Operations Administrator

The Catholic Charities of East Tennessee (CCETN) Operations Administrator is responsible for developing and implementing effective strategies that support Emergency Shelter Services (ESS) financial sustainability, while ensuring quality services are delivered to clients in a safe and supportive environment. The Operations Administrator will work closely with the Lead Case Manager and executive staff to ensure the efficient and effective running of Samaritan Place and the Children's Emergency Shelter, with a focus on financial management, facility upkeep, training, and safety. This position has supervisory responsibilities.

Job Responsibilities:

• Develop and implement financial budgets for Emergency Shelter Services
• Monitor and manage financial performance, including revenue and expenses
• Ensure compliance with all relevant regulations and standards, including those related to safety, health, and sanitation
• Collaborate with the executive staff to ensure the shelter's services meet the needs of the community and align with the organization's mission and values
• Collect, control, and enforce acceptance of service fees
• Ensure expense reports and invoices are approved and submitted accurately according to established timelines
• Ensure safety manual and emergency lists are up to date
• Establish a healthy rapport with clients in order to create a comfortable and safe environment in which clients feel respected, valued, and heard
• Follow all program policies, procedures, and protocols that support the needs of clients and promote the effectiveness of the program
• Create and/or maintain up-to-date Program Policy Manuals for each ESS program
• Manage training for all shelter staff
• Provide a safe environment for staff, clients, and volunteers and report any safety concerns to the Manager of Programs
• Manage the shelter's inventory and ordering of supplies, including food, clothing, and other essentials
• Establish and maintain effective relationships with community partners, including government agencies and non-profit organizations, to secure funding and resources
• Manage and supervise custodial, kitchen and on-call staff, including hiring, training, and performance evaluations
• Oversee the facility maintenance and food services
• Provide required information to have invoices generated and submitted to funders according to the established timelines
• Complete grant funding requirements in timely and accurately
• Communicate with funders as outlined in funding agreements
• Participate in relevant community meetings, conferences, and events to build relationships and promote the shelter's mission
• Provide oversight of case management processes
• Act as point of contact for contracted security guards; provide training and ensure open communication
• Recruit and manage volunteers
• Be on-call for emergencies or arrange for 24/7 on-call coverage for emergencies
• Other duties as required by the executive staff

Job Requirements:

• Must be able to move objects weighing up to 40 lbs.
• Must hold a valid driver license with an F-endorsement and maintain a clean driving record
• Must be flexible and able to work occasional alternate shifts including weekends, weekdays, and holidays
• Must be willing to travel if required
• Must maintain any training and certification requirements
• Must support the teachings of the Catholic Church and embody our organization's mission and culture through behavior and daily interactions
• Regular and predictable on-site attendance is required
• Must be able to assume rotation of on-call responsibilities for program situations

Job Qualifications:

• Bachelor degree in business administration, nonprofit management or related field preferred
• Minimum of 2-5 years of experience in healthcare setting
• Demonstrated experience in administrative support, record-keeping, and data management
• Excellent communication and interpersonal skills, with the ability to work effectively with clients, staff, and other service providers
• Demonstrate the ability to successfully work independently or as part of a team
• Strong organizational skills and ability to prioritize in order to meet deadlines
• HMIS experience a plus
• Experience with MicroSoft Word, Excel, and Outlook
• Strong commitment to advocacy for marginalized populations