The Christine Center Inc.
GENERAL SUMMARY: The Operations Manager is responsible for the efficient and effective day-to-day management of the Center’s office, kitchen, housekeeping, and routine maintenance operations. The responsibilities require a high degree of professionalism to multi-task, prioritize, and ensure a welcoming, safe, and clean environment for guests, visitors, other staff, and our partners in mission. This middle management exempt position reports to the Executive Director and provides an opportunity to play a significant role in fulfilling our mission of spiritual deepening for global transformation.
PRIMARY DUTIES AND RESPONSIBILITIES
Within areas of departmental responsibility (Office, Kitchen, Housekeeping):
- Ensure all inquiries and requests of guests, staff, partners, and volunteers are handled in a timely manner.
- Develop proficiency in the Retreat Manager reservation program necessary to fully utilize and train staff and volunteers on all functions.
- Prepare and manage staffing schedule (including PTO).
- Coordinate and participate in regular rotation for coverage of after-hours issues, hospitality, and emergency needs.
- Oversee all communications initiated through front office including telephone, social media, email, face-to-face or written for a high degree of customer satisfaction.
- Maintain communication with staff regarding organizational needs and job priorities.
- Facilitate effective communication and coordination of processes across departments.
- Proactively identify and assist with management of staffing needs (e.g., recruitment/retention of staff, student interns, work exchange, etc.) and participate in sick/vacation coverage.
- Maintain ongoing collaboration with Volunteer Coordinator regarding volunteer needs and resources required.
- Work with Marketing Director on overall communication and marketing strategies
- Communicate and coordinate with maintenance staff about campus and facility needs
- Prepare office documents, reports, and general communications to staff and/or guests using computer word processing, spreadsheet, and database software.
- Order supplies per departmental needs.
- Coordinate management of all deliveries, vendors, and equipment maintenance/repair (e.g., HVAC, Fire, Pest Control, and others).
- Develop a basic understanding of the bookkeeping and billing system and assist where needed.
- Assist with creation of departmental budgets, track expenditures, and create year-end reports under direction of the Executive Director.
- Assist in ensuring compliance with regulatory standards under direction of Executive Director
- Develop and/or update procedures, policies, and forms as necessary – in collaboration with appropriate staff.
Within areas of departmental responsibility:
- Assist with interviewing and hiring of staff in reporting departments.
- Coordinate employee orientation and training in reporting departments.
- Conduct performance evaluations, recognition programs and develop any correction action plans needed with the employee(s).
- Develop and support a positive team environment including regular opportunities for staff meetings, and other interactions, to include the Partner Sisters.
- Maintain employee personnel records per organizational policy.
- Ensure applicable required state and federal employment law information is current and is posted under the direction of the Executive Director.
- Follow organization policies and procedures regarding worker compensation and worker injury events.
- Ensure that emergency contact information is secured from all on campus, including and that procedures for various events are in place, communicated and practiced (e.g., tornado warnings, emergency medical situations) in collaboration with Executive Director.
- Ensure guests and other visitors are greeted in person, by phone, and electronically according to Center’s value of hospitality.
- Ensure guest reservation process is handled efficiently and to the satisfaction of guests and the workshop facilitators or hosts.
- Provide staff training, monitoring, and modification of policies and procedures as necessary to enhance the experience of all visitors.
- Monitor guest evaluations from the current survey program and distribute comments to the respective departments according to procedure – identifying possibilities for changes to enhance the services provided.
- Assist in developing survey analysis reports in collaboration with Program Director and distribute to leadership and the Board as appropriate.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Demonstrated ability to manage a department, identifying and managing self and staff to accomplish multiple priorities.
- Ability to handle problem solving including conflict resolution with respect for the individuals involved, confidentiality, and in a timely manner.
- Demonstrated ability to maintain and foster an environment of hospitality for guests, visitors, facilitators, and employees.
- Experience with, and willingness to, assess and implement changes in procedures and process as opportunities identified.
Education and Experience
- Requires post-secondary education/degree in business, computers, office management or HR.
- Minimum five (5) years of experience in an office management role.
- Professionally has demonstrated decision making driven by values.
Knowledge, skills, and abilities
- Evidence of excellent written and verbal communication skills in a wide range of situations (e.g., policies and procedures, vendor contacts, staffing directives), conducting professionally with all.
- Proficient in the use of Microsoft 365 (word processing, spreadsheets, databases).
- Proficient with general office equipment (computers, fax machines, copiers, phones, etc.).
- Demonstrate an ability to learn relevant productivity programs and guest reservation systems.
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The person is occasionally required to stand, walk, climb, balance, and stoop, kneel, or crouch. The person must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
This position is defined as a salaried “Exempt” middle management position.
This position requires flexibility in hours of work; ability to be available in an emergency situation. There are regular evening activities and weekend events requiring presence on campus.
The person in this position is directly accountable to the Christine Center Executive Director.
The above statements are intended to describe the general nature and level of work required of the job. They are not meant to be an exhaustive list of all responsibilities, duties and skills required.