Deputy Director of Operations

Mission, History, and Context

Riverdale Senior Services (RSS) is a nonprofit organization that has championed older adults and their families in the Northwest Bronx since 1977. RSS gives community members the opportunity to live their best, happiest and healthiest lives and operates with a $2.2MM operating budget serving between 3 – 5,000 community members each year.

Riverdale Senior Center originally opened with the mission of providing a place where people could meet friends, share a meal and learn from one another. As we have grown, we’ve responded to the changing needs and interests of the vital, diverse senior population in our geographic area. In addition to a daily delicious lunch, RSS now offers a full range of exercise, cultural, health management and social programs, as well as a wide array of social and behavioral health services. 

RSS is at an exciting moment in our organizational history! With the outward transition of the organization’s executive director who served the organization for seven years, we have been in a period of interim executive leadership to consider how and in what ways to move forward. Over the next year and a half, we will continue executing against our FY24-26 Capacity-Building Roadmap that 1) assesses where we are and where we would like to go operationally, 2) strengthens all functional areas, 3) builds foundational capacities to grow in strategic directions that are likely to evolve over time, 4) and prepares the organization for sustained executive leadership.

Historically, operational activities have been distributed across the organization. As part of Capacity-Building Roadmap, the organization is centralizing operations to maximize resources and increase efficiencies. Restructuring the department to include this pivotal leadership role is a central tenet in the plan. Our rapidly changing environment requires adaptability, collaboration, and an unflappable disposition.

Role

The deputy director of operations plays a critical role in ensuring the smooth functioning of Riverdale Senior Services by assisting with the development of policies and procedures that ensure an efficient, ethical, and collegial working environment. This role also provides ancillary support to government contracts management and coverage for the executive director during planned and unplanned absences.

This senior member of our management team oversees center operations including IT, office, facilities, kitchen and transportation. The director manages and participates in regulatory compliance to City, State, and Federal agencies as appropriate including but not limited to managing assessment and reporting relationship with the NYC Department for the Aging (DFTA).

Direct reports include one part-time split report in tech support, one full-time transportation coordinator, one full-time kitchen manager, and one part-time custodian. The deputy director of operations also works closely with outside consulting and technology firms. This role reports to the executive director.

Responsibilities:

Financial Management and Budget Development:

• • Collaborate with an external financial management firm to develop and manage the organization's budget and internal financial controls. Support the external financial management team in preparation of board and committee reports.
  • Serve as the organization’s representative on the board’s finance and audit committees. Support the committees by assisting as requested by each chair.
  • Advise and support department directors with monitoring and reporting on budgets to ensure cost control.
  • Maintain internal financial management records on the organization’s Sharepoint drive.
  • Ensure compliance with financial regulations and collaborate with external firm to oversee all financial transactions and reporting.
  • Collaborate with the development manager on developing fundraising budgets.

Government Contracts Management:

• • Support the internal management of government contracts, including compliance with reporting requirements and regulations.
  • Collaborate with the development manager and external financial management firm to support contract registration and the vouchering process by managing documents, such as insurance certificates, for New York City's PASSPort portal and others as needed.
  • Execute appropriate authorizations and contracts if the executive director is not available.

Facilities Management:

• • Oversee repair, maintenance, and cleaning activities of the organization's facilities to ensure a safe and conducive environment for staff and clients.
  • Implement strategies to optimize facility usage and minimize operational costs.
  • Apply for permits and maintain records as required.
  • Manage vendor relationships including paper shredding, bus maintenance, utilities, etc.
  • Maintain and internally distribute days open calendar and other facility-related communications.

Transportation:

• • Supervise transportation services and coordination, and vehicle maintenance of the organization's bus to ensure reliable/safe transportation services for older adults.
  • Coordinate with the transportation coordinator to address any transportation-related issues promptly.

IT Strategy and Management:

• • Collaborate with an external technology consulting company to develop and implement an effective IT strategy that maintains a competitive edge.
  • Supervise the management of all organizational documents on the organization’s SharePoint drive using a standard naming and filing protocol. Improve the organization’s documents management and filing protocol as needed.
  • Lead the organization’s efforts to develop systems and methods for data-tracking and reporting that integrate with DFTA’s Vive database and others.
  • Ensure the security and functionality of IT systems and infrastructure.
  • Supervise the training of staff as new technologies are implemented.
  • Onboard all new staff with RSS Mobile Line2 phone numbers.

Safety and Security:

• • Develop and implement safety protocols and procedures to safeguard the well-being of staff, clients, and visitors in compliance with NYC Department for the Aging and NYS Department of Health and Mental Hygiene.
  • Regularly assess and address security risks to maintain a secure environment.

Insurance Policy Management:

• • Manage insurance policies, including general liability, workers' compensation, cyber security, volunteer accident, and director’s and officer’s liability to mitigate organizational risks.
  • Liaise with insurance providers to ensure adequate coverage and timely claims processing.

General Management:

• • Update written operations policies and procedures and create an Operations Manual.
  • Represent the organization at external events and activities as appropriate.
  • Coordinate required staff trainings with the executive director.
  • Manage and implement NYC Aging requirements, assessments and reports.

Qualifications (Must Have):

• Bachelor's degree in Business Administration, Nonprofit Management, or related field and/or 3-5 years’ experience managing operations for an organization of similar budget size or larger.
• Proven experience in financial management, budget development, and oversight of nonprofit organizations.
• Strong leadership and managerial skills with the ability to motivate and mentor staff.
• Excellent communication and interpersonal abilities to collaborate effectively with internal and external stakeholders.
• Knowledge of New York City and State government regulations and compliance requirements related to nonprofit organizations.
• Experience working with diverse communities and sensitivity to the needs of older adults.
• Proficiency in IT systems and software applications.
• Familiarity with transportation logistics and safety regulations.
• Ability to multitask, prioritize, and problem-solve in a fast-paced environment.

Nice to Have:

• Master's degree in Business Administration, Nonprofit Management, or related field.
• Experience with NYC Department for the Aging (DFTA) member management software.

Key Characteristics

• • Love of the older adult community.
  • Outstanding communicator both in writing and verbally with excellent people skills.
  • Able to resolve conflicts and evolving priorities.
  • Proven experience as an operations director or other managerial position.
  • Solid understanding of nonprofit budgeting practices.
  • Proficient in MS Office, and computer systems.
  • Exceptional organizational and leadership skills.

Salary and Benefits

This is a full-time, exempt position. $95,000 - $100,000 annual salary depending on qualifications. 100% employer-sponsored health insurance, dental insurance, 403b retirement plan (when eligible), $40/month mobile phone reimbursement, and generous paid time off.

Application Process

To apply, please submit your resume and a cover letter aligning your relevant experience with the above qualifications / key characteristics. Applications without a cover letter will not be considered. Please send to Floyd Rumohr, Interim Executive Director, by September 24 to frumohr@rssny.org. Please include in the subject line: [Your Name: Deputy Director of Operations Candidate].

RSS is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to all employment actions, including, but not limited to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.