Business Operations Supervisor
at Heartland Alliance

Date Posted: 10/18/2019

Job Description

Summary:

This position performs a broad range of administrative tasks in support of the SAFEty Initiatives and high level administrative and logistical support to the division’s Senior Director, First Deputy, Directors, Associate Directors and Program Managers. The Administrative Supervisor will assume a point-person and leadership role related to the administration of one or more core activities including, but not limited to, background checks for potential client sponsors, financial processing, HR processing, etc. (related to SAFEty regulatory matters)

As part of the SAFEty Initiatives, this position will be counted on and included in providing services to participants at the program sites and will assist the programs in every aspect of programming operations.  The individual in this position is expected to report to and perform assigned service-related duties at the program sites for all relevant reasons including influxes in the census, staffing shortages, emergencies and trainings, among others.

Essential Duties and Responsibilities:

  • Provide positive and proactive front-line employee customer service – resolving questions and concerns and providing candidates, employees, and managers with requested information.
  • Prepare records, contracts for signature or submission, personnel (related to SAFEty’s regulatory needs) and other documentation.
  • Assign projects to administrative staff to support the efficiency and effectiveness of the SAFEty Initiatives operations and policies/procedures.
  • Prepare and deliver performance evaluations for assigned staff, with input from others within SAFEty Initiatives and the agency.
  • Manage a team of administration professionals to achieve SAFEty Imitative operational objectives.
  • Provide guidance and support to administration team/staff to perform their duties effectively.
  • Ensure that the administration team follows agency standards and guidelines for operational efficiency.
  • Provide support to resolve any problems faced by the administration team/staff.
  • Manage the supply needs for SAFEty Initiative programs
  • Provide support in recruitment, evaluation and training of administrative team
  • Evaluate current operations to identify and implement process improvements.
  • Oversee relevant employment transactions (related to SAFEty regulatory needs).
  • Provides training and guidance to assigned staff in appropriate facets of the position and ensures documentation is completed in a thorough, accurate and timely fashion.
  • Conducts team and one-on-one supervision meetings with assigned staff.
  • Initiates requests for regular supervision and interim evaluation/goal setting.
  • Develops and maintains the program’s filing and data management systems.
  • Maintains confidentiality and compiles monthly reports and summaries.
  • Conduct human resources related processes including reference checks, start dates, employment related paperwork (i.e. W-9, etc.) and data entry In particular as it relates to SAFEty regulatory matters)
  • Communicate with employees and managers to ensure that missing or expired items are submitted in a timely manner
  • Maintain confidentiality of all documents and other information
  • Ensures the appropriate filing and distribution of records
  • Assumes responsibility for the accuracy, substance and timeliness of program reports, projects, schedules and other relevant work products in collaboration with the Senior Director, First Deputy, Program Director or Associate Director.
  • Adheres to professional standards as outlined by governmental bodies, appropriate professional associations, and private and public funding sources. Assists in the development of organizational plans/policies related to professional standards. Provides periodic evaluative reviews and/or in-house and external staff training to ensure that staff understand and continue to adhere to such standards. Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standard.
  • Other duties as assigned.

Supervisor Responsibilities:

Manages subordinates as assigned. Is responsible for the overall direction, coordination, and evaluation of the unit. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

  • Assign projects to administrative staff to support the efficiency and effectiveness of the SAFEty Initiatives operations and policies/procedures.
  • Prepare and deliver performance evaluations for assigned staff, with input from others within SAFEty Initiatives and the agency.
  • Manage a team of administration professionals to achieve SAFEty Imitative operational objectives.
  • Provide guidance and support to administration team/staff to perform their duties effectively.
  • Ensure that the administration team follows agency standards and guidelines for operational efficiency.
  • Provide support to resolve any problems faced by the administration team/staff.
  • Conducts team and one-on-one supervision meetings with assigned staff.
  • Initiates requests for regular supervision and interim evaluation/goal setting.

Leadership Competencies – In order to perform the job successfully, and individual should demonstrate the following competencies:

  • Strategic Agility - Sets a vision and creates strategies in the midst of a complex, uncertain, and changing environment; Thinks big picture to make long-term decisions; Thinks innovatively to improve processes and services; Inspires innovative thinking and helps the organization adapt to change and face adversity.
  • Communication - Delivers honest, clear, persuasive, and timely information; Collects (i.e., actively listens) and synthesizes information; Communicates in an inclusive and respectful way; Communicates appropriately and effectively in written and verbal form to various stakeholders (e.g. participants, staff, partners, funders); Represents HA externally with the power to inspire and influence others.
  • Teamwork & Collaboration - Delivers honest, clear, persuasive, and timely information; Collects (i.e., actively listens) and synthesizes information; Communicates in an inclusive and respectful way; Communicates appropriately and effectively in written and verbal form to various stakeholders (e.g. participants, staff, partners, funders); Represents HA externally with the power to inspire and influence others.
  • Managerial Courage - Challenges group-think and creates an environment welcoming diverse perspectives; Identifies, diffuses, and rectifies unethical, unsafe, or uncomfortable situations; Engages in courageous communication and critical thinking to balance differing views across teams and the organization; Manages challenging situations and conflicts in a professional manner even if it requires an unpopular stance.
  • Talent Development - Builds capacity of future leaders and empower teams; Leverages unique backgrounds, experiences and strengths to develop a cohesive team and create an inclusive environment; Manages employees with understanding and empathy (i.e. displays emotional intelligence); Supports employees’ well-being by understanding and working to address work stress and vicarious trauma; Provides timely feedback that is authentic, direct, and actionable.

Qualifications:  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.

  • Education and/or Experience: High school diploma or equivalent required.  At least 3-5 years of related experience required. Must have previous customer service experience.  Experience working with a multidisciplinary team and successfully coordinating training and large events is required. Previous supervisory or team leadership experience preferred.
  • Computer Skills: Proficiency in Microsoft Office, Internet Explorer, Outlook/ Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to sit and talk and hear.
  • The employee is frequently required to use hands to key, handle, or feel and reach with hands and arms.
  • The employee is occasionally required to stand and walk.
  • Specific vision abilities required by this job include close vision and ability to adjust focus

 Work Environment: The work environment characteristics described here 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.

  • The noise level in the work environment is usually moderate.
  • Must be able to lift 20 pounds.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.

Job Snapshot

  • Employee Type: Full-Time
  • Location: Chicago, IL
  • Job Type: Management
  • Experience: Not Specified
  • Date Posted: 10/18/2019

About Us

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Heartland Alliance—the leading anti-poverty organization in the Midwest— believes that all of us deserve the opportunity to improve our lives. Each year, we help ensure this opportunity for nearly one million people around the world who are homeless, living in poverty, or seeking safety. Our multicultural staff are passionate about our mission and make Heartland Alliance a dynamic and exciting place to develop your career.


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