Operations Manager

To successfully perform this job, an individual must believe in and act in accordance with the Agency’s mission/vision statements, adopted theoretical frameworks, and philosophy, and adequately carry out each essential duty. The requirements listed below reflect the knowledge, skills, and abilities needed. Reasonable accommodation may be provided to assist individuals with disabilities in performing the essential functions. In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks beyond the duties listed in this job description.

Cross-Functional Operations & Project Management

• Manage cross-functional operational projects that strengthen agency infrastructure and improve consistency across programs and sites
• Working closely with the COO, develop practical workplans, timelines, and deliverables for priority initiatives; maintain trackers and dashboards; provide regular status updates, flag risks, and bring the COO in when input or decisions are needed
• Identify process gaps and propose practical improvements; implement approved solutions, document clear written procedures, and coordinate training and rollout so that changes are implemented consistently across the agency, and integrated into day-to-day practice
• Serve as a coordination point across departments, working with staff, program leadership, and the executive team to support follow-through on operational priorities

Contract Administration & Vendor Management

• In coordination with Finance and HR, maintain a comprehensive, organized contract file system so that others can readily access current scopes of work, compliance requirements, deliverables, reporting deadlines, and renewal dates.
• Manage vendor relationships: for assigned operational vendors (e.g., IT, equipment leases, software, building leases), serve as primary point of contact managing the full relationship lifecycle; for all other vendors, work with cross-agency leads to maintain centralized files and ensure timely documentation and compliance.
• Support day-to-day procurement processes and documentation, and the annual agency insurance assessment, in coordination with the COO, CFO, and Finance Department.

Policy & Procedure Management

• Serve as the agency’s central keeper of all policies and procedures — maintaining the master policy index, current versions, review history, and approval records; support development of new policies as needed, including drafting, version control, and communicating updates to staff.
• Manage policy review cycle and support Board Compliance Committee work — tracking reviews, coordinating drafting/approvals through the appropriate process (Board, Compliance Committee, Early Head Start Policy Council, etc.), preparing agendas, and ensuring follow-through on decisions.
• Coordinate training on key agency policies (e.g., mandated reporting, workplace violence prevention, conflict of interest), ensure documentation of completion, and work to keep policy governance consistent with accreditation, licensing, and contractual requirements.

Accreditation Support & Compliance Tracking

• Serve as the agency’s point person for keeping accreditation work moving forward: maintaining trackers, coordinating evidence collection across departments, ensuring follow-through on action items, and reporting progress to leadership.
• Build and maintain agency-wide tracking systems — including for training records, supervision logs, and staff certifications — that program leads can use to keep their compliance documentation current. Ensure approved minutes and key governance documents are properly filed and accessible for accreditation, contract, and audit purposes.
• Work with department and program leads to conduct an annual review of compliance documentation across accreditation, contract, and regulatory requirements.

Information Technology & Records Management

• Serve as the day-to-day lead for IT operations — including computer hardware, software systems, phones, communications technology, and online platforms — managing the agency’s relationship with contracted IT vendor, defining service needs, setting clear expectations, and overseeing the planning and execution of technology transition projects.
• Ensure staff IT support requests are prioritized, tracked, and resolved; manage IT inventory, hardware distribution, and replacement schedules (e.g. laptops, monitors, cell and desk phones, etc.)
• Drive the agency’s transition to consolidated electronic records systems — including physical record digitization and server-to-cloud migrations — developing naming conventions, filing protocols, and access structures, and coordinating staff training to ensure records are organized, accessible to the right people, and maintained correctly over time; coordinate with the IT vendor, COO, CFO, CPO, and other relevant agency leaders.
• Serve as lead on records management and retention — partner with department leads across sites to consolidate and organize records, ensure consistent application of retention schedules, and confirm that physical and electronic documentation is maintained, archived, and destroyed as required.
• In coordination with the COO and relevant staff, plan and lead the annual technology assessment — researching current systems, staff training needs, and alignment with short- and long-term goals — and bring findings and recommendations for review.
• Coordinate with the IT vendor and program leadership on data security measures, disaster recovery planning, and HIPAA compliance for electronic records systems.

Site Operations & Safety

The level of Operations Manager oversight varies by site and activity. In collaboration with COO, CPO, Head of Educational Excellence and designated site-level staff:

• Oversee day-to-day facilities operations across agency sites, with the level of involvement varying by site based on licensing and oversight structures.
• Coordinate workspace planning across 5 sites — seating, space allocation, and setup.
• Manage site access (i.e., security systems, key distribution, passcodes, parking, etc.).
• Manage general office supply procurement, inventory, and distribution.
• In collaboration with Head of Educational Excellence, plan and facilitate monthly Safety Committee activities (agendas, minutes/records, follow-through on action items).
• Ensure safety drills are conducted and documented across sites per Allies’ schedule and in compliance with accreditation, regulatory, and contract requirements; support emergency preparedness efforts, including review and updating of emergency protocols.

HR Facilitation

• Support the HR Manager in keeping day-to-day HR operations on track — ensuring tasks are moving, issues are flagged, and follow-through happens.
• Provide project management support for the annual HR audit in coordination with the HR Manager — tracking what needs to be reviewed, compiling documentation, and ensuring the process stays on schedule.
• Take on ongoing HR-related projects as needed — including maintaining the organizational chart, coordinating job postings, and supporting the annual workforce assessment.

Training, Onboarding & Staff Development

• Work with program leads and HR to support a consistent agency-wide onboarding experience — connecting new team members to Allies’ mission, systems, and culture across all sites.
• Monitor and maintain the annual agency-wide training plan and calendar — keeping required topics current across contracts and regulatory requirements, tracking participation and completion, and following up to keep things on track.
• In collaboration with the HR Manager and program leadership, support the development and launch of a supervisor training program — grounded in Allies’ standards and tied to leadership development and staff growth pathways within the agency.
• Help manage the planning, budget, and implementation of staff appreciation and recognition activities — including tenure recognition, all-staff celebrations, and welcoming new team members.
• Coordinate annual and project-specific feedback survey distribution to support continuous quality improvement efforts.

Reporting & Special Projects

• Develop and maintain operational reports, dashboards, and progress updates to support leadership decision-making.
• Support governance documentation — ensuring board packets, meeting minutes, bylaws, board manuals, and other key documents are completed, filed, and accessible.
• Compile organizational documentation, data, and supporting materials for grant applications and reports.
• Compile quarterly risk review documentation — gathering data, tracking action items, and preparing materials to support leadership review and reporting.
• Take on special projects and priority initiatives as needed in support of Allies’ strategic and operational goals.