Operations Director

Position Summary: The Operations Director must work positively and collaboratively with residents, family members, Board members, Phipps staff, social work interns, outside health providers, contractors, and many others. The Operations Director is the primary liaison with the Board of Directors of JLHA and James Lenox House, Inc., and maintains the minutes of those meetings. Reporting to the Executive Director, the Operations Director is our principal liaison to Phipps Houses Services and the Building Superintendent regarding move-ins and move-outs. The Operations Director maintains an orderly administrative office that is responsive to the needs of our older adult residents. The Operations Director ensures all office equipment is functioning as intended, submits bills for payment, and works closely with the Executive Director and Chief Operating Officer on preparing the JLHA annual budget.

Responsibilities:

• Essential Functions:
  • Building Management: Working closely with representatives from Phipps Houses Services, is responsible for:
  • Following Homes and Community Renewal (HCR) guidelines for admitting new residents to James Lenox House and managing our studio and one-bedroom apartment waiting lists, including the annual canvassing of each and the lottery process when we add new names to our waiting lists.
  • Overseeing all aspects of our admissions process, including scheduling appointments and apartment tours with candidates, ensuring all required documentation, such as credit checks, has been received, producing mandatory reports and correspondence as needed, and preparing resident leases. Arranging for timely processing of resident move-out forms when residents leave the building.
  • Approving SCRIE payments from HPD and Section 8 payments from NYCHA. Reviewing the monthly rent roll for accuracy and delinquency. Coordinating annual apartment inspections with Phipps, the Building Superintendent, and our residents.
  • Assisting Phipps with the annual tenant recertification process. Ensuring Phipps processes all rent increases properly, and we adjust all security deposits accordingly.
  • Watching for unreported resident absences by speaking with the door staff.
  • Updating nameplates in mailroom and requisitioning Phipps for changes of nameplates for the vestibule.
• Boards of Directors: Under the direction of the Executive Director, is responsible for:
  • Acting as the primary liaison to the James Lenox House Association and James Lenox House, Inc. Boards of Directors, including performing supportive tasks for Board members as needed.
  • Drafting and maintaining the Board and Executive Committee minutes for James Lenox House Association.
  • Performing tasks for various Board committees as needed, such as the Admissions, Stewardship, and House Committees.
• Fiscal Responsibilities: Under the direction of the Executive Director and Chief Operating Officer, is responsible for:
  • Ensuring we pay all invoices on a timely basis.
  • Assisting with the annual audit, as needed.
  • Taking deposits to the bank.
  • Managing the administrative office’s petty cash.
  • Prepare billing for residents’ portion of extra services provided.
• Office Management: Having primary responsibility for office operations, is responsible for:
  • Ensuring all office equipment is in good working order, there is a sufficient inventory of office and pantry supplies, we answer all phone calls promptly, and we return messages.
  • Assisting residents with the photocopying, faxing, and purchase of stamps.
  • Filing all documents promptly and in the appropriate place. Purging files at periodic intervals in accordance with our records retention policies.
  • Acting as liaison with our outside technology consultants.
• Resident Services:   
  • Scheduling concerts and performances and preparing the monthly calendar of events.
  • Ensuring we announce all events with flyers in the mailroom and lobby.
  • Organizing resident gatherings, such as the summer barbeques and the resident holiday party.
  • Scheduling required seating or room arrangements with the building staff.
  • Providing refreshments for events, as needed, and other essential items, such as microphones, the podium, and tables, as required by the artist/performer or instructor facilitating the class or event.
  • Ensuring the resident phone directory, emergency contact information, and birthday lists are current. Prepares monthly resident birthday cards for the Executive Director to sign.
• Other Tasks:
  • Assisting with our special fundraising events, such as the Gala and Spring Theater Benefit.
  • Performing other duties as assigned by Executive Director.

Qualifications:

• Bachelor’s degree required.
• Non-profit and management experience in a similar position preferred
• Prior experience working in property management and familiarity with subsidy payments a plus
• Experience providing excellent customer service
• Strong interest in working with older adults and their families

Salary: $70-90k annually