Operations Manager

Xiente•Philadelphia, PA

just now

About The Position

1. Operational Leadership & Execution a. Provides day-to-day oversight of all program operational activities under the direction of the COO and supports alignment of Xiente’s mission. b. Implements operational systems to ensure efficient, consistent execution across all program types. c. Manages all directors responsible for enrollment, attendance, recruitment, staffing, program delivery, etc. d. Implements Operational plan across all programs. e. Monitors operational performance and implement corrective actions to ensure compliance. f. Ensures operational Execution aligns with Xiente’s economic mobility framework. 2. Reporting g. Implements operational compliance with local, state, and federal regulations across all funding streams. h. Owns full execution of governance reporting (prepare monthly Head Start Board and Policy Council packets and submit to the committee). i. Coordinates with Compliance and Programs to ensure operational readiness for all monitoring visits, licensing checks, and annual reviews and follows up on readiness. j. Partners with Compliance Unit on Accreditation Logistics (NAEYC, STARS), ensuring all binders, walk-throughs, documentation, and site readiness steps are executed on time. k. Collaborates with Family Advocates, Family Advocate Supervisors, and Site Directors to ensure PIR and all data submissions are entered in a timely fashion l. Review all incidents and enter into Head Start system within 24 hours 3. Data Systems & ChildPlus m. Serves as co-administrator of ChildPlus with the Compliance Unit. n. Ensures correct and compliant data entry in all systems, collaborates with Compliance for audits, monitors corrections, and oversees data accuracy. o. Leads the operational process for collecting required documentation, ensures timely entry, manages reminder systems, and follows up on missing or late submissions. 4. Financial & Resource Management p. Partners with Finance to support director-level budget compliance and quarterly reporting. q. Oversees operational procurement, vendor contracts, and logistical needs. 5. Personnel Coordination r. Coordinates with HR to hire, onboard, and train staff. s. Provides operational coaching and workflow guidance to directors and site leaders. 6. Systems & Tools t. Manages and optimize operational software, tools, and platforms to ensure daily accuracy and utilization. u. Creates and maintains documentation systems and operational procedure manuals. 7. Facilities & Logistics v. Supports site facility needs, safety protocols, supply allocation, and incident reporting workflows in collaboration with Property Management Unit 8. Culture & Mission Leadership w. Promotes Xiente’s mission of economic mobility in daily operations and staff support. 9. Additional Duties x. Perform other responsibilities compatible with the role at the direction of the COO. Organizational Competencies: Leadership: · Takes initiative and is empowered to lead within the position. · Influences others in a positive way. Customer Service: · Complies with the service expectations of internal and external stakeholders. · Assertive communication with others (verbal, not verbal and written) Productivity: · Oriented to high efficiency and quality standards. · Committed to compliance with deadlines with diligence. · Demonstrates accountability. Innovation: · Incorporates technology to day-to-day processes to drive results. · Promotes creative solutions to problems. · Propose new ideas to improve the processes. Teamwork: · Demonstrates the ability to adjust to situations of change in a positive manner. · Promotes interaction with others based on respect, courtesy, transparent communication, and optimism. · Values the opinion of others and listen to different perspectives.

Requirements

Bachelor's degree in business administration, Operations Management, or a related field (Master’s preferred).
5+ years of experience in operations, staff management or a related leadership role.
Experience managing grant-funded projects (federal, state, and local).
5+ years' experience in early childhood education and youth development.
Experience overseeing operational activities including financial systems, such as interpreting financial and program data.
Strong project management and organizational skills; exceptionally well organized.
Excellent interpersonal skills including conflict resolution, team building, and facilitation.
Strong communication skills with individuals and groups; able to convey organizational values to diverse audiences.
Proficient in Microsoft Office Suite and operational software platforms (e.g., Salesforce, Asana, Trello).
Ability to lift and carry up to 50 pounds.
Ability to climb steps.

Responsibilities

Provides day-to-day oversight of all program operational activities under the direction of the COO and supports alignment of Xiente’s mission.
Implements operational systems to ensure efficient, consistent execution across all program types.
Manages all directors responsible for enrollment, attendance, recruitment, staffing, program delivery, etc.
Implements Operational plan across all programs.
Monitors operational performance and implement corrective actions to ensure compliance.
Ensures operational Execution aligns with Xiente’s economic mobility framework.
Implements operational compliance with local, state, and federal regulations across all funding streams.
Owns full execution of governance reporting (prepare monthly Head Start Board and Policy Council packets and submit to the committee).
Coordinates with Compliance and Programs to ensure operational readiness for all monitoring visits, licensing checks, and annual reviews and follows up on readiness.
Partners with Compliance Unit on Accreditation Logistics (NAEYC, STARS), ensuring all binders, walk-throughs, documentation, and site readiness steps are executed on time.
Collaborates with Family Advocates, Family Advocate Supervisors, and Site Directors to ensure PIR and all data submissions are entered in a timely fashion
Review all incidents and enter into Head Start system within 24 hours
Serves as co-administrator of ChildPlus with the Compliance Unit.
Ensures correct and compliant data entry in all systems, collaborates with Compliance for audits, monitors corrections, and oversees data accuracy.
Leads the operational process for collecting required documentation, ensures timely entry, manages reminder systems, and follows up on missing or late submissions.
Partners with Finance to support director-level budget compliance and quarterly reporting.
Oversees operational procurement, vendor contracts, and logistical needs.
Coordinates with HR to hire, onboard, and train staff.
Provides operational coaching and workflow guidance to directors and site leaders.
Manages and optimize operational software, tools, and platforms to ensure daily accuracy and utilization.
Creates and maintains documentation systems and operational procedure manuals.
Supports site facility needs, safety protocols, supply allocation, and incident reporting workflows in collaboration with Property Management Unit
Promotes Xiente’s mission of economic mobility in daily operations and staff support.
Perform other responsibilities compatible with the role at the direction of the COO.