• Job Description

  Req#: 619

  Job Purpose:

  Vital Strategies is seeking qualified candidates for the position of Senior Operations Manager for the Overdose Prevention Program. Vital Strategies is funding projects and providing technical assistance tailored to the overdose epidemic on the ground in specific U.S. States. The Senior Operations Manager will manage, organize, and supervise administrative operations for the program. This position is based in the New York City area, where hybrid office schedules are in place (two days/week in-office, the rest remote).

  The salary range for this position is $95,000 to $105,000. The candidate must be authorized to work in the U.S. at time of hire.

  Duties and Responsibilities:

  The Senior Operations Manager provides management direction and support for all program operations, including contracts and procurement, recruitment and hiring, finance monitoring and reporting, and general operations. Under the direction of the Technical Director, the Senior Operations Manager supervises the Operations Officer, and the Quality Assurance Manager, and collaborates and coordinates with program staff, in addition to Vital Strategies Grants Management and Human Resources departments, respectively.

  Contract and procurement management includes:

  · Manage contracting process and execution for sub-grants and consultant contracts developed by program staff to ensure efficiency, completeness, accuracy, consistency, and fidelity

  · Manage and oversee contract tracker to summarize the status of processing, execution, and payments against each contract

  · Manage project progress tracker, in collaboration with a program data unit, and manage systems to track and monitor the status of project deliverables and milestones

  · Supervise Quality Assurance Manager to maintain project progress tracker, and coordinate with program staff to help identify delays, grantee challenges in completing deliverables, or other obstacles in project implementation, and work for resolution

  · Field questions from contractors and sub-grantees on contract processing and procedures, templates and formats for reporting, and other administrative questions

  · Prepare monthly and quarterly reports for external funder, internal Vital Strategies, and other reports and updates, as needed

  Recruitment and hiring include:

  · Review and finalize position descriptions for the core team and embedded staff, ensuring completeness, accuracy, consistency, and fidelity to organizational requirements

  · Plan and manage the hiring process, including coordination with the HR team, hiring managers, applicant screening, interview arrangements, and salary finalization

  · Coordinate employment processing, orientation, and onboarding arrangements, and equipment/office set-up for new program staff

  Finance monitoring and reporting include:

  · Track and monitor budget status and overall program spending, from project planning through completion, including by state, organization and type

  · Coordinate with Grants Manager for program finance updates, tracking, and reporting

  · Provide program guidance to Grants Manager for budget modifications and related contractual issues

  General operations include:

  · Represent program with Vital Strategies finance, human resources, and facilities departments, and ensure program compliance with Vital Strategies policies and procedures

  · Ensure compliance with reporting requirements

  · Supervise and facilitate program functioning processes and tracking to support program staff work, including administration of staff professional development funds, management of travel budget and expenses reimbursement, etc.

  · Other duties as assigned by Director

  Qualifications:

  Education and Degree -

  · Bachelor’s degree required; Master’s degree in relevant discipline preferred

  · Minimum 10 years of relevant work experience in lieu of degree is acceptable

  Skills and Abilities -

  · Demonstrated ability in project management, including budget oversight

  · Intermediate to advanced knowledge in Microsoft Office, including use of pivot tables, V-lookups, and formulas, and other project management tools or software

  · At least one year of experience in personnel supervision

  · Able to build and maintain trusting relationships with grantees and other program partners

  · Excellent organization and time management skills

  · Excellent oral, written, and interpersonal communication skills

  · Demonstrated ability to work under pressure and deliver against tight deadlines

  · Demonstrated ability to work collaboratively as well as autonomously

  · Demonstrated sound judgment

  · Demonstrated record of planning, coordinating, advocating, and achieving meaningful change in state and local policies for people who use drugs

  · Strong analytical and problem-solving skills

  · Ability to build strong, ongoing, impactful relationships at all organizational levels and across a diverse range of cultural, generational, ethnic, racial, educational, and social backgrounds

  · Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

  Experience:

  Required -

  · 8+ years of related work experience

  · Experienced in working collaboratively and remotely with internal and external team members to meet expectations and deliver the necessary assistance promptly

  Preferred -

  · Work experience in Governmental agency or non-profit organization administrative management

  · Demonstrated knowledge and/or experience in public health, drug policy, or related focus areas

  Working Conditions and Physical Requirements:

  Individuals may be required to occasionally move between partner offices in the New York City area. In addition, up to 30% of the time in domestic travel may be required to attend meetings.

  Additional Information:

  The position is based in New York City. Some domestic travel will be required for onsite engagement.

• About the company

  Global public health organization working to solve international health crisis from five international offices, with a global network of leading experts in 73+ countries.

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