Director of Operational Support - Whatcom/Skagit/Snohomish Counties (Full-time, hourly)

Overview

Full-time, exempt/salary position

Hiring wage range $103,747. - $116,715. annual salary (DOE)

With COMPETITIVE BENEFITS INCLUDING:

• Generous PTO: Paid Sick Time, 15 days Paid Vacation, 11.5 Agency Paid Holidays, plus 2 Personal Holidays
• Medical, Dental, Vision, Basic Life/AD&D and Long-Term Disability
• Health Savings Account and Flexible Spending Account
• 403(b) Retirement Plan and Employer Contribution Pension Plan
• Employee Assistance Program

POSITION PURPOSE:

In support of organizational accountability, compliance, risk mitigation, and continuous improvement, the Director of Operational Support assumes responsibilities related to Operational Integrity and Project Management. They ensure the contracting process is completed consistent with CCS policy and practice and is also responsible for the administration of the Operations Team, which provides comprehensive operational support for programs across the agency. Additionally, they will provide daily operational and administrative oversight for the Everett Family Center, providing support and assistance to programs and staff as needed, as well as ensure that day-to-day operations run smoothly and efficiently.

Upholds and models the Mission, Insights, Key Action Steps and Principles of Leadership for CCSWW. 

Responsibilities

Manages the Contract Review process for NW Programs: 

• Initiates the local program review of new, renewed and amended contracts, MOUs, leases and other agreements. 
• Tracks program and finance approvals, mitigates challenges and or changes requested and communicates between CCS and the contractor until the contract has become fully executed. 
• Follows corporate policy in the coordination of contracts and procurement agreements.   
• Ensures additional policies and procedures are followed concerning Federally funded contracts. 
• Requests Certificates of Insurance (COIs) for initial agreements, set’s up autorenewal of COI’s and requests changes in coverage as directed by contractor requests. 
• Performs SAM.gov debarment and exclusion verification for appropriate agreements. 
• Maintains the NW local contract SharePoint site and works closely with the CCSWW Contracts and Risk Manager.

Manages Risk Partner database for NW properties and vehicles to ensure proper insurance coverage.

• Attends planning and design meetings to represent the NW. 
• Provides leadership and input relevant to the needs of the NW agency. 
• Assist in employee training as database elements “go live”. 
• Reviews and approves invoices as requested by Regional Finance Director and/or Accounting staff.

Provides Infrastructure & Administrative Support for the NW Agency: 

• Sources vendors and coordinates office machine leases, renewals and replacements.

Provides assistance in the area of financial stewardship as requested by the Agency Director. This could include but not be limited to: 

• Assistance in development and implementation of key indicators with Program Directors. 
• Assistance in working with specific Program Directors to develop plans which would address projected or actual deficits.  
• Participates on the CCSWW Safety Committee and ensures agency participating in CCSWW-wide safety initiatives.  

Operational Integrity: 

• Leads the development, review, implementation, and ongoing maintenance of agency-wide policies and procedures to ensure alignment with CCSWW standards, regulatory requirements, and best practices. 
• Oversees contract compliance administration to ensure programs operate in accordance with executed contracts, funding requirements, and performance expectations. 
• Establishes and monitors internal controls related to operational processes, documentation, and reporting to support transparency and risk mitigation. 
• Coordinates operational audits, internal reviews, and compliance monitoring activities, addressing findings, and implementing corrective action plans as needed. 
• Ensure consistent application of policies and procedures across programs and departments through training, communication, and monitoring. 
• Serves as a resource to program and administrative leadership on operational compliance, risk prevention, and integrity-related matters. 

Project Management: 

• Provides leadership and oversight for cross-functional operational projects, from planning through implementation and evaluation. 
• Develops project scopes, timelines, deliverables, and accountability structures to ensure successful project completion. 
• Coordinates internal stakeholders and external partners to align resources, expectations, and outcomes. 
• Monitors project progress, identifies risks or barriers, and implements mitigation strategies to keep initiatives on track. 
• Ensures project outcomes support agency goals related to quality improvement, efficiency, compliance, and service excellence. 
• Documents project outcomes, lessons learned, and process improvements to inform future initiatives and organizational learning. 

Process Improvement & Standardization: 

• Identifies inefficiencies in operational workflows and leads process redesign to improve effectiveness, accuracy, and timeliness. 
• Standardizes operational procedures across programs where appropriate to reduce duplication and variation. 
• Develops and maintains operational playbooks, templates, and standardized tools to support consistent implementation. 

Risk Reduction Through Efficiency: 

• Identifies operational risks created by inefficiencies or outdated practices and implements improvements to reduce exposure. 
• Integrates efficiency improvements into quality improvement and risk management planning.  

Change Management: 

• Leads operational change initiatives, ensuring clear communication, training, and adoption across the agency. 
• Supports staff and leadership through transitions related to new processes, systems, or organizational changes. 
• Anticipates operational impacts of policy, funding, or regulatory changes and prepares the agency accordingly. 

Data, Metrics & Performance Management: 

• Develops and monitors key operational performance indicators (KPIs) to track efficiency, compliance, and service outcomes. 
• Analyzes operational data to identify trends, risks, and opportunities for improvement. 
• Uses data to inform decision-making and prioritization of resources. 
• Ensures that all statistics required by the CCSWW Office including those for the CCUSA report and the Vatican report are compiled in an accurate and timely manner when requested. 

Continuous Improvement Culture: 

• Promotes a culture of continuous improvement, accountability, and operational excellence. 
• Encourages staff feedback and frontline input to improve systems and processes. 
• Facilitates cross-departmental learning and sharing of best practices. 

Responsible for the administration of the Operations team, which provides comprehensive operational support for programs across the agency:    

• Crafts crucial communications directed to and for programs and external partners 
• Carries out the administrative functions of the agency 
• Assists with special projects initiatives of the agency. 

Qualifications

Minimum Qualifications: 

• MA in Business Administration, Public Administration, MSW or related discipline OR 5+ years equivalent work experience and/or training; 
• Experienced administrator with significant program development and implementation skills, preferably in a non-profit setting; 
• Energetic, entrepreneurial, innovative, individual with high ethical standards; 
• Demonstrated strong financial and organizational skills with exposure to non-profit accounting and financial reporting requirements; 
• An extremely well organized, detail oriented, self-directed individual who is articulate, and can relate to people at all levels of an organization and demonstrates an understanding and appreciation for diversity; 
• A dynamic communicator able to work effectively with staff, government and community members. Ability to plan, organize, and execute projects involving diverse agencies and institutions. 
• Deep commitment to the mission of CCS in providing quality services to the poor and vulnerable members of the community. 
• Current WA State Driver’s License & proof of current automobile insurance. 
• Excellent verbal, written, and strong interpersonal skills. 
• Requires time management and interpersonal skills. 
• Must be highly organized and able to make independent decisions. 
• Strong facilitation and team building skills. 
• Ability to counsel others to resolve disputes and mediates conflict. 
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic 
• Housing Services. 
• Criminal History Background Checks are required prior to employment.