Director of Operations

About this position: The Director of Operations is responsible for overseeing the organization’s day-to-day operations, ensuring efficiency, and equipping team members with the resources they need to succeed (e.g., equipment, supplies, recordkeeping, and a safe, supportive work environment). This role focuses on structurally organizing current operations while preparing for future projects, campaigns, and overall organizational growth. In addition, the Director of Operations works to enhance internal processes, identify opportunities for improvement, and encourage strategic planning. This is a vital role for creating an environment where staff can thrive, aligning operational strategies with the organization’s purpose and long-term goals. The Director of Operations serves as a key coordinator of communication and information flow among stakeholders, including Leadership Circle members, the leadership team, staff, funders, and others associated with our organization. This role requires strong leadership, problem-solving skills, and the ability to balance immediate priorities with strategic planning. The position reports directly to the Executive Director.

Position Responsibilities

Administrative Support

• Assist with database management such as running reports, monitoring updates, and handling improvements.
• Oversee logistics of all PCVU meetings, events, and convenings through budget management, structured planning, and assigning roles accordingly.
• Support the Leadership Circle by managing internal communications, scheduling, and organizing meeting logistics
• Proofread Communications documents or other crafted materials.
• Train and assist other staff in the use of standardized software products as needed.
• Participate in designated PCVU team & community meetings.

External Management

• Facilitate relations with contractors, vendors, and associated agreements.
• Manage general external correspondence (e.g., thank you letters to donors, communications with vendors).
• Oversee grant management to ensure that (a) accurate, timely financial statements are prepared in accordance with grant requirements; and (b) grant applications, reports and thank-you notes are prepared and submitted on a timely basis.

Vision and Strategy Development

• Promote development of administrative policies and procedures.
• Foster recommendations on continuous improvement of processes to optimize PCVU’s structure.
• Develop annual goals and action plans in alignment with PCVU’s strategic plan.
• Practice trauma-informed care with a harm reduction lens to assist staff and others in all interactions.
• Model organizational culture of learning, growth, and evolution.

Skills in Development

Community and Public Relations

• Collaborate in coordination of community, fundraising, and other events.
• Participate in fundraising for general administration and programs through grant writing, donor appeals, special events, earned income, etc.
• Assist with the development of a strategic long-term fundraising plan.
• Work with PCVU Staff & Community Partners in understanding services provided.

Preferred Experience

• Two years of non profit operations experience.
• Two years of grant reporting experience.
• Experience in networking with diverse groups including community members with lived
• experience.
• Ability to understand and speak multiple languages.

This position will remain open until filled.