Director of Operations and Administration

Job Description Full-Time Exempt Salaried Position

Supervisor(s): President and President-Elect of the JLB

Summary:
The Director of Operations and Administration (Director) must be a mission-focused, seasoned, strategic, analytical and process-minded individual with experience supporting a volunteer leadership team and promoting a performance culture among a group of diverse, talented individuals. The Director must be a self-starter who is able to help others deliver measurable, cost-effective and timely results that make the vision a reality. Importantly, the successful candidate will have the skills, sensitivity, and personal confidence to tap into the strengths that each staff member brings to the team. While it is essential that the Director brings efficient and effective systems to increase the administrative and operational performance of the organization, is it also critical that the team retain the culture that supports and aligns to the mission of the Junior League of Birmingham (JLB). The Director reports dually to the JLB President and President-Elect and is accountable to the JLB Board of Directors. This position is a full-time, exempt/salaried position and is benefits eligible.
The Director is accountable for ensuring that the day-to-day operations of the JLB are managed in a way that is consistent with the established vision, mission, and priorities of the organization and that appropriate support is provided to staff, volunteer leadership and membership of the JLB. The Director serves as supervisor for all JLB staff and, in conjunction, with volunteer leadership translates the strategic goals and objectives of the JLB into priorities and performance objectives for each member of the staff. The Director ensures that these objectives are met through proactive performance management and creates and sustains a culture within the team that aligns to JLB’s core value system. This is accomplished through modeling, communication and coaching of staff. The Director serves as the principle liaison between the Executive Board and the staff, actively communicating in both directions priorities and strategic initiatives. The Director serves as a critical partner and resource to the JLB leadership and membership.

Primary Responsibilities
• Directs, plans, organizes, controls, negotiates, presents, monitors and evaluates a complex variety of functions involving operations, risk management, personnel, staff recruitment and retention, compliance, contract negotiation, vendor management, and physical facilities for a large non-profit, membership-based organization
• Provide strategic oversight and expertise for the operations of the JLB ‒ Ensures that administrative resources are allocated in a way that achieves goals, becoming intimately familiar
with the JLB strategic plan ‒ Actively manage all expenses to ensure that JLB financial resources are effectively and efficiently spent for
administrative costs, including analysis of renewals and thorough bidding processes ‒ Identifies gaps in administrative process and/or operations to achieve goals ‒ Coordinates the execution of strategic administrative and operational initiatives of critical importance to the
organization as identified by and/or collaboratively with the JLB Executive Board ‒ Working in partnership with the JLB Executive Board, develops annual administrative and operational objectives
and implementation plans to achieve them, providing monthly reports to the JLB Executive Board ‒ Assist with JLB’s membership and project management platform, Digital Cheetah, including but not limited to
Member Management and Donor Management modules, problem-solving and engaging technical support when necessary ‒ Chair the JLB Property Committee, ensuring that the JLB building and grounds are well kept, secure and safe,
managing vendor relationships, budget and services ‒ Oversee yearly storage clean-out process, ensuring that volunteers are aware of items that should not be discarded
and that the storage rooms are well organized ‒ Maintains a thorough knowledge of and ensures compliance with all bylaws, policies, procedures and local, state
and federal guidelines
• In partnership with the JLB Personnel Committee, manages all aspects of human resources for the JLB ‒ Oversees recruitment, performance evaluation and management, professional development, and retention of staff
‒ In collaboration with the JLB Personnel Committee, coordinates the performance management process for staff
that measures and evaluates progress against objectives identified ‒ Research and negotiate benefits, as necessary (e.g., health insurance, simple IRA) and provide recommendations
to the JLB Personnel Committee ‒ Develop a strong sense of teamwork, equity, and investment in mission across all staff functional areas ‒ Establish an environment on the staff team of mentoring, communication, support and customer-service ‒ Ensure interaction and collaboration with JLB leadership and staff, occasionally attending JLB Council meetings
or as requested, developing an in-depth understanding of the volunteers’ work and assessing necessary support from the team ‒ Provides for staff a strong day-to-day leadership presence and supports an open-door policy among all staff ‒ Cross-train on activities performed by the staff to ensure that tasks can be performed when staff are out of the
office or unavailable
• Serve as a critical partner to the JLB leadership, acting as a vital resource for them and the membership ‒ Builds and manages relationships with important stakeholders including but not limited to the JLB membership,
peers of other Junior Leagues, peers of other Birmingham area non-profits, and JLB community partners ‒ Serve as an active member (ex-officio) of the JLB Executive Board, attending and actively participating
in monthly management and executive meetings ‒ Serve as an energetic and articulate ambassador for the JLB in communicating its message to internal and external
constituents, occasionally participating in community site visits
• At the discretion of the President and President-Elect, the Director may be asked to perform other duties and tasks or fulfill other responsibilities for which they are qualified

Core Values

The Junior League of Birmingham believes the following core values should guide all who are affiliated with our organization, including staff. As such, adherence to the values will be included in all staff reviews. 1. We are Mission-Driven. This means we are:
• Committed to promoting voluntarism in our community;
• Focused on the development of women, both those who are members of the organization and others in our community;
• Passionate about improving the Birmingham community through the effective action and leadership of trained volunteers. 2. We respect all people, whether a member of the organization, a member of the staff, or a member of our
community at large. 3. We maintain integrity in all that we do and say. 4. We work in a collaborative spirit. This means we are:
• Solution-Focused, regardless of whether the solution lies within the four corners of our job description or not;
• Willing to make sure issues are completely and appropriately resolved, following up when appropriate;
• Striving to improve the Birmingham community as a whole, seeking and providing assistance to and support from other agencies and individuals in the community for the betterment of all. 5. We strive to provide quality service both to our membership and the Birmingham community.

Qualifications
Education: Bachelor’s degree, preferably in field of communication, education, marketing, business administration, or similar
Certification: None required
Experience: Three years or more experience working with a proactive Board of Directors preferred; Two or more years’ experience with administrative supervision; Experience preferred with non-profit organization

Knowledge, Skills and Abilities
• Friendly and welcoming personality, fostering a spirit of collaboration and service
• Basic knowledge of budgeting and finance, and fiduciary responsibilities of non-profit organizations
• Ability to comfortably dive into most any area of the organization as needed
• Extremely strong written and verbal communication skills
• Ability to balance multiple priorities and projects at once
• An entrepreneurial spirit, innovatively and prompt in addressing challenges
• Ability to build and maintain trust
• Evidence of ability to consistently make good decisions through a combination of analysis, wisdom, experience and judgement
• Problem-solving, project management and creative resourcefulness
• Ability to think strategically, anticipate future consequences and trends, and incorporate them into the organizational plan
• Ability to effectively build staff capacity, developing a high performing administrative team and the processes that ensure the office runs smoothly
• Flexible management style to meet the needs of each team member based on their strengths and opportunities
• A team builder; ability to connect staff both on an individual level and in large groups; capacity to enforce accountability, develop and empower high performing team members; support team members’ growth and development
• Management style that is focused on supporting the members of the team to get the work done, partnering (not micromanaging), empowering, developing
• Flexibility to attend certain meetings on nights or weekends, including monthly board management meetings
• Enjoys working hard and looks for challenges; able to act and react as necessary, even if limited information is available; not afraid to jump in; can overcome resistance
• Knowledge and proficiency in use of computers, basic productivity software, and database management/navigation
• Establishes and maintains effective working relationships with a variety of internal and external audiences
• Manages in a changing environment, remaining flexible and adaptive
• Willingness to get things done and take responsibility
• Handles duties and responsibilities without having to wait on instructions from others and not requiring continual follow-up from others
• Takes ownership of identifying solutions to issues with the team and execute on those solutions as within scope to do so
• Maintains a high degree of confidentiality

Working Conditions and Environment
The working conditions and environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is primarily in internal offices
• Visits to local agencies to observe community projects in action and meet with Project/Agency Directors, daytime or evening as appropriate
• Local meetings/trainings as appropriate, daytime and evening
• This position requires sitting at a desk and computer for extended periods of time
• Must be able to speak and hear well enough to communicate effectively and must be able to see short distances clearly, such as a computer screen
• Must be able to lift up to 10 lbs.
• Requires the capability of handling periods of high stress and multi-tasking with a pleasant demeanor

Application Procedure
Confidential review of applications and expression of interest will begin immediately. To ensure full consideration, please e-mail a copy of your resume, list of references and a letter of interest to:

Toni Leeth President-Elect

Junior League of Birmingham

presidentelect@jlbonline.com

The Junior League of Birmingham, Alabama, Inc. is an organization of approximately 2,300 women committed to promoting voluntarism, developing the potential of women, and improving the community through the effective action and leadership of trained volunteers. JLB is an Equal Opportunity Employer.