Executive Director
: Job Details :

Job Summary::

The Executive Director of Operations will be responsible for the supervision of Program Directors and staff in the assigned grant(s)/contract(s). Duties will include oversight, problem-solving, monitoring, evaluating, and process improvement. This position requires working closely with all stakeholders funding source(s) and regulatory bodies (federal, state, and local) and interacting with the agency's corporate office and exploring new grant/contract opportunities. This position works closely and in concert with Service Directors / Subject Matter Experts (SME) and Executive Leadership. This position may require reports on evenings and weekends, as well as additional duties as assigned.

Essential Functions::

• Upholds the Mission, Vision, and Values of Southwest Key Programs, Inc. and is a positive role model to all employees, volunteers, and contractors.
• Provides leadership and supervision in operational functions including but not limited to:
• Leadership Development and Operational Vision
• Relationship Management and Community Engagement
• Program Management
• Grant (Cooperative Agreement)/Contract Lifecycle Management
• Fiscal Stewardship
• Performance Quality Assurance
• Continuous Process Improvement
• Learn, use, and train on the operating practices of the service model and agency corporate office.
• Collaborate with agency leadership to develop and implement strategic plans to enhance productivity and efficiency in mission support while providing expertise and guidance on relevant operational matters.
• Serve as a change agent and critical decision-maker.
• Coach and mentor Program Directors through ongoing training, role modeling, encouraging professional development opportunities, setting clear expectations, accountability, and verification of skills assessments.
• Develop management systems to ensure compliance and adherence to all policies, procedures, standard operating procedures (SOP), and grant/ contract requirements.
• Monitor and comply with safety regulations and guidance.
• Comply with all employment and labor laws, as well as ensure all company and program administrative responsibilities are met.
• Represent Southwest Key Programs, Inc. positively while working with clients, children, and families, stakeholders (funding sources, regulatory bodies, and public officials), vendors, partners, and community members.
• Foster collaboration and interact effectively with diverse external groups and across agency departments for operational achievement, service line retention, and customer satisfaction.
• Guide the leadership team in developing operational infrastructure to support the grant/contract program management plan and standardized model of care.
• Develop strategic partnerships with other organizers or groups with similar missions to collaborate on program initiatives and share ideas for best practices.
• Develop positive relationships with all stakeholders and encourage Program Directors to build and maintain similar relationships.
• Be a vital and creative resource in all departmental areas.
• Develop community partnerships and promote agency and division brand, goals, mission, and values.
• Organize and/or participate in local working groups to create outlets to gather and listen to community feedback (following all grant/contract stipulations).
• Ensure that assigned programs and respective employees are knowledgeable and closely follow their program requirements.
• Develop and maintain, in concert with the Program Director, a monthly monitoring procedure to be utilized by program management to ensure high-quality services are provided that meet funding, licensing, and agency policy requirements.
• Participate in program innovation and sustainability initiatives.
• Provide supportive services to programs in areas including but not limited to childcare services, procurement and asset management, lease management and facilities maintenance, risk and safety, and administration.
• Assist Program Directors in developing creative ways to motivate and recognize staff, keep staff morale high, and maintain good employee retention; foster a positive work environment.
• Maintain regular and open communication with Program Directors and staff; meet with each assigned Program Director for weekly supervision.
• Maintain a culture of accountability utilizing agency and program-specific metrics; use established metrics to guide performance evaluations and corrective plans.
• Conduct performance evaluations that are timely and constructive.
• Participate in and coordinate regional hiring events, when necessary; activities can include recruitment, screening applicants, interviewing candidates, and hiring.
• Participate in grant/contract development and negotiations.
• Oversee the entire grant/contract lifecycle, from notice of award to grant/contract renewal or termination. Monitor execution of any required grant/contract fluctuations, as applicable (e.g., warm status program requirements).
• Implement systems and processes for efficient and effective project creation, monitoring and tracking, and reporting metrics, including key performance indicators.
• Successfully manage multiple projects simultaneously.
• Ability to work on high-level projects in a fast-paced environment and maintain appropriate delivery cadence, demonstrating time management.
• Ensure adherence to all requirements and stay current with any regulations, policy, and/or law changes that may impact grant/contract management.
• Provide oversight of budget development and overall financial health of the grant/contract through continuous monitoring of program expenditures.
• Comply with federal, state, and local regulations for fiscal management and monitoring processes.
• Train and assist Program Directors to develop and maintain their program budget, as well as educate on the overall grant/contract structure (in instances where the program budget is a subset to a mega grant/contract)
• Enhance program services and maintain fiscally responsible programs by seeking supplemental funding, where justified, for the program in concert with Program Directors.
• Monitor, review, and analyze performance data from diverse sources to ensure program goals and outcomes are met and/or exceeded while maintaining compliance and service quality.
• Gather, compile, and distribute statistical reports and analyses on project execution metrics to agency stakeholders and regulatory agencies, as appropriate; follow all reporting guidelines.
• Participate in monthly Performance Quality Assurance Safety Committee meetings and subcommittee panels.
• Provide supportive services to programs in compliance, policy, training, records management, and accreditation.
• Collaborate with the Compliance Team to ensure all policy, procedure, and field guidance changes are interpreted, trained, and implemented.
• Contribute to program needs assessments, evaluations, and recommendations for performance improvement.
• Lead Change Management efforts to create agency sustainability and support continuous process improvement strategies.
• Champion/sponsor of process improvement workshops, including Root Cause Analysis, Process Mapping, and Value Stream Mapping.
• Assist with the planning and implementation of LEAN/process improvement projects across all assigned programs; use discovered trends and identified areas for improvement to determine project scope and objectives.
• Collaborate with program leadership to review Lean concepts when setting up or modifying program workplace flow & layout and equipment installations.
• Identify and mitigate field challenges or crises regarding safety conditions immediately to ensure continuous improvement.
• Identify training needs and develop personnel to improve service outcomes and meet professional goals.

Other Functions::

• Participate in workshops, conferences, symposiums, education programs, and activities that promote professional growth and development.
• Maintain Southwest Key Programs professional and ethical standards of conduct outlined in the employee guidebook, including demonstrating respect and professionalism for staff, the service population, stakeholders, and community members.
• Comply with all Code of Conduct requirements and dress code policies.
• Able to react to change productively and handle other essential tasks as assigned; perform all other duties as assigned.

Qualifications and Requirements::

• A combination of one of the following:
  • Master's degree from an accredited program/university, preferably in one of the following areas: social policy, social work, statistics, operations management, business administration, organizational management, or related field AND at least three (3) years of experience in program management with supervisory responsibilities.
  • Bachelors degree from an accredited program/university, preferably in one of the following areas: social policy, social work, statistics, operations management, or related field, and at least five (5) years of experience in program management with supervisory responsibilities.
• Child welfare administration experience.
• Supervisory experience in monitoring quality assurance of behavior/case management, budget management, personnel management, conflict resolution, cultural diversity awareness, advocacy, and overall office management.
• Excellent verbal and written skills.
• Excellent computer and data analysis skills.
• Available to undertake frequent and extended travel to maintain quality programs.

Preferred

• State Childcare License, where applicable.
• Texas Licensed Childcare Administrator (LCCA); Licensed Child Placing Agency Administrator (LCPAA).
• Experience with HHS Administration for Children and Families (ACF) and Office of Refugee Resettlement (ORR) funded operations.
• Project Management Professional (PMP) Certification.
• Bilingual (English/Spanish).

Physical Demands::

Must be able to drive and travel, as needed. Other requirements include daily use of various office equipment, frequent typing and writing, bending, twisting, stooping, climbing upstairs, and lifting up to 20 lbs. items that may be required to complete tasks.

Work Environment::

This position oversees operations in various cities (and potentially across states). The position requires travel to program locations and other relevant business-related sites. The work schedule is subject to change based on operational needs. Noise levels vary from mild to moderate. This position may require extended periods in an automobile and exposure to prevalent weather conditions.