Operations Manager - Church World Service

About CWS:

Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home.

Purpose:

The Operations Manager manages the overall and daily business and human resource operations of the CWS/Charlotte office at the local level.  The position assists the Charlotte Office Director and the Human Resource Department in providing human resource services; manages the intern program; and provides assistance to the Volunteer Coordinator and the four Program Coordinators as needed.

Responsibilities:

Human Resources and Operations

• Works with the Office Director to strategically plan the use of human resources and makes recommendations for effective use of staff.
• Reviews job descriptions for existing and new positions, and works with HR office to rate the same.
• Works with HR staff at national level to recruit for new positions. Works with HR office to ensure appointment of chosen applicant.
• Participates on interview teams
• Prepares Allocation Change Forms for all staff and tracks staff FTE allocations to each program.
• Works with Office Director to devise and plan annual staff retreat.
• Works with Office Director to plan and track staff development.
• Reviews and approves requests for purchase of office supplies, including stationery orders for CWS Charlotte. Places orders for same and follows up with delivery.
• Oversees all cell phone purchases, assignments, repairs, and billing.
• Oversees IT support in coordination with Headquarters, assuring that all employee computers and technology are updated and functional.
• Maintains communication with CWS office in Elkhart for local information needed regarding credit cards, stamps.com account, as well as other office-support accounts.
• Updates and maintains security protocol for the office including training staff on building security and issuing keys for the office and parking lot.
• Responsible to acquire suitable office space as well as plan and accomplish all details of the move
• Acts as point of contact for each landlord. Manages physical office issues as well as tenant contracts and related services such as internet, water, building access, and signage.
• Handles all new staff paperwork, on-boarding of new staff, and new staff orientation.
• Facilitates staff exits, completing all tasks on Staff Exit Checklist.
• Helps plan and facilitate monthly all-staff meetings.
• Assists Office Director in planning meetings, training, recruitment, taking minutes, distributing information to board members, upkeep of board member contact information
• Reviews lease and all associated documents with Director and landlords
• Provides regular support to Accounting Assistant, training when new staff are hired, and backup during periods of leave

 

Community Involvement

• Hires and places student interns each semester through relationships with local institutions for involvement with CWS/Charlotte programming.
• Assists the Office Director in building and nurturing strategic partnerships with local institutions and agencies.

 

Assistance to Program Coordinators

• Responsible for Petty Cash account, disbursement of Petty Cash, and other banking transactions.
• Picks up phone messages on main line daily.
• Organizes agenda and monthly meetings supplying regular follow up on a variety of office-focused issues
• Assists in assuring compliance with Tri-Agency regulations and other similar cooperatives

 

Common Duties

• Represent CWS/Charlotte at meetings and speaking engagements relevant to the responsibilities of the position.
• Undertakes other duties as assigned.

 

Qualifications:

Education:

• Bachelor’s Degree and at least 1 year of related work experience OR alternatively, High School Diploma/GED and at least 5 years of related work experience.

Experience: 

• Minimum of one year in office management and human resources required or, five (5) years’ experience in office management and human resources if no Bachelor’s Degree.  
• Must demonstrate creativity and initiative, and must be able to handle multiple projects and responsibilities simultaneously.

 

Other Skills:  

• The successful candidate must be computer literate, with proficiency in MS Office Suite (Word and Excel) and internet applications.
• Exceptional organizational and time management skills are required. 
• Excellent communication skills a must.

 

Competencies:

Communications: Able to communicate thoroughly and with self-confidence a broad range of information relating to program or department.  Communicate detailed and/or technical information clearly, in writing and orally. Represent CWS in varied forums, effectively interpreting its mission, values and programs and inspiring audiences to support its work.  Anticipate constituent needs and interests and take proactive steps to respond to them.   Promote sharing of relevant information among staff and with stakeholders.  Conduct negotiations with local stakeholders with integrity and sensitivity, ensuring all relevant information is clearly communicated and documented.

 

Constituent Relationships: Manage relationships with stakeholders and work within their structure to identify programmatic linkages, plan and implement services and activities, and coordinate resolutions to problems.  Identify potential constituents with whom to build relationships and flesh out details of those relationships within the context of CWS’s mission, values and policies.  Participate in developing recommendations and implementing policies governing relations with stakeholders.  Resolve issues of concern to maintain effective constituent relationships.

 

Job Knowledge: Know the history of CWS and its place among non-governmental organizations (faith-based, ecumenical, secular, relief and development).  Communicate an understanding of the faith-based nature of CWS’s work to stakeholders.  Know a broad range of information regarding specific program or department and use that knowledge to perform effectively and independently.  Applies a depth of knowledge within area of responsibility to implement assigned activities.  Use technology in varied, creative ways to support individual and program performance.  Identify learning opportunities for self and others and take/ recommend action.  Interpret CWS’s policies and procedures for staff and partners, keeping the “human” side in sight.  Understand general business practices that support individual and program performance.  Keep up to date with “best practices” and establish or adapt procedures that balance business performance with CWS’s ministry and values.

 

Leadership: Accept accountability for assigned activities and adapt work style to perform independently or within a team.  Recognize strengths and weaknesses in others and share knowledge to develop their abilities.  Facilitate the use of skills and resources within CWS.  Contribute to defining CWS’s vision and strategic planning.  Manage and evaluate program and budget, recommending changes necessary to achieve goals.   Enable and empower staff to take initiative and be creative.

 

Problem Solving:  Identify problems that undermine the effectiveness of a program.  Identify and implement workable solutions for program-wide problems, considering the costs, benefits and potential consequences to CWS.  Provide guidance and direction to others in resolving problems, as well as independently solving problems.   Determine the scope of problems, gather all necessary information, analyze impact on other areas and implement or recommend solutions.   Enable others to learn from the problem-solving experience by involving them in examining and resolving problems, ensuring solutions are appropriate to the scope of the problem.

 

Program Planning and Management: Manage the development, implementation and evaluation of specified program activities, recommending budget, implementation steps and time frames.   Lead the gathering and analysis of information from internal and external stakeholders.  Make time-sensitive decisions affecting outcomes of program activities.  Build consensus with colleagues, stakeholders and management in support of new initiatives.  Successfully manage multiple projects simultaneously.   Invite critical analysis and perspectives from stakeholders and act on their recommendations to improve program effectiveness.

 

Resource Building and Stewardship:  Plan budget needed for program activities.  Manage relationships with partners to assure continued support.  Develop opportunities to build support for CWS among new partners.   Manage staff and systems to make sure resources are used effectively.  Promote CWS’s mission, programs and services and inspire people to support them. Interpret CWS’s policies on stewardship and accountability for its resources to the public.

 

Teamwork:  Contribute program expertise to the work performed by the team.   Promote effective interactions among team members and facilitate group discussion. Participate in identifying and establishing work needs and time lines for completion.  Network with other teams to discuss activities.  Identify opportunities for skill development among team members and share knowledge and experience with them.   Negotiate issues that cause conflict within the team to support effective team functioning.  Prepare reports about team activities and progress in achieving results.

 

 

Benefits :CWS offers a competitive benefits package that includes:    - 403 (b) Retirement Plan                                               - Medical, Dental and Vision Insurance                                                  - Generous Paid Time Off (21 Paid Days Off; 27 Days after 2 Years)  - 14 Official Holidays  - Sick Time Off (12 Accrued monthly)                                      - Life Insurance and AD&D                                             - Long Term and Short-Term Disability                                                  - Employee Assistance Program (EAP)                                                 - Health Savings Account                                               - Flexible Spending Accounts      - Commuter Benefits