Deputy Executive Director of Operations

Position Summary 

The Deputy Executive Director of Operations is responsible for strategic and operational leadership within CEO and as a member of the Executive Team providing efficient effective and ethical management of the agencys operations and administrative functions including fiscal contracting monitoring operations facilities management and IT. The Deputy will work with the Executive Team to help guide the overall strategic direction of the agency and is responsible for leading and managing the Operations Team to support meeting the goals of the organization and the Administration. 

This position reports to and supports the Executive Director to cultivate a client-centered and solution-focused workforce to fulfill the agencys mission. The Deputy will preserve CEOs positive reputation and is expected to be a brand ambassador to external partners City departments and stakeholder groups and must always exemplify high ethical conduct. 

Essential Functions 

• Oversees a variety of administrative functions including fiscal contracts facility and fleet management. Establishes policy for operational matters; assists in coordinating the annual budget process; handles special projects; conducts research; prepares reports; compiles and analyzes administrative and fiscal data; and monitors administrative functions and daily activities of the Operations Team. Create metrics and benchmarks for each unit. 

• Participates as an integral member of CEO Executive Leadership to exchange information build relationships with staff City departmental heads and representatives local state and federal representatives stakeholders community organizations vendors and the public to increase partnerships and collaborations and promote the work of the Department. 

• Leads guides and supervises all administrative services to improve the efficiency and effectiveness of operations and ensure compliance with all regulatory entities. Reviews and analyzes agency policies and procedures identifies problem areas develops solutions and implementation of corrective plans. Establishes annual Operations Team goals reviews and reports on monthly progress and annual accomplishments. Acts as a problem solver. 

• Primarily works with the Citys Law Department Department of Public Property (DPP) Budget Office Finance Health & Human Services (HHS) and a variety of contract partners. 

• Through the CFO ensures monthly financial tracking planning and preparation of financial reports. Ensures timely invoice submission by vendors and notice to non- compliant vendors/providers. Through the CFO ensures that departmental funds are timely and expended in accordance with regulatory requirements. Ensures that the fiscal unit is always audit ready. 

• Oversees facilities maintenance and service functions addresses safety and health complaints supply and inventory control. Through the Director of Operations institutes an electronic system to track and coordinate supply equipment and procurement requests and manage supplies and materials budget. Ensures safety and health complaints are timely addressed and resolved in coordination with the Director of Operations. Oversees Information Technology functions as well. 

• Advises Executive Director on a variety of issues; makes recommendations regarding policy or procedural change within the Operations Team. Analyzes problem areas and identifies areas for improvement. Develops recommendations for solutions and courses of action for implementation. Implements policy changes and process improvements and provides updates on progress. 

• Through the Director of Administration oversees monthly Oversight Board and annual contracts reports. Through the Director of Administrative Services oversees Contract and all RFP or RFI processes ensuring regulatory and OEO compliance. Works to shorten the timeframe for contract conformance and ensures that the Contracts Unit perform monitoring responsibilities that aid in the success of investments and collect and maintain all necessary reporting written and data. Make sure unit is always audit ready. 

• Other duties as assigned 

Competencies Knowledge Skills and Abilities 

• Strong operations and finance leader with a proven track record of success 

• Extensive experience managing teams and direct reports 

• Ability to drive strategy through to team and individual goals 

• Deep understanding of project management processes 

• Proficiency in creating action plans 

• Ability to anticipate and meet deadlines 

• Demonstrated complex problem-solving skills 

• Ability to support staff and model best practices 

• Training and/or facilitation experience 

• Ability to demonstrate flexibility and exercise sound judgement 

• Ability to learn quickly 

• Excellent oral and written communication critical thinking negotiation and analytical skills are also essential 

Qualifications :

• Bachelors Degree from an accredited college or university.   

• Minimum (8) years of progressive management experience required in two or more of the following: fiscal operations contracts facilities management and/or IT 

• Minimum (4) years of Operations experience must be in a senior managerial level 

• Previous work in non-profit or public sector 

• A strong fiscal background is desired 

• Regular predictable attendance is required  

Additional Information :

TO APPLY: Interested candidates must submit a cover letter resume writing sample references.

Salary Range: $116000 - $135000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs Key Advantage program. Employees can ride on SEPTA buses subways trolleys and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation sick leave and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses extending not only to City employees but in some cases spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22 2023 vaccinations are no longer required for new employees that work in non-medical non-emergency or patient facing positions with the City of Philadelphia. As a result only employees in positions providing services that are patient-facing medical care (ex: Nurses doctors emergency medical personnel) must be fully vaccinated.

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No

Employment Type :

Full-time