Deputy Operations Officer

AT YOUTHCARE: YouthCare envisions a community where no young person experiences homelessness, all young people have the opportunity to thrive, and the systems that oppress them are dismantled. YouthCare serves young people of many racial and ethnic backgrounds, abilities, sexual orientations, gender identities, and religious beliefs, and we seek a workforce that reflects that diversity.

ABOUT YOUTHCARE: YouthCare works to end youth homelessness and to ensure that young people are valued for who they are and empowered to achieve their potential. Founded in 1974, YouthCare was one of the first programs to serve runaway and homeless youth on the West Coast. The goal was to help young people find safety today and build a future for tomorrow. Over four decades, we’ve defined best practices and developed programs that are a national standard for excellence. Using a youth-centered approach, we ensure that young people experiencing homelessness ages 12-24 have the hope, skills, and confidence to gain long-term stability.

COVID vaccinations are mandated at YouthCare.  Employees will be required to submit proof of vaccination or have an approved request for medical or religious exemption and an approved accommodation at time of On-Boarding. Please note: Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.

WORK SCHEDULE: This position is full-time, regular and exempt.  The typical work schedule is Monday – Friday (8:00 a.m. – 5:00 p.m.) and may require working days, evenings, nights and weekends or alternate work locations.

TEAM OVERVIEW:  The Deputy Operations Officer will directly supervise the Operations lines of business at YouthCare.

POSITION SUMMARY:  Under the supervision of the Chief Operations Officer, the Deputy Operations Officer will lead program operations across all YouthCare sites and work closely with the Chief Operations Officer to ensure compliance and strategic alignment in all internal processes, identifying and employing the most efficient methods of running the day-to-day operations.  The Deputy Operations Officer will also work with the Executive Leadership Team, other Deputy Operations Officers and Directors to adjust and align programming to the agency’s mission, long term vision, and sustainability plan. This role requires excellent leadership, problem-solving skills, and the ability to manage multiple high-priority projects simultaneously in a fast-paced, dynamic environment. The ideal candidate should be highly organized, detail-oriented, and capable of driving projects to successful completion while balancing stakeholder needs.

ESSENTIAL RESPONSIBILITIES:

• Assist the Chief Operations Officer (COO) in managing day-to-day operations. 
• Monitor and ensure efficient processes across departments, including production, logistics, and service delivery. 
• Ensure that operations meet the organization's standards and regulatory requirements. 
• End to end project management  
• Support the development and execution of operational strategies. 
• Contribute to setting organizational goals and operational objectives aligned with the company’s vision. 
• Track progress toward operational targets and recommend adjustments as needed. 
• Identify inefficiencies in current operational processes and suggest improvements. 
• Implement best practices to enhance productivity, reduce costs, and improve quality. 
• Lead initiatives to streamline processes and improve resource utilization. 
• Assist in the development and monitoring of budgets related to operational activities. 
• Oversee the allocation of resources to ensure operational efficiency. 
• Track expenses and ensure that operations stay within budget. 
• Identify operational risks and implement mitigation strategies. 
• Ensure compliance with industry regulations, health and safety standards, and internal policies. 
• Conduct regular audits and evaluations of operational procedures. 
• Work closely with other departments (HR, finance, marketing, etc.) to ensure operational alignment with organizational goals. 
• Foster a culture of collaboration between operations and other departments to drive cohesive business strategies. 
• Assist in handling crises that impact operational functions, including supply chain disruptions, production issues, or regulatory changes. 
• Develop contingency plans and manage operational responses to unforeseen challenges. 
• Support the adoption of new technologies to enhance operational efficiency. 
• Oversee the integration of software systems that optimize operational workflows. 
• Lead initiatives for digital transformation and process automation. 

Strategic Planning and Implementation 

• Support the development and execution of operational strategies. 
• Contribute to setting organizational goals and operational objectives aligned with the company’s vision. 
• Track progress toward operational targets and recommend adjustments as needed.
• Identify inefficiencies in current operational processes and suggest improvements. 
• Implement best practices to enhance productivity, reduce costs, and improve quality. 

Facilities, IT, and Operations 

• Guide and assist in the development and implementation of policies and procedures to ensure efficient and effective resource deployment across the agency. 
• Oversee the Facilities, IT, and Operations staff and functions while fostering an environment of continuous development and improvement. 
• Lead, coach, and mentor staff to ensure growth, development, and engagement. 
• Analyze current infrastructure and, working with staff experts, identify areas for improvement with a focus on scalability. Leveraging available resources, providing a foundation that promotes programmatic success in accordance with the Agency’s Theory of Change. 
• Partner with the Director of Facilities to ensure that employees have a safe and healthy work environment; Manage programming related to on-site versus remote working arrangements and develop an environment where employees have the tools, they need to successfully achieve their job responsibilities. 
• Oversee facilities and safety functions of the agency, directly supervising the Director of Facilities who ensures the maintenance, dignity, and safety of all YouthCare’s physical buildings and vehicles. Together with the Director of Facilities ensure compliance in safety training and documentation. 

Project Management

• Project Planning & Execution:
• Develop comprehensive project plans, including scope, timelines, and milestones, ensuring alignment with business objectives.
• Lead the execution of projects across all phases, from initiation and planning through to delivery and closure.

Stakeholder Management:

• Serve as the primary point of contact between internal and external stakeholders.
• Facilitate communication, ensure stakeholder alignment, and manage expectations throughout the project lifecycle.

Budget & Resource Management:

• Plan and monitor project budgets, ensuring that resources are allocated efficiently and that projects remain within financial constraints.
• Track project expenditures, forecast future spending, and adjust resources as necessary.

Team Leadership & Interdepartmental Cross Collaboration:

• Lead and motivate cross-functional project teams, fostering collaboration and ensuring alignment with project goals.
• Delegate tasks effectively, ensuring team members are clear on expectations and timelines.

Performance Monitoring & Reporting:

• Establish key performance indicators (KPIs) to track project progress and performance.
• Provide regular status reports and updates to stakeholders, including leadership, on project health, timelines, and outcomes.
• Ensure all project deliverables meet the required quality standards and align with project specifications.
• Conduct project reviews and evaluations post-completion to ensure continuous improvement and to capture learnings for future projects.

Change Management & Continuous Improvement

• Lead change management efforts, ensuring smooth transitions when project outcomes impact organizational processes, systems, or teams.
• Work closely with all operations, programs and other relevant departments to implement change management initiatives.
• Stay up to date on project management methodologies, tools, and industry best practices.
• Champion process improvements and efficiencies to enhance project management capabilities within the organization.

Strategic Partnership 

• Act as a strategic partner and sounding board to the Chief Operations Officer and senior leadership; ensuring alignment to goals, strategies, and priorities on an ongoing basis. 
• Create and ensure implementation of Operations plans that thoughtfully and responsibly steward the organization’s assets and revenue. 
• Provide highly skilled and collaborative decision-making and leadership expertise to ensure agency integrity, quality of services, and progress towards agency goals and vision. 

Grant Accountability 

• Oversee all financial, programs and grants accounting; ensure that expenditures are consistently aligned with grant and program budgets throughout the grant period; collate financial reporting materials for government, corporate and foundation grants in a timely manner.  
• Ensure finance staff collaboration with agency’s grant writers and contracts leads on the development of program and contract budgets.

Risk Management 

• Monitor risk management policies and procedures to ensure that program and organizational risks are minimized and advise the organization on appropriate insurance coverage for the organization and the Board of Directors. 
• Provide oversight and manage legal matters facing the Agency. 

Supervisory Responsibilities 

• Oversees Accounting department, Facilities department, budget preparation, and audit functions. 
• Works with other department heads to monitor each department’s budget and make recommendations. 
• Attend and assist your team members with contributing to our DEI&J culture by creating at least one SMART Goal related to DEI&J within their control to deliver.   
• Lead at least one check-in each month with each team member to review SMART Goals, Values, and DEI&J commitments to be set up for success at the mid-year performance review. Additionally, recognize and provide positive feedback for all accomplishments. 

This job description is not intended to cover every aspect of your job at YouthCare. We are a team that works together to meet the needs of our clients, and every member of the team is expected to pitch in and help even beyond the specific responsibilities listed in this description.

QUALIFICATIONS –

MINIMUM REQUIREMENTS:

• Bachelor’s degree in business management, Accounting, or Finance. 
• Ten to 15 years’ experience in financial management and demonstrated success as a senior leader in a departmental setting for the accounting or finance organization. 
• Senior level experience in direct interaction with third party CPAs and auditors during annual financial audit engagements. 
• Experience with insurance renewals and negotiations, insurance audit and risk management practices 
• Demonstrated ability to efficiently and effectively manage a large volume of work, be organized and detailed, successfully multi-task and complete assignments on short notice with tight time constraints and meet deadlines; and provide responsive customer services to internal and external stakeholders at all levels. 
• Clearly demonstrated success as a senior leader and administrator in a nonprofit organization, foundation, or government agency, preferably in the field of homelessness. 
• Demonstrated experience with agency operations and oversight, including risk management. 
• Demonstrated ability to think critically about and balance multiple needs, priorities, and stakeholders to meet agency goals. 
• Experience with private nonprofit management and grant accounting in an agency greater than $5,000,000 in revenue, including experience with payroll and payroll allocations, managing audits from independent Certified Public Accountants, government agencies and private funder, as well as ability to create complex organizational budgets. Knowledge of and experience with A-133 audits. 
• Exceptional written, oral, interpersonal, and presentation skills and the ability to effectively interface with and maintain strong working relationships with senior management, YouthCare’s board of directors, and staff. 
• Proficiency in the use of software programs for accounting, word processing, databases, spreadsheets, email and internet. 
• Experience and credentials must comply with program contractual requirements, including but not limited to the Washington State Department of Children, Youth, and Families (DCYF) background clearance process and must be at least 21 years of age.  DCYF Clearance must be maintained for entirety of employment when working with under-18 clients.

PREFERRED REQUIREMENTS:

• Experience with Abila Sage MIP Software Fund Accounting highly preferred. 
• Experience with ADP Workforce Now software highly preferred. 
• CPA designation 
• Master’s degree in business management, Accounting, or Finance.  
• Experience managing external vendors. 
• Experience using budget modeling software. 

CONDITIONS OF EMPLOYMENT: 

• Must be able to provide I-9 supporting documentation for employment.
• Ability to provide a negative TB Test (results must be within one year of hire date).
• Employees who drive YouthCare vehicles as a requirement for their position, must be at least 21 years of old, possess a valid Washington State Driver’s License, meet minimum safe driver criteria established by the agency and our insurance company which includes completion of Defensive Driving and 15-passenger Van trainings. Drivers under the age of 25 must have been licensed for at least 3 years and those operating vehicles with a capacity of 15 or more passengers must be at least 25 years old.
• Successful completion of pre-service training courses as required by contracting agencies. Training such as CPR & First Aid (Adult/Child), Bloodborne Pathogens, and Behavior Management. 
• Computer software skills including Windows, Microsoft outlook, Microsoft Word, and Excel.
• Initiative, creativity, reliability, flexibility, thoroughness
• Strong verbal and written communication skills with good quality spelling, grammar, and punctuation in English. 
• Ability to coordinate overall program functioning.
• May be required to assume responsibilities or duties within the agency not specifically delineated in this job description for short periods of time or on an infrequent basis.
• High integrity when dealing with a broad array of cultures and restricted and/or confidential information.
• Commitment to YouthCare’s initiative to build cultural proficiency across the agency. Acceptance of a variety of lifestyles, behaviors, and cultural and spiritual practices.

PHYSICAL CONSIDERATIONS:

• Ability to perform a range of physical motions, exerting up to 50 pounds. Lifting and carrying up to 50 pounds; standing, walking, sitting for long periods of time, kneeling, squatting, and stooping; running for brief periods of time; and go up and down stairs.