Deputy Director- Programs and Operations

Deputy Director- Programs and Operations

This position is a significant leadership position for a senior-level thinker in program strategy, service delivery and internal operations. The Deputy Director is the leader responsible for building and managing the internal organization and infrastructure necessary for Janus Youth Programs continued success and growth, and will also be a thought partner to the Executive Director, as well as administrative and program leadership. An ideal candidate should be able to both think broadly and strategically about our work and also be detail- and systems-oriented and organized about the implementation and structures necessary to ensure high quality program delivery. The Deputy Director will be charged with overseeing the day-to-day management of operations, facilities, legal and contract administration, information technology; collaborate regularly with human resources, fiscal and development teams, and other duties as required. She/he/they will also support the Executive Director in strategic planning, board management and stakeholder communications. 

The Deputy Director reports to the Executive Director and serves as a member of the Administrative Director and Program Director Teams; this position is charged with overseeing the internal operations to advance the mission of Janus Youth Programs. This position will work closely with the Administrative Director Team, Board of Directors and partner organizations. The Deputy Director will also work with program managers and directors, to provide support and strategic direction to staff leading a diverse portfolio of programs.

Reporting to the Executive Director, the Deputy Director is a member of Janus’ senior staff and takes the lead in developing and implementing the organization’s operational infrastructure and strategy, evaluation of impact, planning for stability and growth, and ensuring healthy financial systems and accountability. Specific responsibilities include, but are not limited to the following:

Internal Operations & System Development

• Foster cross-departmental collaboration to optimize processes and drive organizational efficiency; supervise operations staff (responsible for contracts/compliance, evaluation, training, safety, and facilities) and any consultants as determined.

• Uphold strict adherence to legal, regulatory, and industry standards, ensuring operational integrity and excellence.

• Work with Executive Director to build and/or strengthen organizational infrastructure and develop administrative and programmatic systems to support Janus Youth Programs in meeting its mission, including program development, contracts, data and evaluation, Diversity, Equity, Inclusion and Accessibility, organizational policies and procedures, facilities and technology; and planning for new or scaled growth.

• Work with Administrative Staff to develop, improve and document workplace internal systems operation manual for maximum efficiency.

• Strengthen and maintain Janus’ system of operations, policies and procedures among programs, staff, board and partners.

• Regularly solicit input and feedback from all sectors of staff for continuous improvement.

• Work with HR Director to strengthen workplace culture; to ensure development and documentation of organizational policies and procedures and maintain updated Employee Handbook; and support HR in establishing professional development opportunities and culture-building opportunities and events for all staff, with a focus on DEIA.

• Support HR director to oversee (together with appropriate directors) annual master planning of recurring all-staff and manager meetings and retreats (to include input from admin and program staff).

• Provide strategic support to Advancement/Development and Communications team as needed.

Leadership, Strategy and Planning

• Work with the Executive Director to pace and drive organization development, including analysis and implementation of priorities, partnerships, program systems and infrastructure, and facilities needs. 

• Serves as the direct supervisor of the Program Director team.

• Provide strategic direction, aligning operations with organizational goals.

• Innovate and implement new structures to enhance agency impact.

• Collaborate with leadership to advance diversity, equity, inclusion and accessibility (DEIA) initiatives and operations.

• Support professional development and ensure DEI integration in services.

• Support Program Directors in fostering a collaborative and inclusive environment.

• Serve as a senior-level thought partner, mentor, and bridge builder for organization as whole.

• Support Board of Directors and ED to strategize and facilitate new membership; supervise Board Coordinator with board onboarding, agenda development and board governance.

Evaluation and KPIs

• With support from the SLT, oversee team creation and regular production of Organizational Dashboard

• Develop and implement Key Performance Indicators to clearly measure program impact.

• Implement Data and Evaluation systems and leverage data to improve programmatic efficacy.

Financial Management

• Collaborate with the Fiscal Director to design and oversee annual budgets, ensuring alignment with organizational priorities. Champion fiscal accountability while contributing to strategic fundraising initiatives.

• Work with Fiscal Director to monitor quarterly budget, financial controls, cash, and investments in accordance with Board approved policies; co-staff Finance Committee; and support Finance Team in annual audit preparation.

Contracts, Compliance & Legal

• Work with the Executive Director and Fiscal Director to ensure sound fiscal and risk management, contract and legal compliance, including insurance coverage.

• Ensure compliance with all IRS and OSHA requirements and filings; oversee Safety/Facilities Committee.

• Serve as the primary contract liaison with contract agencies.

• Liaison to legal services.

• Work with appropriate administrative and program staff to ensure compliance on contracts and all federal and state requirements.

Facilities, Technologies & Capital Projects

• Staff the board Facilities/Building committee.

• Serve as the primary point of contact to facilities stakeholders and contractors.

• Work with the Development Director to ensure successful capital and facilities projects, as needed.

Minimum Qualifications

Education: 

• A bachelor's degree or equivalent experience is required; a master's degree, advanced certification or equivalent work experience in the field of public or nonprofit administration and management is preferred. Ability to speak a second language (particularly Spanish, Vietnamese, Russian, Ukrainian, and Chinese) is desired but not required.

Experience: 

• 10+ years in senior level roles in nonprofit and/or government; with at least 7 of those years in a supervisory capacity of three or more staff.

• Experience in young adult and youth services preferred.

• Demonstrated oversight of multi-million dollar budgets with 150+ staff and operations management  with multiple, diverse programs simultaneously.

• Demonstrated management of relationships with boards of directors, government officials, philanthropic organizations, and community and civic leaders.

• Demonstrated success designing, leading implementation of impact assessment and evaluation protocols/systems across programs for continuous improvements; 

• Demonstrated success designing and leading implementation of IT systems upgrades and  maintenance, client CRM database and evaluation software; 

• Success designing and leading organizational development and capacity building, i.e. change management, systems infrastructure, stabilizing/growing a nonprofit. 

• Experience with strategic, organizational and scenario planning helpful.

• Proven and credible expertise in developing, assessing and implementing, DEI initiatives, trauma-informed care, and positive youth development frameworks.

Core Competencies: 

• Exceptional communication skills, with a demonstrated capacity for problem-solving and conflict resolution, and strategic decision-making. Demonstrated cultural competence, cultural responsiveness and a commitment to professional development.

• Demonstrated capacity to uphold confidentiality with the utmost discretion, foster collaborative relationships, and navigate crises with poise and effectiveness.

• Demonstrated ability to work independently while meeting key organizational deadlines, leading a team, and while serving as a member of the Executive Leadership Team.

• Deep knowledge of systemic political, economic and social issues affecting Oregon/Washington adolescents experiencing housing instability, and/or whom are system-impacted or adjudicated, and/or communities of color, LGBTQIA+ and other vulnerable populations. 

• Strong organizational and time management skills with exceptional attention to detail.

• Employ critical thinking and good judgment in decision making; must be politically resilient and comfortable with occasionally taking positions that may be unpopular or controversial in order to meet our mission.

• Proven ability to manage time and prioritize tasks to meet goals and deadlines effectively.

• Professionally responsive, dependable and maintains excellent follow through.

• Experience leading groups with diverse professional levels and facilitating knowledge sharing and collaboration. 

• Ability to use data in decision-making and communicating to stakeholders.

• Excellent verbal communication skills, including public speaking and presentations.

• Business writing skills with ability to compose reports, briefing materials, proposals, meeting minutes, and other business correspondence.

• Ability to conceptualize, plan and manage major complex projects and multiple initiatives simultaneously.

• Commitment to the mission, values, aspirations of the organization.

• Ability to implement vision, think strategically, creatively problem solve, exercise good judgment and lead change.

• Proven track record of project management and managing external relations.

• Facilitative and collaborative leadership style. Can flexibly share leadership and build consensus. When necessary, can take initiative and make tough decisions.

• Success supervising and mentoring staff and supporting professional and leadership development. Excellent people skills.

• Excellent communicator and writer with experience as a spokesperson who can articulate messages to different audiences.

Work Environment and Other Duties:

• Hybrid work schedule (typically 3 days in office, 2 days remote)

• Occasional travel as needed.

• Participate in Board meetings, Administrative Director meetings, staff meetings and trainings

• Must be accessible to peers, subordinate staff, board and executive director 

• Attend key organizational annual events (fundraising events, annual board retreat, staff recognition and engagement events etc.)

• Evening and weekend availability may be required, and with approval work hours are flexible to accommodate program implementation and long hours during peak periods may be required.