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Operations Supervisor

Posted on Nov. 20, 2024 by Felton Institute

San Francisco, United States of America
$65000.0 - $75000.0

Full Time

Job Description:

Operations Supervisor

Children, Youth, Family & Transitional Age Youth Division

Agency Overview

Founded in 1889, the Felton is the oldest nonsectarian, nonprofit social-services provider in the City and County of San Francisco and the Bay Area. Rooted in equity, our mission is to transform the quality of life and promote social justice to accelerate community-led change. Our vision is to drive positive and sustainable community-led change where all have equitable access to innovative, high-quality, evidence-informed services.

Division Description
The Children, Youth, Family, and Transitional Age Youth Services Division (CYFTAY) provides a comprehensive range of services to low-income and underserved individuals and families facing a variety of challenges. Our programs support infants, toddlers, and preschool-aged children, including those with special needs; youth, including transitional age youth, pregnant and parenting teens, and youth in the foster care system; and families, including low-income, immigrant, monolingual, and homeless populations. CYFTAY’s multidisciplinary approach includes Early Childhood Education, Early Intervention and Inclusion, Family Support, Mental Health Services, Health and Nutrition, Wellness, Parenting Education, and workforce development ensuring holistic care and support across the community.

Our ideal candidate is a collaborative team player who excels in building strong partnerships with both staff, vendors, and community partners. As an Operations Supervisor, they will bring exceptional leadership, interpersonal, and management skills, along with proven supervisory experience, to support the success and efficiency of Felton’s CYFTAY Programs.

Reporting to the Operations and Facilities Director, the Operations Supervisor will perform administrative, and support tasks related to the functioning of the CYFTAY division, intersecting financial, administrative and vendor relations, performance and management.

The CYFTAY Operations Supervisor is responsible for managing essential administrative and operational tasks to ensure the smooth functioning of the CYFTAY division. Key responsibilities include overseeing accounts payable processes, managing procurement and inventory, coordinating with vendors, and ensuring compliance with operational budgets. This role also involves hiring, training, and supervising center assistants, custodial staff, and kitchen personnel, with a focus on implementing efficient practices to reduce costs, increase productivity, and support program functionality.

Role Expectations

This position requires flexibility, a keen eye for detail, and availability for occasional evening and weekend projects. Strong judgment and project management skills are essential for planning and achieving program goals, and a degree of creativity and adaptability is expected in overseeing daily operations.

Specific Responsibilities

Operational Oversight (50%)

Supervise day-to-day operations to ensure that tasks are completed in an efficient and timely manner.
Develop and implement standard operating procedures (SOPs) to ensure consistency across operations.
Monitor and evaluate the performance of operations, identifying areas for improvement and implementing changes as necessary.
Ensure compliance with company policies, safety standards, and industry regulations.
Maintain well-documented and accessible systems, protocols, and policies, ensuring effective communication to support smooth operations.
Oversee procurement and purchasing for CYFTAY programs, including pricing research/analysis, placing orders, inventory management, and processing returns.
Manage the accounts payable system, create and distribute invoices, process payments, and track outstanding balance for all accounts.
Collaborate with the Operations and Facilities Director to ensure policies are updated for daily operations such as food service, emergency preparedness, facility cleanliness, supply, and technology management.
Coordinate with IT to develop maintenance schedules for program technology and keep inventory (e.g., laptops, copiers, smartphones).
Manage program supply inventory, ensuring accurate records for items purchased with public funding, and complete reports on costs, inventory, and production metrics. Keep tight records of discarded items.
Maintain and replenish office equipment and supplies, monitor warranties and service agreements, and arrange repairs or servicing as necessary.
Negotiate with vendors for supplies and repairs, ensuring adherence to budget guidelines.
Identify and address unsafe conditions promptly.

Vendor and Supplier Management

Manage relationships with vendors, ensuring that all products and services are delivered on time and meet quality standards.
Negotiate contracts, manage pricing agreements, and ensure that operational costs are within budget.
Coordinate the procurement of goods, services, and equipment necessary for operations.

Inventory and Resource Management

Oversee inventory control, ensuring sufficient stock levels are maintained and items are ordered as needed.
Implement inventory tracking systems to minimize waste and reduce costs.
Ensure that equipment and supplies are properly maintained and functioning.

Problem-Solving and Process Improvement:

Identify and troubleshoot operational issues, implementing solutions in a timely and cost-effective manner.
Continuously seek opportunities for process improvement, efficiency gains, and cost reduction.
Collaborate with other departments to streamline operations and improve cross-functional processes.
Work with the Operations & Facilities Director to ensure accurate invoicing, cost tracking, and reporting.

Reporting and Documentation (20%)

Oversee timely processing of vendor invoices, reimbursements, petty cash, and ROEs for the CYFTAY division.
Ensure all accounts payable records are submitted for approval and maintain accuracy in financial records.
Process payments for staff reimbursements, including tuition, books, and Community Care Licensing fees for ECE programs.
Perform various administrative tasks, including drafting correspondence, scheduling meetings, and overseeing building security.
Prepare and submit regular operational reports to Operations & Facilities Director, highlighting key performance metrics, progress, and challenges.
Maintain accurate documentation related to operational processes, vendor contracts, inventory, and financial records.
Assist with the preparation of audits and reviews as required by management or regulatory bodies.

Staff Supervision and Development (20%):

Lead, manage, and motivate a team of administrative staff, including recruitment, onboarding, training, and performance management.
Provide ongoing support, guidance, and professional development opportunities for staff.
Address any operational issues related to staff performance, ensuring effective communication and problem-solving.
Serve as backup support for the CACFP Operations Supervisor and Facilities Supervisor and their respective teams as needed.
Conduct documented performance reviews twice annually, providing constructive feedback and monitoring staff development.
Meet regularly with individual staff members and groups, keeping records of discussions and decisions.
Approve timesheets and leave requests for direct reports.
Arrange staff work schedules, accounting for vacations, absences, and coverage needs to ensure smooth program operations.
Maintain a staffing plan and arrange coverage as needed to meet program requirements.
Plan and manage overtime or adjust schedules, process timecards, and delegate tasks.

Facilities Support, Event Planning and Coordination (10%)

Assist the Facilities Supervisor with routine maintenance for CYFTAY program facilities, ensuring maintenance, janitorial, and pest control services are conducted properly.
Conduct daily walk-throughs to oversee school facilities' condition and coordinate larger facility projects with the Operations and Facilities team.
Assist with procurement and oversight of bids for facilities maintenance services, including HVAC, plumbing, and special projects.
Support the Operations & Facilities team with special projects.
Provide support for event planning and logistics for all CYFTAY division events and activities as needed.

Minimum Requirements/Qualification

Associate degree with an emphasis in management, business, or related field (preferred)
At least 3 years of relevant work experience (Required)
Ability to provide leadership and stability and supervise staff of various educational and experiential backgrounds in a positive, respectful manner
Excellent verbal, and written communication skills
Professional appearance and demeanor, with professional ethics of confidentiality, ability to exercise good judgment and discretion
Attention to detail, ability to manage a wide variety of tasks and meet deadlines, and reliability/dependability)
Reliable, ability to prioritize assignments and complete them in an efficient and timely manner according to due dates and timelines.
Upon hire, must be able to pass a physical exam and TB screening, to meet Title 22 regulations as required
Upon hire, must pass a Department of Justice fingerprint clearance and a Child Abuse Index clearance as required by licensing
Must be able to lift to 40+ lbs. (may include equipment)
Must be able to bend, stoop, sit on the floor, lower, and raise self from the floor and use both hands to grasp securely on a consistent basis
Ability to independently understand, speak, read, and write English adequate to communicate
Ability to work independently under broad supervision
Ability to be a team player with a welcoming attitude
Bilingual Spanish/English (Preferred)

Additional Information:

Reports to: Operations and Facilities Director

Job Type: Full-Time

Work Schedule: Onsite daily with shifts from 7:30 AM to 3:30 PM and 9:30 AM to 5:30 PM, depending on operational needs. Some evening and weekends may be required.

FLSA Status: Exempt

Salary Range: $65,000 - $75,000 Annually (DOE)

Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:

Candidates should apply for the position at our career page “careers.felton.org” OR directly email resumes to “jobs@felton.org”.

IMP NOTE: Job responsibilities are subject to change according to program requirements.

Advertised until:
Dec. 20, 2024

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