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Chief Admin & Process Officer

Catholic Charities Family & Community Services

Posted on: 09 Mar 2024

Job Location: Rochester, US

Job Description:

Job Details

Job Location
1099 Jay Street - Rochester, NY

Position Type
Full Time

Education Level
Bachelors Degree

Salary Range
$95,000.00 - $125,000.00 Salary/year

Job Shift
Day

Job Category
Administrative/Clerical

Description

We are Hiring!

Catholic Charities Family and Community Services is growing and seeking a

Chief Administration & Process Officer to join our Senior Executive Team!

Catholic Charities Family and Community Services walks with people when they are at their most vulnerable as they journey toward independence, with dignity, to reach their full human potential. As a member of Catholic Charities of the Diocese of Rochester, we advocate for those in need throughout all stages of life, and work in partnership with faith communities of all denominations and all who are committed to addressing local needs.

If you are passionate about providing leadership in further developing, stewarding, and evaluating diversity, equity, and inclusion strategy as a key component of an organization's culture, then join a team that truly makes a difference DAILY, in people's lives. We are looking for empathetic, thoughtful, and collaborative candidates who have enthusiasm for inclusion and continuing to drive a positive culture.

Don't miss out on being a part of something special!

Position Title: Chief Admin & Process Officer

Schedule: Monday - Friday

Salary: $95,000 - $125,000 annually depending on experience

We offer a comprehensive benefits package (see below) to our full-time workforce members who work 30 or more hours per week.

Who are we looking for?

Someone who is mission driven senior leader and passionate about making a positive impact in the community.
Someone who is strategic thinker and has a proven track record process improvement.
Someone who thrives in a positive culture and is committed to maintaining it.
Someone who is self-motivated and values collaboration and partnership.
Someone who has exemplary attention to detail.

General Description

The Chief Admin & Process Officer (CAPO) of Catholic Charities Family and Community Services plays a critical role in overseeing and optimizing the operational and administrative functions of CCFCS. This position is responsible for supervising the operations, administrative, and process improvement functions of the organization while providing input for business and strategic planning, setting goals for departments and individual managers, and collaborating with colleagues to implement policies and develop improvements throughout the Agency. The Chief Admin & Process Officer is a key member of the senior executive team and works with the team and board of directors in setting goals to ensure the smooth operation of business according to established policies, which will enable the Agency's mission and help drive the strategic plan. Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma informed care environment.

Essential Duties and Responsibilities

Strategic Leadership

Partners with CEO and key stakeholders to provide input in business and strategic planning.
Provides strategic direction for operational initiatives that support CCFCS's mission and objectives.
Identifies opportunities for growth, improvement, and innovation within the organization.
Partners with senior team to Identify quality metrics for programs and operations and provides support in monitoring quality dashboards and key metrics for compliance with funders.

Team Leadership and Development

- Oversees operational functions of the agency in the areas of data analytics, operations, grants management, administrative functions, reception, and purchasing.
- Maintains close working relationship with Catholic Charities shared services of Finance, HR and IT Departments to ensure adequate communication and support necessary to fulfill our mission.
- Oversees communication of policies, best practices and operational excellence between senior and mid-level managerial staff.
- Leads and oversees the streamlining and maintenance of client related data and other client facing processes, such as intake, to ensure accurate and current reporting.
- Works with senior team to collect pertinent data from stakeholders as relevant to the informing the operational and mission effectiveness of the organization.
- Oversees resource allocation and budgeting for administrative functions of the agency.
- Provides leadership and guidance to a diverse team of managers and staff.
- Support and evaluate staff performance.

Operational Oversight

- Directly oversee and manage day-to-day operations to ensure efficiency, effectiveness, and compliance with regulatory requirements.
- Organizes and coordinates inter and intradepartmental operations.
- Develop and implement operational policies and procedures to enhance organizational performance.
- Monitor and analyze key performance indicators (KPIs) to measure operational effectiveness.
- Resolves issues related to operations that may arise in a timely manner.
- Effectively communicate the organization's mission and impact to internal and external stakeholders, including senior executive team and regulators as required.
- Assists in and supports additional tasks as required (e.g. fundraising, marketing, strategic planning).
- Participates in relevant Agency meetings and/or trainings.
- Actively pursues development of professional competencies related to job role performance through reading, supervision, in-service training and attendance at conferences and workshops.
- Awareness and active support of the Agency's Mission, and Strategic Plan Including, but not limited to, supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and Diverse.
- Other duties as assigned.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive. Employees are required to follow appropriate supervisory direction and perform other related duties as required

What you will get:

Catholic Charities Family and Community Services offers a well-rounded and comprehensive benefits program

Salary of $95,000 - $125,000 annually depending on experience
Full-time, working 40 hours per week. Flexible work schedule. We believe in work-life balance!
Generous time off package including PTO, NY State Paid Sick Leave, and Health Reserve.
11 paid Holidays
Tuition Assistance
Success Coach through the Employer Resource Network
Medical Insurance
Dental Insurance
Vision Insurance
Life Insurance
Short-Term Disability
Long-Term Disability
Critical Illness Insurance
Supplemental Insurance
Flexible Spending Account
Health Savings Account
Legal Plan
Identity Plan
Employee Assistance Program
3% Retirement Contribution once vested (subject to agency financial performance)
Employee 403(b)
My Better Benefits - provides discounts and savings on thousands of products and services

Our hiring process and timeline:

Applications will be reviewed regularly until the position is filled.

Phone screenings will be conducted with qualified candidates.
In-person one-hour interviews will be conducted with candidates who advance after the phone screening.
In-person interviews are typically with 2-3 participants.

Selected candidate to start as soon as possible.

***Catholic Charities is committed to leveraging the talent of a diverse workforce to create great opportunities for our agencies and our people. EOE/AA Disability/Vet

Qualifications

Qualifications

Education: Bachelor's degree in Business Administration or relevant field required; Master's degree preferred. Equivalent combination of education and experience will be considered. Certification in lean six sigma preferred.

Experience: Minimum of 5 years of proven experience as an officer in operations management. Solid understanding of business functions (HR, Finance, etc.), fiscal planning, process improvement, budgeting, and reporting, relevant laws and regulations. Strong written and verbal communication skills; strong interpersonal and organizational skills. Demonstrated ability to develop and foster strong working relationships. Exceptional performance and a record of achievement demonstrating leadership capabilities. Ability to make decisions in a changing environment and anticipate future needs. Collaborative, proactive, and adaptable leader, who can positively and productively impact both strategic and tactical agency initiatives. Strong business acumen and analytical ability. Proficient with Microsoft Office Suite. This individual must possess and role model all aspects of the Agency's culture and values; foster Diversity, Equity, Inclusion and Belonging across all aspects of service for our staff and clients and demonstrate commitment to continuous professional growth both individually, and for the Agency.

Additional Requirements:

Ability to prioritize assignments, plan, and complete work projects with minimal direction,
An ability to work efficiently and effectively and meet deadlines,
Excellent oral and written communication skills
Ability to demonstrate leadership through exemplary conduct and work ethic

Ability to prioritize assignments, plan, and complete work projects independently,
An ability to work under pressure,
Ability to maintain confidentiality,
Ability to demonstrate behaviors and attitudes which support agency mission, philosophy, and policies.
Willingness and ability to foster agency and program wide cooperation and teamwork through use of positive/constructive communication techniques,
Possession of a valid NYS Driver's license and use of a registered and reliable vehicle.

Physical Demands/Work Environment: The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, ability to reach above or below shoulders, use hands to type and/or perform light lifting and occasional stair-climbing. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus and continuous hand/eye coordination.The noise level in the work environment is usually quiet.

Compliance: Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing, and documentation standards. All duties must be performed in accordance with CCFCS's corporate compliance & ethics program.

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