Associate Director at Homeless Teen Shelter and Youth Emergency Services Organization in Savannah
- Experience Level
The Associate Director is responsible for all functional aspects of operations across Park Place Outreach locations and programs. Reporting to the Executive Director, the Associate Director acts on behalf of the Executive Director when unavailable and serves as a go-to resource for staff. The Associate Director ensures day-to-day priorities support organizational and program objectives by managing all operational components of the organization including human resources, finance/payroll, and logistics/office management/maintenance. The Associate Director collaborates with the Program Managers to ensure support of all programs from a logistics and operations perspective. Overseeing all staff communications, the Associate Director ensures productive staff meetings and training programs occur on a regular basis and maintains open lines of communication among all team members. The Associate Director plays an integral role collaborating with Program leadership, Executive Director and Board Members in the strategic planning process to ensure alignment of daily tasks, mission and future vision.
All employees of Park Place Outreach are expected to demonstrate commitment to our mission of providing services to at-risk youth and their families through compassionate care and respectful communication and collaboration with every member of our team.
Position Requirements & Qualifications
- Two or four-year degree required, preferably in business management or a related field.
- Three to five years’ experience in office administration required, with at least two years of supervisory experience.
- Familiarity with human resources processes required, SHRM certification preferred.
- Proficiency in Microsoft Office suite, payroll systems and office equipment and processes required.
- Experience in a non-profit environment preferred, preferably in direct service work with children/families.
Essential Job Responsibilities
- Oversees the recruiting, selection and hiring processes of new employees, working collaboratively with the hiring program manager. Includes:
- ensuring job descriptions are updated
- posting open jobs to relevant sites
- streamlining the application process
- scheduling interviews with qualified candidates
- assisting hiring program managers with a consistent interview process
- providing resources to assist hiring program managers to conduct a structured and consistent on-boarding and orientation process for all new hires.
- Serves as a go-to resource for employee relations matters, assisting all team members with resolving conflict, following the chain of command and navigating the grievance process as needed, per policy.
- Oversees compliance with human resource files according to regulations, compliance requirements and legal guidelines. Ensures employee files are updated with all employment changes and HR documents.
- Oversees the performance evaluation process to ensure managers have the tools and resources to conduct meaningful annual performance evaluations. Creates a time line for the annual process and updates forms as needed per input from the team.
- Works with the Executive Director to determine annual cost of living/raises and bonuses, as applicable.
- Oversees employee benefits by conducting an annual review of benefits offered and vendors providing services. Leads the process to select annual health care insurance provider and plans, ensuring benefit costs align with budget.
- Schedules annual employee benefit review meeting.
- As necessary, serves as a liaison between employees and benefit providers
- Promotes Simple IRA benefit and assists employees with accessing benefit
- Collaboratively develops a plan for employee recognition and engagement strategies, acknowledging employment anniversaries, coordinating team celebrations and parties, and developing a system to recognize outstanding employees.
Finance / Payroll
- Oversees the “WhenIWork” timekeeping platform, reviewing and approving bi-weekly time sheets prepared by managers, ensuring hours worked and overtime records are accurate.
- Serve as liaison with bookkeeper for financial processes and recordkeeping.
Communication & Training
- Collaboratively establishes an annual schedule of staff meetings and provides notice of meetings, working with Program leadership and Executive Director to craft agendas and secure speakers, as applicable.
- Collaborates with staff to identify and coordinate training opportunities, ensuring all staff are offered 6 training hours per quarter and securing community partners.
Office Management, Logistics & Maintenance
- Maintains an adequate, safe and organized office space with sufficient supplies and equipment to house the programs, team members, records and supplies, and individuals served.
- Coordinates with Program leadership and other staff members to order and maintain needed supplies and inventory per budget.
- In conjunction with Program leadership, coordinates maintenance within all physical locations of Park Place Outreach using internal and external resources.
- Works with the Executive Director to review, update and renew contracts with partners and vendors. Maintains liability insurance requirements for all aspects of PPO.
- Schedules and coordinates preventative maintenance and repair for all PPO vehicles.
Traits & Distinguishing Characteristics
- Excellent verbal and written communication skills.
- Excellent organizational and problem-solving skills.
- Ability to plan, monitor and evaluate programs and services.
- Maintains exceptionally high standards of integrity and confidentiality.
- Takes ownership of work and demonstrates willingness to accept responsibility for decisions and actions.
- Demonstrated leadership and management skills.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Much of the work of this position is completed while sitting at a desk, using a computer and phone. Requires talking, hearing and visual acuity sufficient to perform these major functions.
- Requires mobility through a home-like environment and office space in a multi-floor building.
- Occasionally includes reaching above shoulder heights, below the waist or lifting up to 25 pounds for office equipment, supplies and materials.
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