Assistant Operations Manager Jobs in Hawaii (NOW HIRING)

Operations Manager

The Operations Manager reports directly to the Executive Director at the local U.S.VETS site and regularly consults with and receives guidance and direction from the Vice President of Operations & Compliance at the U.S.VETS National Office. This individual is responsible for managing site operations and ensuring program and fiscal compliance to support all services at the U.S.VETS site.

FLSA Classification: Exempt

Responsibilities

• Ensures overall organizational integrity at the site through compliance with all local, state, federal, and other regulations
• Ensures program and financial compliance for each grant including driving efforts for achieving performance goals, successful audits, and balanced budgets
• Functions as a leadership role at the site among the management team and in support of the Executive Director and collaborates with the national Operations team to support organizational success
• Strategizes with management and national team from operations, compliance, and fiscal perspective to design, implement, and/or update programs and services to meet the needs of clients and the community
• Coordinates with site Managers and Coordinators to prepare and submit reports as required for funder, regulatory entities, and internal purposes
• Performs grants management including researching, preparing, and submitting grant applications, renewals, and modifications as needed to support program activities in collaboration with national Operations and Development departments
• Ensures client file and program data audits are conducted to ensure compliance with funders as well as organizational standards
• Collaborates with the Budget Analyst to prepare, modify, and monitor budgets for the site including forecasting and strategizing to balance the budget for each funded grant or program
• Ensures all revenue and expenditures are allowable, allocable, and reasonable based on requirements for funding sources and general non-profit compliance including following required procurement methods and collaborating with Accounting for proper expense recording
• Approves all site expenses including overseeing distribution and accounting of petty cash, site credit cards, and other financial transactions ensuring internal controls are maintained
• Oversees tracking, collecting, and reporting of program rents & fees from program participants
• Ensures grant billings conform to grant and budget specifications including timely preparation, submission, and collection of funds in collaboration with the site Budget Analyst
• Collaborates with site Human Resources in managing site payroll by conducting a thorough review of employee time sheets and payroll reports ensuring site staff are following proper allocation procedures
• Collaborates with Human Resources in staff recruitment, hiring, retention, training, evaluation, termination, and supervision as applicable
• Ensures complete personnel files are maintained at the site in collaboration with Human Resources
• Coordinates with National Office to ensure site licenses, permits, and insurance certificates are maintained as required by law and funders
• Collaborates with the Program team to ensure database maintenance and data quality for accurate grant and program reporting, client information, donation tracking, etc.
• Coordinates with National Office, landlords, and property management on lease agreements/addendums and facility maintenance ensuring compliance with regulations including health and safety codes
• Coordinates with site Human Resources and National Office to ensure site Information Technology (IT) needs are met
• Coordinates with all departments to oversee and maintain site inventory of supplies
• Performs other duties as assigned

Requirements

• Bachelor's Degree in Nonprofit Management, Public Administration, Accounting, Finance, or related field
• Minimum 2 years of operations management experience preferably with experience managing grants, finances, and compliance in a nonprofit organization
• At least 2 years in a leadership, management, or supervisory role
• Understanding of accounting and budgeting process
• Ability to work within a social services team environment and maintain the "bottom line"
• Excellent oral & written communications skills
• Ability to communicate and work effectively with a diverse group of clients, staff, community members, and funders as well as work independently with minimal oversight
• Leadership, Supervisory, and Conflict Management Skills

Preferences

• Master's Degree in Nonprofit Management, Public Administration, Accounting, Finance, or related field
• Experience managing grants, finances, and compliance in a nonprofit organization