensuring compliance with relevant administrative operations laws, regulations, and industry standards.
Staff Development:
Assisting the Director of Operations in researching and organizing training programs to enhance the skills and knowledge of administrative staff, fostering professional growth.
Supporting hiring and onboarding functions for the department.
Quality Assurance:
Implementing quality control measures to maintain high administrative service and process standards.
Technology Integration:
Leveraging technology to improve administrative efficiency and explore Opportunities for automation.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements below represent the required knowledge, skill, and/or ability.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
3-5 years of administrative management experience (preferably senior management level).
A Bachelor's degree in business, nonprofit administration, health and human services or a related field preferred.
2 years of supervisory experience preferred.
Proficiency in Microsoft Office Suite required, and knowledge of ETO, Apricot, and other databases a plus.
Ability to communicate effectively, both verbal and written.
Ability to practice and model professional standards, including maturity, self-reflection, insightfulness, and holding self and others accountable.
Ability to prioritize projects/tasks, create timelines and meet deadlines.
Ability to manage multi-step tasks utilizing available resources effectively and initiate and complete tasks independently while managing shifting priorities, deadlines, and workloads.
Strong problem-solving and decision-making skills, including the ability to thoroughly assess a situation, seek to understand multiple perspectives, and develop solutions.
Attentive to detail, accurate reporting, and ability to quality check work.
Demonstrates ability to:
hear and hold sensitive and confidential information.
Availability to respond to occasional emergencies (usually by phone) on a 24/7 basis - not including scheduled time off/vacation.
A growth mindset, including an openness to ideas and embracing change.
Ability to collaborate and work with people from diverse cultures and socio-economic backgrounds.
Bilingual/Bi-cultural background, a plus.
BENEFITS Paid vacation, personal and sick leave Health, vision, and dental insurance Employer-paid disability and life insurance 401K plan Access to free, on-line CEU approved educational courses Employee discounts program providing discounts on thousands of products and services Work with a professional, dedicated, and compassionate team of people Help us raise money to continue the important work of changing and saving lives PI226998803 Recommended Skills Attention To Detail Automation Business Process Improvement Communication Confidentiality Data Analysis Estimated Salary: $20 to $28 per hour based on qualifications.
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