Operations Manager

U.S.VETS; Richmond (VA); On-site; USD 80,000 - 120,000; Full time

Job summary

U.S.VETS is seeking an experienced site Operations Manager to oversee daily operations at the Richmond, Virginia location. This exempt, full-time role reports to the Executive Director and collaborates with the national Operations team to ensure program and fiscal compliance across all grants and services.

Responsibilities include ensuring regulatory compliance, leading budgeting efforts, managing payroll, and driving performance toward funder goals.

Qualifications

• Bachelor’s degree required, preferably in Non-Profit Management, Public Administration, Accounting, Finance, or related field.
• Master’s degree preferred.

Responsibilities

• Ensures overall organizational integrity within the site through compliance with all local, state, federal, and other regulations.
• Ensures program and financial compliance for each grant funded to include driving efforts for achieving performance goals, clean audits, and balanced budgets.
• Functions as a leadership role at the site among the management team and in support of the Executive Director and collaborates with the national Operations team to support organizational success.
• Strategizes with management and national team from operations, compliance, and fiscal perspective to design, implement, and/or update programs and services to meet the needs of clients and the community.
• Coordinates with site Managers/Coordinators to prepare and submit reports as required for funder, regulatory entities, and internal purposes.
• Performs grants management to include researching, preparing, and submitting grant applications, renewals, and modifications as needed to support program activities in collaboration with national Operations and Development departments.
• Ensures client file and program data audits are conducted to ensure compliance with funders as well as organization standards.
• Collaborates with the Budget Analyst to prepare, modify, and monitor budget for entire site and each program/grant funded to include forecasting and strategizing to balance the budget.
• Ensures all revenue and expenditures are allowable, allocable, and reasonable based on requirements for funding sources and general non-profit compliance to include following required procurement methods and collaborating with Accounting for proper recording.
• Approves all site expenses to include overseeing distribution and accounting of petty cash, site credit cards, and other financial transactions ensuring internal controls are maintained.
• Oversees tracking, collecting, and reporting of program rents & fees from program participants
• Ensures grant billings are in conformance with grants and budgets to include timely preparation, submission, and collection in collaboration with the Budget Analyst
• Manages site payroll by ensuring a thorough review of employee time sheets and payroll reports to ensure proper allocation methods in collaboration with Human Resource Generalist
• Participates as a leadership level position in staff recruitment, hiring, retention, training, evaluation, termination, and supervision as applicable and ensures complete personnel files are maintained in collaboration with Human Resource Generalist
• Coordinates with National Office to ensure site licenses, permits, and insurance certificates are maintained as required by law and funders
• Collaborates with the Program team to ensure database maintenance and data quality for accurate grant and program reporting, client information, donation tracking, etc.
• Coordinates with National Office, landlords, and property management on lease agreements/addendums and facility maintenance to ensure compliance with regulations to include health and safety codes
• Coordinates with National Office to ensure site Information Technology (IT) needs are met
• Coordinates with all departments to oversee and maintain site inventory of supplies
• Other duties as assigned

Skills

Leadership

Compliance

Budgeting

Grants management

Payroll

HR liaison

Communication

Education

Bachelor's degree

Master's degree

Job description

This position reports directly to the Executive Director at the local U.S.VETS site and will regularly consult with and receive guidance and direction from the Vice President of Operations & Compliance at U.S.VETS National Office. This position is responsible for managing site operations and ensuring program and fiscal compliance to support all services at the U.S.VETS site.

FLSA Classification: Exempt

Responsibilities

• Ensures overall organizational integrity within the site through compliance with all local, state, federal, and other regulations
• Ensures program and financial compliance for each grant funded to include driving efforts for achieving performance goals, clean audits, and balanced budgets
• Functions as a leadership role at the site among the management team and in support of the Executive Director and collaborates with the national Operations team to support organizational success
• Strategizes with management and national team from operations, compliance, and fiscal perspective to design, implement, and/or update programs and services to meet the needs of clients and the community
• Coordinates with site Managers/Coordinators to prepare and submit reports as required for funder, regulatory entities, and internal purposes
• Performs grants management to include researching, preparing, and submitting grant applications, renewals, and modifications as needed to support program activities in collaboration with national Operations and Development departments
• Ensures client file and program data audits are conducted to ensure compliance with funders as well as organization standards
• Collaborates with the Budget Analyst to prepare, modify, and monitor budget for entire site and each program/grant funded to include forecasting and strategizing to balance the budget
• Ensures all revenue and expenditures are allowable, allocable, and reasonable based on requirements for funding sources and general non-profit compliance to include following required procurement methods and collaborating with Accounting for proper recording
• Approves all site expenses to include overseeing distribution and accounting of petty cash, site credit cards, and other financial transactions ensuring internal controls are maintained
• Oversees tracking, collecting, and reporting of program rents & fees from program participants
• Ensures grant billings are in conformance with grants and budgets to include timely preparation, submission, and collection in collaboration with the Budget Analyst
• Manages site payroll by ensuring a thorough review of employee time sheets and payroll reports to ensure proper allocation methods in collaboration with Human Resource Generalist
• Participates as a leadership level position in staff recruitment, hiring, retention, training, evaluation, termination, and supervision as applicable and ensures complete personnel files are maintained in collaboration with Human Resource Generalist
• Coordinates with National Office to ensure site licenses, permits, and insurance certificates are maintained as required by law and funders
• Collaborates with the Program team to ensure database maintenance and data quality for accurate grant and program reporting, client information, donation tracking, etc.
• Coordinates with National Office, landlords, and property management on lease agreements/addendums and facility maintenance to ensure compliance with regulations to include health and safety codes
• Coordinates with National Office to ensure site Information Technology (IT) needs are met
• Coordinates with all departments to oversee and maintain site inventory of supplies
• Other duties as assigned

Qualifications & Requirements

• Bachelor’s Degree required, preferably in Non-Profit Management, Public Administration, Accounting, Finance, or related field. Master’s Degree preferred
• Minimum 2 years of operations management experience required, preferably with experience managing grants, finances, and compliance in a non-profit organization Minimum of 3 years of employment at U.S.VETS may substitute for operations management experience
• At least 2 years in a leadership, management, or supervisory role required
• Understanding of fund accounting and budgeting process
• Ability to work within a social services team environment yet maintain the “bottom line”
• Excellent oral & written communications skills
• Ability to communicate and work effectively with a diverse group of clients, staff, community members, and funders as well as work independently with minimal oversight
• Leadership, Supervisory, and Conflict Management Skills

United States Veterans Initiative is a non-profit organization whose mission is the successful transition of military veterans and their families through the provision of housing, counseling, career development and comprehensive support.