Operation Supervisor

Operations Supervisor

Reporting to the Director of Operations, the Operations Supervisor ensures that the operations of the facility including maintenance, repairs, fire safety, kitchen operations, and security comply with Urban Pathways, funding and regulatory agency requirements. He/she also coordinates efforts with the management team to help optimize the delivery of program goals and client services. The Operations Supervisor will be an active listener and provide high quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions

Program/Facilities

• Supervises and provides leadership and training across operations team.
• Assists with coaching, staff training and development.
• Ensures proper shift coverage as mandated by Urban Pathways and funding regulations.
• Performs duties of operations staff in their absence including but not limited to cook, security, and maintenance positions.
• Ensures the safety of clients and staff by complying with all safety requirements.
• Ensures compliance with fire safety policies and procedures.
• Acts as Fire Safety Guard / Fire Safety Coordinator.
• Screens client arrivals for immediate needs, provides services and/or makes appropriate referrals, as mandated by program.
• Supervises all security staff.
• Ensures that all fire safety guidelines are executed and documented as required.
• Ensures security guards perform building security and inspection rounds.
• Assists in monitoring resident behavior, medication, and other related activities including crisis intervention and de-escalation.
• Assists in monitoring resident/client medication as required.
• Ensures medication delivery is properly documented in appropriate log book in the absence of social service staff, as mandated by program.
• Supervises all maintenance staff.
• Ensures all operations equipment and appliances are in good working order.
• Provides recommendations for repair, upgrade or replacement.
• Monitors cleanliness and maintenance of facility.
• Ensures work orders and requests for repairs are completed in a timely manner.
• Monitors key and lock changes for residents and staff as needed.
• Supervises kitchen staff and operations.
• Ensures kitchen staff performs duties as required.
• Ensures kitchen area and equipment are kept in a clean and sanitary manner.
• Enforces building rules and regulations and reports discrepancies to Director of Operations.
• Oversees client relocations as needed.
• Supervises and/or performs building security operations and front-desk duties, as needed.
• Monitors facility keys and access.
• Monitors building CCTV and fire alarm /security panel.
• Communicates with local fire and police departments as needed.
• Performs building security tours.
• Answers phones.
• Assists in mail distribution to clients according to program policy.
• Screens visitors based on standard operating procedures (SOP).
• Performs emergency response including CPR defibrillator, AED and first aid, as needed.
• Assesses facility maintenance needs.
• Performs daily building inspections.
• Reports discrepancies to supervisor.
• Generates daily inspection report.
• Reports emergency facility issues as required.

Administrative

• Oversees all incident reporting and appropriate log entries, as required in the incident reporting policy.
• Ensures all building and operational policies and procedures are followed.
• Maintains ongoing communication with preceding and following shifts, including clinical staff.
• Documents client activities and incident reporting in AWARDS and other web-based applications.
• Completes and submits reports as needed.
• Provides assistance in employee performance evaluation and corrective action plans.
• Utilizes computerized work order and violations monitoring systems.
• Completes, submits and maintains timely and accurate statistical and other reports mandated by Urban Pathways, regulatory and funding agencies.
• Prepares and monitors staffing schedule according to program needs.
• Maintains operation staffing schedule according to program needs and contractual requirements.
• Monitors performance and maintains warranties on all contracted services.
• Assesses, coordinates and facilitates staff training.
• Provides back-up administrative coverage in the absence of the Program Director and/or Director of Social Service as appropriate.
• Monitors and ensures accuracy of employee time-keeping and payroll systems.
• Ensures timely evaluation of operations staff, identifying areas for improvement and corrective action as needed.
• Collaborates with the Program Director, Director of Operations, and Human Resources to recruit, hire and onboard new program staff.
• Manages AWARDS and other systems to ensure that all necessary client data is accurate and timely.
• Takes an active role in incident, investigation documentation and reporting.
• Ensures accountability in the purchasing of supplies and keeps expenditures within budgetary limitations.
• Oversees/prepares submission of all necessary purchase orders and checks requests.

Community Relations

• Represents Urban Pathways and responds to inquiries as needed.
• Collaborates closely with vendors and other service providers.

Communication

• Responds to email and other inquiries in a timely manner.
• Attends staff meetings, training, and supervisory sessions as required.
• Communicates verbally and in writing in a professional manner at all times.

Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• High School Diploma, GED or equivalent preferred.
• Minimum two years building operations and security experience with at least one-year supervisory experience preferred.
• Experience with people experiencing homeless, mental illness and/or substance abuse population preferred.

Skills & Competencies

• Good verbal and written communication skills.
• Good interpersonal skills and ability to work independently or in a team.
• Good computer skills (Word, Excel, Outlook, etc.).
• Work effectively with individuals from diverse backgrounds and cultures.
• Foreign languages a plus.

Other

• Required to work a flexible schedule including weekends, holidays, evenings; and to remain on post until relieved.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various program sites.

Licenses

• NYS Fire Safety Director / F-80 Certificate (or ability to obtain within six months based on program needs).
• Fire Safety Certificate - ability to obtain within six months.
• First Aid, CPR, AED - ability to obtain within three months.
• Food Handler certification - ability to obtain within three months.
• Valid Security Guard License.
• Valid driver's license with clean driving record preferred.

Physical Requirements

• Ability to lift at least 50 pounds and walk, stand, push or pull, climb stairs and ladders frequently. Bend, carry, goods including furniture, supplies and equipment.

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees.

These benefits include:

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off