Director of Business Operations

Job description

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 organization's 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 organization's 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 organization's 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 organization's 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 organization's 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 organization's volunteer program, including volunteer recruitment, placement, orientation, recordkeeping, and coordination with department leaders. POSITION REQUIREMENTS • Bachelor's degree in related field; Master's 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 US? 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.