Operations Program Manager

Florence Project•Phoenix, AZ

1d•$77,875 - $97,487•Hybrid

About The Position

The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to thousands of adults, youth, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day. In 2001, the Florence Project implemented our Integrated Social Services Program, one of the first of its kind in this field. The Florence Project provides high quality legal and social services and supports initiatives for national changes in immigration law and policy. Primary Purpose of the Position: The Operations Program Manager is responsible for providing strategic leadership, oversight and accountability for the organizations’ operation systems. In collaboration with the Executive Director and Deputy Director, the role sets the vision, standards, policies and priorities across facilities, technology, compliance, cybersecurity, organizational risk management, and vendor management. The Operations Program Manager ensures that operational systems support program delivery and organizational sustainability. This role works closely with the Executive Director and Deputy Director and is part of the organization's Leadership Team.

Requirements

Bachelor’s degree required; advanced degree or equivalent senior leadership experience preferred.
At least 4 years of experience in management or operations.
Demonstrated ability to make sound decisions at a leadership level.
High ethical standards, integrity, reliability and sound judgement.
Experience developing and maintaining systems for organizing records, data, and operational information.
Strong written and verbal communications skills, including professional phone and email communication.
Demonstrated commitment to the mission of serving immigrant communities with respect, dignity and care, and to advancing diversity, equity and inclusion.
Strong interpersonal skills and the ability to work effectively with people from diverse backgrounds.
Highly organized, adaptable, and able to work effectively in a fast-paced, resource- limited environment.
Proven ability to manage multiple priorities, solve problems, and meet deadlines.
Collaborative, flexible, and respectful team member who supports a client-centered and mission-driven workplace.
Ability to work independently, prioritize effectively, and remain steady during periods of change, pressure, or crisis.
Ability to maintain confidentiality and handle sensitive information appropriately.
Must be able to pass federal and state background checks.
Willingness and ability to travel as required for the position.
Valid driver’s license and reliable transportation required.
Strong computer skills, including proficiency with standard office and productivity tools.

Nice To Haves

Leadership or senior supervisory experience
Project Management experience
Experience with cyber security compliance framework
Experience in nonprofit organizations is strongly preferred
Bilingual proficiency or fluency in Spanish preferred

Responsibilities

Develop and maintain the strategic vision and multi-year roadmap for the operations program.
Turn organizational strategy into operational priorities, policies, and systems.
Serve as senior leadership partner to Executive Director, Deputy Director, and other department directors on organizational initiatives.
Anticipate and address operational needs and risks associated with organizational changes, program changes, and external changes that might affect the organization.
Lead change management for major operational projects, including system implementations, policy changes, and office transitions.
Work with Office of People & Culture on onboarding, offboarding, workplace policies and staff experience.
Work with legal programs on operational support for legal services.
Work with Finance Team on budgets, contracts, insurance, and compliance.
Work with the Development Team on systems supporting fundraising and data and donor compliance.
Set and enforce organization-wide operational standards and systems.
Ensure consistent operational standards, policies, and practices across all offices.
Establish and monitor operational performance metrics and reporting mechanism.
Review, approve, and maintain organization-wide operations policies, SOPs and workflows.
Ensure effective coordination between operations, programmatic, and administrative departments.
Develop and manage the operations budget in partnership with the finance department.
Forecast operational expenses related to facilities, technology, insurance, and vendors.
Review budget regularly and make recommendations as needed.
Conduct cost benefit and risk analyses for major operational changes and costs.
Ensure procurement and vendor decisions align with budgetary parameters and org priorities.
Provide strategic oversight of the organization’s technology infrastructure, including hardware, software, communication platforms, cloud services, and case management systems.
Supervise the Data Coordinator responsible for Legal Server administration, data integrity, reporting and systems governance.
Supervise the technology administrative assistant supporting IT operations, user support, and vendor engagement.
Ensure technology systems meet programmatic, reporting, security and compliance needs.
Along with leadership, evaluate and implement new systems that improve efficiency and effectiveness.
Serve as proactive organizational lead for operational compliance, including cybersecurity and data protection.
Lead business continuity and disaster recovery planning in coordination with leadership.
Oversee cybersecurity governance, including policies, training, incident response coordination, and vendor compliance.
Identify, assess and mitigate operational risks before they impact program delivery or organizational stability.
Hold primary responsibility for organizational insurance procurement, renewal, coverage review and claims coordination.
Ensure adequate insurance coverage for facilities, staff, technology assets, and organizational activities.
Oversee asset management frameworks to safeguard organizational property and infrastructure.
Ensure continuity plans are in place for facilities outages, system failures and emergency scenarios.
Provide strategic oversight of organization wide vendor relationships and procurement practices.
Review, approve, and oversee major vendor contracts, renewals, and RFP process.
Ensure vendors meet service, security, compliance and performance expectations.
Partner with the finance department to manage contract lifecycles, renewals and vendor risk.
Directly supervise the Operations Manager, Administrative Assistant – Tech Support, and Data Coordinator.
Support the Operations Manager in supervising the Office Coordinators and Administrative Assistants.
Establish clear performance expectations, goals and accountability for operations staff in collaboration with the Operations Manager.
Ensure staff are appropriately trained, supported and resourced to meet operational standards.
Owns governance of operations policies and SOP’s.
Ensure operational knowledge is documented, maintained, and transferable.
Lead succession planning and knowledge transfer for key operations functions.
Reduce reliance on informal or undocumented processes.
Provide operational reporting and updates to executive leadership and board.
Perform other duties as assigned.

Benefits

Medical plans including health, dental, vision coverage, subject to plan terms
Short Term Disability
Eligibility for group benefits such as voluntary life insurance, subject to applicable waiting periods
Retirement plan, subject to plan terms
Paid Time Off earned on a biweekly accrual basis- Twenty-five (25) Days of Vacation Time, annually
Five (5) Days of Medical/Sick Time, annually
One (1) Day of Personal Time, monthly
Eight (8) Week Paid Sabbatical, after three years of employment
Bereavement leave.
Fifteen (15) Organization-paid holidays, all observed
Eligible for Parental Leave which includes Thirteen (13) paid weeks
Mileage reimbursement for travel between offices and places of work.
Relocation Assistance for out of state new hires available for some positions.