Associate Director of Operations

Description

Type: Full-Time 

Reports to: Chief Operations Officer 

Office Location: 224 W. Hill St., Suite 410, Chicago, IL; required in-office minimum of 3 days per week (hybrid work policy subject to change) 

Background: 

Guided by the experiences of those living with mental health conditions and rooted in equity, NAMI Chicago educates to fight stigma and discrimination, fiercely advocates for our community, and shares hope, connection and expertise with people on their mental health journey. 

Who We Are Looking For:?   

The Associate Director of Operations works closely with the Chief Operating Officer to support NAMI Chicago’s mission by optimizing agency operations, overseeing all systems utilized by NAMI Chicago, directing data collection and reporting for operations functions, and leading a team supporting operations. The ideal candidate has experience supporting organizational operations, has demonstrated ability to work collaboratively, is detail-oriented, and has experience managing systems for operational use.  

Essential Functions & Responsibilities: 

• Supports the COO in overseeing operations functions in order to execute NAMI Chicago’s mission. 
• Responsible for day-to-day operations functions in NAMI Chicago's office space. 
• Regularly assesses field operations for needed standard operating procedures, compliance, and conditions. 
• Manages implementation of regular training related to operations, emergency plans, and system needs. 
• Develops standard operating procedures and assess the use and implementation of standard practices.  
• Oversees vendor relationships for systems utilized across NAMI Chicago. 
• Maintains or delegates accurate record keeping related to vendor management, internal system subject matter experts, ongoing team support for system use. 
• Assess systems for use and function on a regular basis. 
• Oversees identification of new system procurement (as needed) and implementation of new systems working in partnership with vendors. 
• Oversees privacy breach protocol and record keeping.  
• Serves as NAMI Chicago’s Privacy Officer overseeing organizational compliance with confidentiality laws and regulations.   
• Ensures NAMI Chicago is up to date on privacy and security requirements. 
• Responsible for meeting key performance indicators for core operational functions 
• Leads evaluation efforts, including strategy, analysis, and reporting for operations and growth projects; 
• Supports COO in defining outcomes; 
• Oversees baseline data collection related to operation and growth metrics; 
• Directs the development and maintenance of reporting dashboards for leaders in operations and growth to support management, refinement and strategic decision making; 
• Responsible to produce operations and growth dashboards for the board of directors; 
• Ensures data analyst team is meeting expectations for timely data analysis in support of grant reporting; 
• Oversees team that delivers reporting; 
• And collaborates with Program Evaluation Senior Manager on key performance indicators, outcomes, and evaluation strategies.  
• Leads operations team, with strong management skills ensuring operations goals are met through a highly motivated and skilled team. 
• Performs other duties as assigned.  
• Determine manager training and support for SOP compliance, in partnership with Program and People Experience leaders. 
• Oversee all organizational compliance related to government grants and contracts. 

Requirements

 Essential Knowledge, Skills and Abilities: 

• Knowledge & Experience – Adhering to operational budgets.  
• Planning, Organizing and Executing – Ability to track multiple projects and workplans. 
• Interpersonal & Communications – Strong communication skills and ability to manage a team. 
• Teamwork & Collaboration – Collaborative approach to work to drive organizational outcomes. 
• Flexibility & Adaptability – Ability to manage effectively in a growing organization. 
• Management of Others – Ability to effectively manage a team towards firm deadlines and necessary compliance.  
• Analysis & Problem Solving – Approaches work with a solutions-focused mindset.  
• Exercising Sound Judgement – Thoughtfully analyzes situations and challenges to arrive at sound decisions and communicates recommendations to the COO.  
• Time Management – Ability to prioritize tasks, manage time and complete projects. 

Qualifications & Requirements: 

• Education: Bachelor's degree required; M