Director of Business Operations

JOB TITLE: Director of Business Operations

DEPARTMENT: Administration

REPORTS TO: Chief Financial Officer (CFO)

CLASSIFICATION: Full-Time Exempt

POSITION OVERVIEW

The Director of Business Operations is a key member of the leadership team responsible for overseeing the administrative and operational functions that support the Mandel JCC of the Palm Beaches. Reporting directly to the Chief Financial Officer this position provides strategic and hands-on leadership in business operations facilities management security coordination procurement vendor management compliance risk management insurance administration technology coordination CRM oversight and operational process improvement.

KEY RESPONSIBILITIES

Business Operations & Administration:

• Develop implement and continuously improve administrative systems operational procedures and record-keeping practices.
• Assist in developing and maintaining organizational policies and operational procedures.
• Maintain departmental records reports operational statistics evaluations and documentation from an operations perspective.
• Coordinate appropriate building coverage for agency-wide events and programs as needed.
• Identify opportunities to improve organizational efficiency through process improvement technology and stronger administrative systems.
• Lead projects assigned by the CFO.

Financial Operations:

• Monitor departmental operating budgets with department leaders and the CFO to ensure compliance with approved budgets.
• Maintain strong internal controls and fiscal accountability throughout operational areas.
• Review operational expenditures and identify opportunities for cost savings and improved efficiency.
• Serve as the final operational approver for agency purchases through the organizations procurement system including Microix Vendor PunchOut.
• Assist the CFO during annual financial audits and other financial or compliance audits/reviews.

Procurement & Vendor Management:

• Lead the competitive bid process for significant purchases and contracts including obtaining a minimum of three qualified bids when appropriate.
• Oversee vendor onboarding applications W-9s renewals and supporting documentation.
• Maintain accountability for vendor quality service levels responsiveness and performance.
• Request COIs from the organizations insurance broker and maintain COI records.
• Maintain equipment maintenance schedules functionality and vendor service records.

Contract & Agreement Management:

• Review operational and programmatic contracts and agreements.
• Coordinate contract review with the CFO legal counsel and department leaders as needed.
• Maintain a centralized record of contracts renewal dates and key requirements.
• Coordinate contract renewals amendments and terminations.
• Maintain contract templates and approval workflows.

Facilities Operations:

• Provide strategic and operational oversight of the organizations facilities operations across all campuses.
• Plan coordinate and oversee new construction projects major renovations and capital improvement initiatives ensuring projects are completed on time within budget and in accordance with organizational objectives.
• Monitor the condition of buildings equipment and building systems and recommend repairs replacements and capital investments as appropriate.
• Provide leadership and operational support to the Facilities Department on building projects repairs preventative maintenance and facility improvements ensuring alignment with organizational priorities.

Technology & Information Systems:

• Serve as the primary operational liaison with the Jewish Federation of Palm Beach County regarding shared technology initiatives and IT-related matters.
• Provide administrative and operational oversight of the organizations CRM platform.
• Supervise the Financial & CRM Analyst and support ongoing CRM data quality reporting and processes.
• Coordinate software implementations upgrades and vendor support.
• Oversee software subscriptions and licensing administration.
• Monitor and evaluate best practices for CRM buildout keeping customer and program staff needs at the forefront of the final build.

Records Storage & Asset Management:

• Serve as organizational liaison for VRC records management services and storage rental arrangements.
• Maintain records retention and storage processes in accordance with organizational policies.
• Coordinate and oversee the annual physical inventory of organizational assets.
• Partner with the Senior Staff Accountant to maintain the organizations fixed asset records coordinate capital asset additions and disposals support the annual fixed asset inventory and ensure capital projects and asset acquisitions are properly documented and recorded.

Leadership & Supervision:

• Directly supervise the Financial & CRM Analyst.
• Provide oversight and leadership to the Facilities Department.
• Oversee the organizations volunteer program including volunteer recruitment placement orientation recordkeeping and coordination with department leaders.

POSITION REQUIREMENTS

• Bachelors degree in related field; Masters degree preferred.
• Have a demonstrated track record of successful leadership.
• Demonstrated project management experience.
• Experience managing contracts procurement and operational compliance.
• Knowledge of Jewish culture traditions and celebrations.

Preferred Qualifications:

• Strong financial or accounting background.
• Experience with CRM systems and business applications.
• Knowledge of nonprofit operations and regulatory compliance.
• Experience supporting annual audits and insurance renewals.
• Experience overseeing outsourced facilities or security vendors.
• Strong CRM and systems background.

Physical and Operational Requirements:

• Ability to regularly walk throughout the campus and inspect facilities and operational areas.
• Ability to occasionally lift up to 25 pounds.
• Ability to respond to facility security or operational emergencies outside of normal business hours when necessary.
• Must have reliable transportation and the ability to work at both the Boynton Beach and Palm Beach Gardens campuses as organizational needs require.

WHY SHOULD YOU JOIN

Culture

• The Mandel JCC of the Palm Beaches is committed to a passionate member and community-centric culture where team members are encouraged to contribute and collaborate leading to a highly engaged JCC family.
• Opportunities for growth
• Internal mobility is highly encouraged and fully supported.

Benefits

• Health Benefits
• Life AD&D Short Term Disability
• PTO: Vacation Sick and Personal
• Staff Discount on our Programs

ABOUT US

Our mission at the Mandel JCC of the Palm Beaches is to build community and enhance connection to Jewish life. We embrace employees members and guests of any race color religion gender identity or expression sexual orientation national origin age disability marital status familial status or any other characteristic protected by Federal and State law.