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Executive Director - Houston Texas
Company: Southwest Key Programs Inc.
Location: Houston, Texas
Posted On: 01/10/2025
Job Summary:The Executive Director of Operations will be responsible for the supervision of Program Directors and staff in the assigned grant(s)/contract(s). Duties will include oversight, problem-solving, monitoring, evaluating, and process improvement. This position requires working closely with all stakeholders - funding source(s) and regulatory bodies (federal, state, and local) - and interacting with the agency's corporate office and exploring new grant/contract opportunities. This position works closely and in concert with Service Directors / Subject Matter Experts (SME) and Executive Leadership. This position may require reports on evenings and weekends, as well as additional duties as assigned.Essential Functions: - Upholds the Mission, Vision, and Values of Southwest Key Programs, Inc. and is a positive role model to all employees, volunteers, and contractors.
- Provides leadership and supervision in operational functions including but not limited to:
- Leadership Development and Operational Vision
- Relationship Management and Community Engagement
- Program Management
- Grant (Cooperative Agreement)/Contract Lifecycle Management
- Fiscal Stewardship
- Performance Quality Assurance
- Continuous Process Improvement
- Learn, use, and train on the operating practices of the service model and agency corporate office.
- Collaborate with agency leadership to develop and implement strategic plans to enhance productivity and efficiency in mission support while providing expertise and guidance on relevant operational matters.
- Serve as a change agent and critical decision-maker.
- Coach and mentor Program Directors through ongoing training, role modeling, encouraging professional development opportunities, setting clear expectations, accountability, and verification of skills assessments.
- Develop management systems to ensure compliance and adherence to all policies, procedures, standard operating procedures (SOP), and grant/ contract requirements.
- Monitor and comply with safety regulations and guidance.
- Comply with all employment and labor laws, as well as ensure all company and program administrative responsibilities are met.
- Represent Southwest Key Programs, Inc. positively while working with clients, children, and families, stakeholders (funding sources, regulatory bodies, and public officials), vendors, partners, and community members.
- Foster collaboration and interact effectively with diverse external groups and across agency departments for operational achievement, service line retention, and customer satisfaction.
- Guide the leadership team in developing operational infrastructure to support the grant/contract program management plan and standardized model of care.
- Develop strategic partnerships with other organizers or groups with similar missions to collaborate on program initiatives and share ideas for best practices.
- Develop positive relationships with all stakeholders and encourage Program Directors to build and maintain similar relationships.
- Be a vital and creative resource in all departmental areas.
- Develop community partnerships and promote agency and division brand, goals, mission, and values.
- Organize and/or participate in local working groups to create outlets to gather and listen to community feedback (following all grant/contract stipulations).
- Ensure that assigned programs and respective employees are knowledgeable and closely follow their program requirements.
- Develop and maintain, in concert with the Program Director, a monthly monitoring procedure to be utilized by program management to ensure high-quality services are provided that meet funding, licensing, and agency policy requirements.
- Participate in program innovation and sustainability initiatives.
- Provide supportive services to programs in areas including but not limited to childcare services, procurement and asset management, lease management and facilities maintenance, risk and safety, and administration.
- Assist Program Directors in developing creative ways to motivate and recognize staff, keep staff morale high, and maintain good employee retention; foster a positive work environment.
- Maintain regular and open communication with Program Directors and staff; meet with each assigned Program Director for weekly supervision.
- Maintain a culture of accountability utilizing agency and program-specific metrics; use established metrics to guide performance evaluations and corrective plans.
- Conduct performance evaluations that are timely and constructive.
- Participate in and coordinate regional hiring events, when necessary; activities can include recruitment, screening applicants, interviewing candidates, and hiring.
- Participate in grant/contract development and negotiations.
- Oversee the entire grant/contract lifecycle, from notice of award to grant/contract renewal or termination. Monitor execution of any required grant/contract fluctuations, as applicable (e.g., warm status program requirements).
- Implement systems and processes for efficient and effective project creation, monitoring and tracking, and reporting metrics, including key performance indicators.
- Successfully manage multiple projects simultaneously.
- Ability to work on high-level projects in a fast-paced environment and maintain appropriate delivery cadence, demonstrating time management.
- Ensure adherence to all requirements and stay current with any regulations, policy, and/or law changes that may impact grant/contract management.
- Provide oversight of budget development and overall financial health of the grant/contract through continuous monitoring of program expenditures.
- Comply with federal, state, and local regulations for fiscal management and monitoring processes.
- Train and assist Program Directors to develop and maintain their program budget, as well as educate on the overall grant/contract structure (in instances where the program budget is a subset to a mega grant/contract)
- Enhance program services and maintain fiscally responsible programs by seeking supplemental funding, where justified, for the program in concert with Program Directors.
- Monitor, review, and analyze performance data from diverse sources to ensure program goals and outcomes are met and/or exceeded while maintaining compliance and service quality.
- Gather, compile, and distribute statistical reports and analyses on project execution metrics to agency stakeholders and regulatory agencies, as appropriate; follow all reporting guidelines.
- Participate in monthly Performance Quality Assurance Safety Committee meetings and subcommittee panels.
- Provide supportive services to programs in compliance, policy, training, records management, and accreditation.
- Collaborate with the Compliance Team to ensure all policy, procedure, and field guidance changes are interpreted, trained, and implemented.
- Contribute to program needs assessments, evaluations, and recommendations for performance improvement.
- Lead Change Management efforts to create agency sustainability and support continuous process improvement strategies.
- Champion/sponsor of process improvement workshops, including Root Cause Analysis, Process Mapping, and Value Stream Mapping.
- Assist with the planning and implementation of LEAN/process improvement projects across all assigned programs; use discovered trends and identified areas for improvement to determine project scope and objectives.
- Collaborate with program leadership to review Lean concepts when setting up or modifying program workplace flow & layout and equipment installations.
- Identify and mitigate field challenges or crises regarding safety conditions immediately to ensure continuous improvement.
- Identify training needs and develop personnel to improve service outcomes and meet professional goals.Other Functions:
- Participate in workshops, conferences, symposiums, education programs, and activities that promote professional growth and development.
- Maintain Southwest Key Programs' professional and ethical standards of conduct outlined in the employee guidebook, including demonstrating respect and professionalism for staff, the service population, stakeholders, and community members.
- Comply with all Code of Conduct requirements and dress code policies.
- Able to react to change productively and handle other essential tasks as assigned; perform all other duties as assigned.Qualifications and Requirements:
- A combination of one of the following:
- Master's degree from an accredited program/university, preferably in one of the following areas: social policy, social work, statistics, operations management, business administration, organizational management, or related field AND at least three (3) years of experience in program management with supervisory responsibilities.
- Bachelor's degree from an accredited program/university, preferably in one of the following areas: social policy, social work, statistics, operations management, or related field, and at least five (5) years of experience in program management with supervisory responsibilities.
- Child welfare administration experience.
- Supervisory experience in monitoring quality assurance of - behavior/case management, budget management, personnel management, conflict resolution, cultural diversity awareness, advocacy, and overall office management.
- Excellent verbal and written skills.
- Excellent computer and data analysis skills.
- Available to undertake frequent and extended travel to maintain quality programs.Preferred
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