Director Of Operations, Integrated Harm Reduction

Position Description

Under the supervision of the AVP, Integrated Harm Reduction, the Director of Operations will work with the AVP to coordinate and manage administrative and contract management processes for Integrated Harm Reduction programs. The Director of Operations will also coordinate and monitor expense tracking activities for all contracts.

This position is also responsible for the coordination of office management activities including, inventory management, supply ordering, office and storage space maintenance, petty cash administration, and metro card distribution and reconciliation. The Director of Operations also works with program managers to provide management of department vehicles.

The Director of Operations provides oversight and supervision of the front desk reception area, including supervision of the Client Registrar and peers assigned to the front desk.

Additionally, the Director of Operations will also work with the AVP to assist in the administration of Harlem United’s agency-wide peer program. These responsibilities will include managing peer records, ensuring submission of peer care plans, and tracking timesheets and stipend allocation information.

Essential Job Functions

The following duties are mandatory requirements of the job:

Contract Management:

1. Manage expense tracking across contracts and foundation grants; maintain up to date contract details and fiscal documentation in the shared drive.
2. Assist in review of program vouchers and budgets, maintain comprehensive list of all contract allocations for department staff and peers.
3. Work with AVP to submit administrative documentation for proposals, contract renewals, and reporting documentation for city, state, and federal contracts.
4. Serve as department’s liaison with internal fiscal management, BTQ Financial, Harlem United administration, and Health Services (URAM).

Prevention Operations and Vehicles:

1. Provide inventory tracking of office, program, and medical supplies; provide management of office equipment maintenance and oversee space and storage maintenance activities.
2. Serves as primary liaison between the department and property management staff.
3. Manage operations of all prevention vehicles, including tracking of vehicle usage, maintenance needs, vehicle inspection and registration.
4. Overseeing process for new drivers in the department.
5. Maintain, distribute and reconcile mobile unit supplies, including gas card, keys, transport/mileage logs.
6. Schedule needed maintenance and regular cleaning of vehicles, arrange transport to cleaning and maintenance locations.
7. Reconcile all gas receipts for prevention gas cards. Work with fleet and fiscal management to ensure account activity is kept up to date and any issues are communicated.
8. Assist in reporting of any vehicle issues, including roadside assistance, accident reporting, and assisting with insurance claims.
9. Serve as primary contact for manager of vehicle parking lot.
10. Distribute, request, and reconcile all petty cash, metro cards, and client incentives on monthly basis.
11. Process and track department check requests.

Agency wide Peer Program

1. Ensure peer supervisors are creating and maintaining comprehensive records of all peer participants, including applications, care/treatment/service plans, demographics, peer performance records, and annual evaluations.
2. Work with Clinical Directors and peer supervisors to ensure timely submission of peer care plans.
3. Create and distribute peer identification cards.
4. Collaborate with the Director of Compliance on grievances submitted by peers.
   1. Coordinate with the Incident Review Committee and case conferences for peers involved in incidents and non-adherence to other Harlem United programs rules.
   2. Assist with submission of timesheets and distribution of peer stipends. Collaborate with the finance department and BTQ in the tracking of allocations for all peers agency wide.

Other Responsibilities

The following duties are to be performed as assigned by the supervisor:

1. Participation in agency and divisional events.
2. Provide front desk reception coverage as needed.

Education and Certification

The candidate will have 2-3 years of administrative or office management experience. Experience in bookkeeping and data management required. Previous experience in supervising staff a plus.

Special Skills and Knowledge

In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all of the following:

1. Proficient with Microsoft Office- Excel, Work, PowerPoint, Outlook.
2. Contract management experience a plus.
3. Ability to multitask.
4. Exceptional organizational skills.
5. Excellent written and oral communication skills.
6. Strong commitment to Harlem United’s mission.