General Summary of the Position

The Business Operations Manager is a leadership role in support of the Administrator of St. Joseph’s Residence and the Board of Directors.  This leader is a steward of the Physical, Financial, and Human Resources of the Residence.

Essential Duties and Responsibilities of the Position

The business operations manager either directly performs or is responsible for the supervision / management of personnel and/or volunteers directly performing duties in the following areas:

 

Functional Areas of Responsibility –

General Operations Management:

·         Function as the first point of contact for new residents / families: conducts phone assessment, sets up patient interviews, provides facility tours, procures lease paperwork

·         Monitor and maintain facility and other requirements for compliance with Texas Health and Human Services regulations.

·         Ensure compliance with Diocesan Safe Environment program for employees and volunteers.

·         Oversee coordination of volunteers from various parishes, schools, ministries and councils and manages volunteer work.

·         Maintain positive relationships and effective communication between St. Joseph’s Residence, the Diocese, various groups and outside authorities as appropriate.

·         Attend and present information at St. Joseph Residence staff meetings, committee meetings and Board of Director meetings.

·         Attend diocesan administration meetings representing the Residence and the Administration.  Distribute and disseminate information obtained at these meetings to all personnel as appropriate.

·         Consult with and advise Administrator on business and administrative matters that affect the Residence.

·         Direct the management of the Residence office.

·         Oversee the management of the Residence records, including Application forms, Lease and Agreement forms, Power of Attorney, Medical and other Financial forms.

·         Coordinate Residence casualty, property, and workers’ compensation insurance with the diocesan master insurance program.

·         Direct or provide input into Residence stewardship, development, and fundraising initiatives.

·         Oversee the management of Residence information technology systems.

·         Participate in strategic planning and day-to-day execution of strategic goals/objectives in conjunction with the Administrator and the Board of Directors.

·         Maintain familiarity with all applicable policies and procedures.

 

Finance and Accounting:

·         Maintain accuracy of all financial files and records, and establish a responsible cash flow management system.

·         Facilitate the external annual AUP or audit: implement suggested recommendations.

·         Prepare, administer, and review budget process in collaboration with and subject to review and/or approval by the St. Joseph Residence Administration and the Board of Directors.

·         Act as liaison between the Residence and the diocese in financial matters.

·         Maintain accurate accounting following generally accepted accounting principles.

·         Ensure adherence to Diocesan Accounting and Finance policies and procedures, including financial reporting to the Board of Directors.

·         Ensure payroll for all employees of St. Joseph Residence is processed timely and accurately.

·         Maintain, manage and reconcile all cash and endowment accounts; manage distributions from endowment and grants from The Catholic Foundation as needed.

 

Human Resources:

·         Act as Human Resources Manager for local site to include but not limited to:

·         Establish and maintain performance evaluation process.

·         Evaluate, hire, train, and coach direct reports.

·         Administer salary administration program within the budget guidelines of the location as well as administer the benefits programs.

·         Administer corrective actions as necessary.

·         In collaboration with the Diocesan HR Leadership, establish and implement Human Resources policies/procedures.

·         Establish and conduct employee training for all staff.

·         Administer all local and Diocesan Human Resources processes as applicable.

·         Train employee base on the utilization of the ExponentHR system

·         Onboard all new employees.

·         Administer Christmas Bonus.

·         Manage Employment Benefits Enrollment.

·         Work with Diocesan Human Resources department to implement overarching Diocesan programs.

 

Facility and Asset Management:

·         Management and maintenance of building, including frequent interaction with vendors and maintenance of security access.

·         Coordinate purchasing of supplies.

·         Supervise any major construction, improvement or repair within guidelines of Diocesan Construction Policy.

·         Solicit and review bids and quotes and negotiate contracts.

·         Establish and monitor preventative maintenance programs for all properties and vehicles.

·         Establish emergency procedures for staff.

·         Maintain security of property (keys, files, valuables, etc.).

 

Other Duties:

·         Functions as a resource and supporting team member for all Resident activities and events.

·         Additional duties as assigned by Board/Leadership team.

 

Ministerial Responsibilities:

·   Attend diocesan administration meetings representing the Residence and the Administration.  Distribute and disseminate information obtained at these meetings to all personnel as appropriate.
·   In collaboration with the Diocesan HR Leadership, establish and implement Human Resources policies/procedures.
·   Work with Diocesan Human Resources department to implement overarching Diocesan programs.
Position Requirements

Knowledge, Skills and Abilities:

·   Thorough knowledge of accounting principles and practices.
·   Solid business operational experience.
·   Solid practical Human Resources experience.
·   Excellent interpersonal communication skills.
·   Supervisory and leadership experience.
·   Proven organizational skills including the ability to manage multiple tasks and projects simultaneously, meet deadlines and produce high quality results quickly.
·   Excellent computer skills: MS Office suite of products; internet applications; QuickBooks Accounting Software.
·   Good record-keeping skills.
·   Good facilitation skills.
·   Collaborative style that fosters workplace excellence and mutual staff support.
·   Highly motivated; able to work independently and as part of a team and with energy, optimism and persistence.
·   Ability to present oneself professionally.
·   Ability to maintain confidentiality.
·   Ability to prioritize and to be flexible.
·   Able to work frequent evenings and/or weekends and work an unpredictable schedule when necessary.
Education and Experience:

·   Bachelor’s Degree required in Business or a closely related field.
·   5 – 10 years of business experience, non-profit experience preferred.
Special Requirements:

·   Practicing Catholic with thorough knowledge and understanding of Catholic teachings, required.
·   Background Check: This position requires a criminal background check and credit check.
·   English proficiency required.  Bilingual English/Spanish strongly preferred.

Physical Requirements Specific to the Job:

·         Indicate N/A

 

DO NOT REMOVE

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of St. Joseph’s Residence.

St. Joseph’s Residence reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.