[Hiring] Director of Operational Support @CCSWW

Role Description

In support of organizational accountability, compliance, risk mitigation, and continuous improvement, the Director of Operational Support assumes responsibilities related to Operational Integrity and Project Management. Incumbent ensures that the contracting process is completed consistent with CCS policy and practice and is also responsible for the administration of the Operations Team, which provides comprehensive operational support for programs across the agency. Upholds and models the Mission, Insights, Key Action Steps and Principles of Leadership for CCSWW.

Responsibilities

• Manages the Contract Review process for NW Programs:
  • Initiates the local program review of new, renewed and amended contracts, MOUs, leases and other agreements.
  • Tracks program and finance approvals, mitigates challenges and or changes requested and communicates between CCS and the contractor until the contract has become fully executed.
  • Follows corporate policy in the coordination of contracts and procurement agreements.
  • Ensures additional policies and procedures are followed concerning Federally funded contracts.
  • Requests Certificates of Insurance (COIs) for initial agreements, sets up autorenewal of COIs and requests changes in coverage as directed by contractor requests.
  • Performs SAM.gov debarment and exclusion verification for appropriate agreements.
  • Maintains the NW local contract SharePoint site and works closely with the CCSWW Contracts and Risk Manager.
  • Manages Risk Partner database for NW properties and vehicles to ensure proper insurance coverage.
  • Attends planning and design meetings to represent the NW.
  • Provides leadership and input relevant to the needs of the NW agency.
  • Assists in employee training as database elements “go live.”
  • Reviews and approves invoices as requested by Regional Finance Director and/or Accounting staff.
• Provides Infrastructure & Administrative Support for the NW Agency:
  • Sources vendors and coordinates office machine leases, renewals and replacements.
  • Provides assistance in the area of financial stewardship as requested by the Agency Director.
  • Participates on the CCSWW Safety Committee and ensures agency participating in CCSWW-wide safety initiatives.
• Operational Integrity:
  • Leads the development, review, implementation, and ongoing maintenance of agency-wide policies and procedures.
  • Oversees contract compliance administration to ensure programs operate in accordance with executed contracts, funding requirements, and performance expectations.
  • Establishes and monitors internal controls related to operational processes, documentation, and reporting.
  • Coordinates operational audits, internal reviews, and compliance monitoring activities.
  • Ensures consistent application of policies and procedures across programs and departments.
  • Serves as a resource to program and administrative leadership on operational compliance, risk prevention, and integrity-related matters.
• Project Management:
  • Provides leadership and oversight for cross-functional operational projects.
  • Develops project scopes, timelines, deliverables, and accountability structures.
  • Coordinates internal stakeholders and external partners to align resources, expectations, and outcomes.
  • Monitors project progress, identifies risks or barriers, and implements mitigation strategies.
  • Ensures project outcomes support agency goals related to quality improvement, efficiency, compliance, and service excellence.
  • Documents project outcomes, lessons learned, and process improvements.
• Process Improvement & Standardization:
  • Identifies inefficiencies in operational workflows and leads process redesign.
  • Standardizes operational procedures across programs where appropriate.
  • Develops and maintains operational playbooks, templates, and standardized tools.
• Risk Reduction Through Efficiency:
  • Identifies operational risks created by inefficiencies or outdated practices.
  • Integrates efficiency improvements into quality improvement and risk management planning.
• Change Management:
  • Leads operational change initiatives, ensuring clear communication, training, and adoption.
  • Supports staff and leadership through transitions related to new processes, systems, or organizational changes.
  • Anticipates operational impacts of policy, funding, or regulatory changes.
• Data, Metrics & Performance Management:
  • Develops and monitors key operational performance indicators (KPIs).
  • Analyzes operational data to identify trends, risks, and opportunities for improvement.
  • Uses data to inform decision-making and prioritization of resources.
  • Ensures that all statistics required by the CCSWW Office are compiled in an accurate and timely manner.
• Continuous Improvement Culture:
  • Promotes a culture of continuous improvement, accountability, and operational excellence.
  • Encourages staff feedback and frontline input to improve systems and processes.
  • Facilitates cross-departmental learning and sharing of best practices.
• Responsible for the administration of the Operations team:
  • Crafts crucial communications directed to and for programs and external partners.
  • Carries out the administrative functions of the agency.
  • Assists with special projects initiatives of the agency.

Qualifications

• MA in Business Administration, Public Administration, MSW or related discipline OR 5+ years equivalent work experience and/or training.
• Experienced administrator with significant program development and implementation skills, preferably in a non-profit setting.
• Energetic, entrepreneurial, innovative individual with high ethical standards.
• Demonstrated strong financial and organizational skills with exposure to non-profit accounting and financial reporting requirements.
• An extremely well organized, detail oriented, self-directed individual who is articulate and can relate to people at all levels of an organization.
• A dynamic communicator able to work effectively with staff, government and community members.
• Deep commitment to the mission of CCS in providing quality services to the poor and vulnerable members of the community.
• Current WA State Driver’s License & proof of current automobile insurance.
• Excellent verbal, written, and strong interpersonal skills.
• Requires time management and interpersonal skills.
• Must be highly organized and able to make independent decisions.
• Strong facilitation and team building skills.
• Ability to counsel others to resolve disputes and mediate conflict.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Criminal History Background Checks are required prior to employment.