Director, Operations and Special Projects

Active Minds•Washington, DC

1d•$100,000 - $114,000•Hybrid

About The Position

The Director of Operations and Special Projects is responsible for leading and managing the internal operational functions that support the organization’s mission and strategic goals. This role oversees key business functions including administrative operations, National office management, and operational execution of organization-wide strategic initiatives. Reporting to the COO, the Director of Operations and Special Projects ensures the organization’s internal systems, policies, and workflows operate efficiently and effectively to support a staff of approximately 60 employees. The Director helps translate Operations’ strategic priorities into operational plans, strengthens communications and organizational infrastructure, and builds processes that support sustainable growth and impact. A fast-paced, cross-functional, visible role, the Director of Operations and Special Projects will be a key partner to the Chief Operating Officer and Executive Director, acting to enhance capacity, drive strategic alignment, and execute key organizational priorities, collaborating directly with the Director of People & Culture and Director of Technology to maintain the functioning of the overall Operations department.

Requirements

Bachelor’s degree in Business Administration, Nonprofit Management, Public Administration, or a related field
6-8 years of professional experience in operations, administration, or business management, ideally in non-profit operations and management
3-5 years in a leadership or management role supervising staff or teams
Ability to manage day-to-day business operations functions and improve internal systems and capacity
Skill translating organizational strategy into operational processes
Familiarity with Board operations and governance
Expertise improving efficiency and productivity
Very strong written and verbal communication skills
Comfortable decision-making and problem-solving in a multi-paced environment
Mission-driven mindset aligned with Active Minds’ organizational values
Strong collaboration with COO & CEO

Nice To Haves

Master’s degree preferred but not required (i.e., MBA, MPA)

Responsibilities

Manage the day-to-day operations of the Operations Team and lead strong internal communications across the team, collaborating with the Director of People & Culture and the Director of Technology to ensure the team functions efficiently.
Support the COO in managing Operations Team meetings and communication, including the creation of Ops Team/Ops Leads meeting agendas and major talking points for internal and organization-wide meetings; and reporting to the Board of Directors
Collaborate with the COO, VP of Finance & Administration, Director of People & Culture, and Director of Technology to ensure the annual completion of Operations’ strategic plan goals and initiatives
Oversee the Washington, DC office, including supervising the Office Manager and office-related/general operations needs
Supervise overall management of the Office Manager on key tasks including Active Minds merchandise, general contact email and phone box, maintaining governance documents in good standing (insurance and tax documents, etc.)
Strategically identify opportunities to deepen and expand the work of the Operations team in supporting cross-org initiatives and priorities and develop strategies to implement new workstreams and systems, supporting the COO in enhancing organizational capacity.
Coordinate regular evaluation of internal policies, procedures, and documents to maintain and improve Active Minds’ work culture, including the annual review of the Employee Manual and Culture & Operations Handbook, as well as the development and implementation of new operational policies and procedures that support organizational goals, working collaboratively with the Director of People & Culture team as needed.
Establish and ensure strong internal communications across the organization
Manage monthly staff meeting logistics, including the compiling of staff notes from submissions across teams and scheduling of presentations
Maintain the internal staff resources intranet and internal organizational calendar to ensure key documents and up-to-date information are shared with staff
Collaborate with the People & Culture team and VP of Equity and Inclusion to schedule organization-wide training sessions and culture gatherings
Organize in-person staff gatherings, partnering with the Director of People & Culture; source and secure hotel accommodations and meeting locations, coordinate with staff, and partner with the COO to develop the agenda
Serve as the lead/co-lead of the annual Active Minds Mental Health Conference, co-managing a cross-team planning committee
Coordinate and manage project timeline and tasks as well as facilitate active engagement of staff in bringing this annual event to fruition
Source and secure conference location/hotel room block, vendors, and other facilitators as needed, ensuring that all contracts are reviewed by Senior Legal Counsel
Support the Executive Director and COO in the management of the Board of Directors through monthly email updates and quarterly Board reports
Serve as Operations lead for organizational priorities (on MOCHA), ensuring applicable staff assignments, effective communications, and execution of operational plans for all projects and campaigns
Establish and oversee organizational project management practices following the project management protocol and Identifying opportunities to improve workflows, systems, and operational efficiencies across departments
Direct special projects and organization-wide strategic initiatives as determined by the Executive Director or Chief Operating Officer
Work closely with the Executive and People and Culture Teams on initiatives to foster a strong culture of collaboration, innovation, and excellence across the organization
Work with the Senior Legal Counsel to maintain trademarks, review vendor contracts, and discuss organizational policy questions
Serve as backup for the VP of Finance and Administration to make deposits into Bank of America account
Manage staff-assigned credit cards, including requesting new cards, canceling cards, being point of contact for staff with credit card needs
Support managers in implementing organizational policies and operational best practices
Oversee operational systems including project management tools and internal communications systems
Outline and direct equity in business operations process in partnership with VP of Equity & Inclusion
Ensure compliance with relevant regulations, policies, and organizational standards
Serve as a member of the Leadership Team, responsible for operationalizing and assessing the organization’s strategic and innovation opportunities, culture-building, and more.