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Deputy Director, Operations Management

Location : New York, NY
Job Type : Temp/Contract
Start Date : 04/25/2022
End Date : 04/25/2023
Hours : Full Time
Travel : No
Relocation : No

Job Description :

Position Summary

Government Agency


The Deputy Director plays a critical role in supporting the Community Reconstruction and Infrastructure (CR&I) Program through implementation and close-out. The Deputy Director reports directly to the Project Operations Director, and works with CR&I leadership,  IT, and other relevant business units to develop automated solutions to improve operational efficiency. The Deputy Director oversees a team of Operations Project Managers to support Program compliance, reporting, and financial management. This role may require travel between New York City, Long Island, and Albany, NY.


Responsibilities include but are not limited to:


o   General:


       Report regularly on progress against goals to CR&I Operations Director and raise any issues, concerns, and updates as needed

       Performance management of a team of Operations Managers


       Establish and execute team goals and monthly reporting metrics


       Regularly report outcomes to the Operations Director and senior leadership


       Monitor project and subrecipient portfolios to ensure alignment across Federal and State regulations and internal protocols, including financial management, compliance, and records retention


       Identify procedural challenges and/or steps requiring intervention in the Standard Operations Procedures (SOPs) as needed


       Support the change management of the Operations team in service of project, subrecipient and CR&I Program


       Attend and contribute to senior leadership meetings and CR&I cross-department strategy


o   Data Management


       Analyze project and subrecipient-level data to inform prioritization of portfolio closeout actions


       Identify gaps or areas of risk in team project-level or subrecipient tracking


       In collaboration with the Deputy Director, Strategy & Operations Management, set team goals and targets for closeout


       Monitor progress toward goals through individual and team-level management


o   Project and Subrecipient Operational Oversight:


       First level review of all projects and subrecipients entered for closeout circulation by Operations Managers


       Forecast closeout projections to anticipate upcoming workloads, including establishing clear priorities for closeout across the team


       Assist with assigning project and subrecipient closeouts and managing portfolio transitions across staff


       Analyze and develop workflows to improve cross-department interoperability and efficient process.


       Decrease closeout timelines by analyzing trends and presenting recommendations to senior leadership and internal departments such as Monitoring & Compliance, Research & Strategic Analysis, Bureau of Environmental Review & Assessment, Finance, Policy, and Wage Compliance Unit


       Escalate and/or provide intervention to CR&I program staff on active SharePoint sites


o   Individual and Team Performance Management:


       Routine check-ins with staff to establish priorities, discuss challenges, and forecast upcoming work


       Coordinate with Operations leadership team to determine team training needs


       Monitor time and attendance, approve timesheets, approve vacation requests


       Assign special projects to Operations Managers as needed




Required Qualifications :



•       Bachelor’s Degree; advanced degree preferred


•       Minimum of three (3) years of work experience in creation, reporting, and/or analysis and management of data or closely related tasks

•       Must have technical writing, presentation development, and research skills

•       Two (2) to five (5) years of combined experience in a defined field of expertise (e.g., grant management, program management, CDBG or other disaster recovery, business process reengineering, data management) preferred


•       Experience managing a team of 5-8 staff


•       Highly proficient in MS Office: Word, Excel, Access, PowerPoint and Outlook


•       Exceptional communication, organizational skills and attention to detail


•       Excellent report writing, analytical, editing, and proofreading skills


•       Ability to handle multiple and sometimes changing, tasks in a fast-paced, deadline-driven environment



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