Deputy Executive Director of Operations
Company Description
A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.
As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.
What we offer
- Impact - The work you do here matters to millions.
- Growth - Philadelphia is growing, why not grow with it?
- Diversity & Inclusion - Find a career in a place where everyone belongs.
- Benefits - We care about your well-being.
Agency Description
The Office of Community Empowerment and Opportunity (CEO) provides leadership on issues of economic justice by advancing racial equity and inclusive growth to ensure that all Philadelphians share in the city’s prosperous future and by alleviating the immediate impact of poverty on individuals, families and communities. CEO is Philadelphia’s Community Action Agency (CAA); CAAs are private or public agencies created by the 1964 Economic Opportunity Act and federally designated to receive Community Services Block Grant (CSBG) funding.
Guiding Principles (We believe…)
The people of Philadelphia deserve the opportunity to live happy, healthy, full lives.
City Government should both recognize its culpability in creating and sustaining inequity and aspire to its responsibility to provide opportunities, represent the best interests, and promote the well-being of all residents.
People can offer meaningful insights into both personal experiences and how systems around them function.
Poverty is a deliberately created systemic issue and city government can lead in calling for justice and dismantling the barriers that often prevent opportunities.
Values (How we work)
Dignity: We actively respect our individual colleagues and people in the community.
Inclusivity: Our work is more beneficial, valuable, and valid when our full range of experiences, knowledge, and skills can contribute.
Persistence: We recognize the challenges inherent in this work, and when we get discouraged, we find ways to be resilient, lift each other up, and push forward.
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Accountability: We are transparent and honest about our plans, our actions, and our results.
Honesty: We create a space to have healthy, honest dialogues about systems, people, and misconceptions and then communicate truthfully.
Job Description
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 agency’s 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 agency’s mission. The Deputy will preserve CEO’s 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 City’s 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
Bachelor's 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: $116,000 - $135,000
Discover the Perks of Being a City of Philadelphia Employee:
- Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s 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.
The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.
For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx
Perks and Benefits
Health and Wellness
Parental Benefits
Work Flexibility
Office Life and Perks
Vacation and Time Off
Financial and Retirement
Professional Development
Diversity and Inclusion