The Operations Manager ensures efficient and effective agency operations by managing day-to-day facility maintenance and operations, as well as researching, developing and coordinating the implementation of policies and procedures that support and strengthen the agency’s programmatic and administrative operations. This position directly supervises the Custodian, and is part of the programmatic management team, regularly interacting with and directing program staff across the agency on operational matters.
The Operations Manager works closely with program staff, agency management and the executive leadership team to achieve the agency’s strategic goals. This position requires outstanding quantitative skills, written and verbal communication skills, excellent judgment and ethics, ability to work in a team environment as well as independently, strong multi-tasking and organizational skills, and the ability to problem solve. The Operations is a key member of the Quality Assurance team.
The following duties are the essential functions of this position.
OPERATIONS AND MAINTENANCE
Ensure the seamless integration of all aspects of program service provision through the smooth functioning of building operations and by maintaining a safe, clean and secure environment.
Ensure that all mandated health and safety inspections happen on the required schedule and that all relevant programs have the proper operational licensing, (e.g., food handling, fire safety, health, etc.).
Identify and implement operation related staff development and training, assure that staff attend trainings on a regular basis and lead trainings as appropriate.
Work with the Quality Assurance Team and agency leadership to determine the most efficient way to deliver operational and administrative services.
Supervise the TLP Custodian in developing a schedule for all custodial and maintenance services and assure that tasks are successfully completed;
Monitor all custodial and maintenance functions including, but not limited to, preventative facility maintenance, repairs, grounds keeping, and agency vehicles, in conjunction with the master maintenance calendar;
Monitor all outside maintenance, repair and/or construction contractors, in conjunction with the master maintenance calendar;
Manage overall building security including, but not limited to, key distribution and tracking; fob programing, distribution and tracking; overnight security, building alarm systems, and the front door camera;
Identify and resolve additional administrative, building and facility needs.
Oversee the planning of weekly menus for Belfort House and communicate to staff and youth all policies and procedures related to meal times.
Assure the pickup and delivery of food items, purchased and donated.
Oversee the budgeting, ordering, organizing and inventory of food for Belfort House, the Bronzeville Youth Shelter and the Drop-In Center.
Coordinate the kitchen/pantry maintenance, operations and cleanliness of all programs where food is served.
Equipment & Supplies
Monitor program office equipment and notify IT support and/or COO as necessary to resolve performance issues.
Order and monitor the usage of all custodial, office, and client-related supplies, assuring that items are ordered in a timely manner.
Order and reconcile program transit cards.
Assist in monitoring and improving agency procurement and/or related systems.
Assist with in-kind donations in collaboration with the relevant program staff.
Develop recommendations for continuous improvement of the physical facility.
Prepares and submits all required forms and statistical documentation and other records in compliance with agency and external policies, procedures and applicable licensing standards.
Member of the following committees and teams (including but not limited to):
Quality Assurance Team
Safety Committee - Lead
Agency Leadership Team
Supervises interns as required.
Works with volunteers and supervises volunteer tasks as required.
Works as part of the program team to provide support and assistance whenever needed.
Manages direct reports to assure compliance with all agency policies and procedures.
Participates in on-call weekly rotation with other staff. When on call must be able to get to the site within 90 minutes to deal with crises.
Performs other duties as assigned.
Education and experience:
Bachelor’s degree required
At least 3 years or more experience with program administration and supervision of staff and interns preferred
3 years or more of residential youth work experience required
Must have valid driver’s license and proof of insurance with wiliness to drive clients in agency vehicle if/when needed.
Strong oral and written communicator
Demonstrates consistent business ethics and integrity in all areas
Exceptional organizational skills regarding schedules and work product
Displays a passion and commitment in their work
Able to manage well in an ever changing, fast paced environment
Solid team player, critical thinker and problem solver
Is flexible with their work schedule to meet the needs of the clients and agency commitments (including but not limited to training and meetings)
Proficient with automation (including but not limited to, Microsoft Office, ETO data entry, etc.)
Has a valid driver’s license and clean driving record and is willing to drive the agency vehicle when requested – Following background check, MUST be insurable under the agency’s insurance coverage, otherwise disciplinary action up to and including termination will occur
Has physical capability to lift 25 pounds and walk up and down stairs as needed.
Teen Living Programs is a non-profit organization that has supported and strengthened Chicago’s most vulnerable young people for nearly 40 years. We are the only agency in the city to focus solely on 14-24 year olds who are experiencing homelessness; and we offer comprehensive, year-round services to address everything from emergency needs and housing to education, job readiness, and embracing a ...healthy lifestyle. Our services are available on Chicago’s south side, in neighborhoods of high poverty and violence and where critical supportive services are lacking.
To create a world where all youth have a safe home, are valued, supported, and provided with everything they need to reach their full potential.
Teen Living Programs builds community, hope and opportunity for youth who are homeless. We address their immediate needs and help them achieve independence and stable housing.
Generosity - We believe in being open, patient, accepting, respectful, and giving without expectation.
Courage - We invite risk and investment from all our partners in order to aspire, strive, and succeed.
Accountability - We drive impact, work in collaboration, and deliver meaningful outcomes with honesty, fairness and transparency.
Transformation - We foster curiosity, energy, innovation, and growth in a safe and affirming environment.
Community Impact - We strive to create lasting societal change through shared responsibility, inclusion, cooperation, and celebration.