Operations Manager

Job Title:

Operations Manager

Revision Date:

August 19, 2025

Incumbent:

Department:

Residential

Location:

Hamilton Co. & Clermont Co.

FLSA Status:

Exempt

Supervisor:

Director of Shelter Services

Supervises:

Safety Specialists, Operations Specialist, Cleaning Contract

• JOB SUMMARY

YWCA Greater Cincinnati is dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom, and dignity for all. This position plays a key role in supporting this mission through consistent and compassionate engagement.

The Operations Manager ensures the efficient and successful functioning of all shelter operations including client services related to nutrition, basic needs, special events, donations, as well as maintaining a safe, clean, and trauma-informed environment.

PRINCIPAL DUTIES & RESPONSIBILITIES

• Provide direct oversight of the food program at both shelter locations (equipment functions, all documentation).
• Provide direct supervision of the Safety Specialists, Operations Specialist, and the cleaning contract at HoH (Hamilton Co.); conducts bi-weekly supervision meetings with supervisees.
• Provide direct oversight of the pet program, donations process, and volunteer coordination.
• Completes and reviews yearly performance evaluations with supervisees.
• Completes operations management report on a monthly basis.
• Submit orders for household, food, office, and program supplies as needed (Amazon, Federal Supply, Sam's).
• Coordinate food deliveries/pick up with Freestore Foodbank, private donors, and vendors for both shelter locations.
• Facilitate weekly house meetings to review program expectations, provide updates, gather/address client concerns, & encourage sign-ups of daily household chores.
• Plan and prepare for special events including holiday activities, tours, and volunteer-led events.
• Collaborate with Operations Specialist to coordinate volunteer needs at both shelter locations.
• Communicate donation needs to Operations Specialist.
• Update inventory of donations, household, office, and programming needs, utilizing the inventory system at both shelter locations.
• Organize and stock donations at both shelter locations as needed; work with the Advocate & Coordination teams to distribute items.
• Submit work orders through Limble system as needed.
• Report maintenance and housekeeping concerns to the Director of Facilities and cleaning vendor.
• Schedule & facilitate inspections & treatments including but not limited to: Cincinnati Health Department, Fire Department, Pest Control, Central Fire Protection, Elevator, etc.
• Plan and facilitate monthly fire drills at both shelter locations, as well as training for all new hires.
• Develop Shelter Operations Manual that includes operational processes and procedures in collaboration with Director of Shelter Services.
• Pick-up and distribute mail from downtown office to shelter.
• Request/pick-up, track, and distribute petty cash, gas cards, gift cards, and bus passes at both shelter locations.
• Perform on-call duties as a member of the shelter management team.
• Other duties as assigned by Director of Shelter Services.

CLERICAL/GENERAL ADMINISTRATIVE

• Respond to routine emails, phone calls, etc. within 24-48 hours.
• Maintains an updated Outlook calendar daily.
• Makes copies, prints documents, etc.
• Upload program documents to Microsoft Teams.
• Answer overflow hotline and business calls; complete hotline assessments in EmpowerDB.

Budget Responsibility

• Provide budget management for food, household, and program expenses for HoH & HOP.
• Provide updates to Director of Shelter Services on spending for reporting purposes.
• Tracks and submits receipts and invoices weekly via Financial Edge database.

Key Relationships

• Interacts with Director of Shelter Services, Service Coordination Manager, Advocate Manager, program staff, clients, volunteers, vendors, and community partners.

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by their immediate supervisor and other management as required.

• QUALIFICATIONS:

Required Education/Experience

• High School Diploma/GED with 5+ years of experience in operational management.
• A minimum of 3 years working with survivors and families experiencing intimate partner violence/family violence.
• A minimum of 3 years demonstrating expertise in trauma informed practices and advocacy services.

Preferred Education/Experience

• Bachelor's degree.

• A background or completed college courses in social work, psychology, or human services.

Skills/Specialized Knowledge/Abilities

• Cultural competence and the ability to work effectively with individuals from diverse backgrounds.

• Maintain professionalism when interacting with colleagues, clients, visitors, volunteers, and community partners.

• Strong organizational and time management skills.

• Ability to multi-task, work independently and meet deadlines.

• Excellent written and verbal communication skills.

• Understanding of the dynamics of domestic violence and the need for flexibility, mature judgment, and confidence.

• Ability to work with individuals across the spectrum of gender, race, religion, ethnicity, national origin, sexual orientation, and socioeconomic background.

• Ability to maintain confidentiality within the guidelines of YWCA confidentiality policy and procedures, particularly as it relates to staff interaction, client information, hotline calls, and staff supervision.

• Ability to reflect the YWCA mission to empower women and eliminate racism in work performance.

• WORKING CONDITIONS:

Working Hours/Environment

• 37.5 per week; schedule may vary based on program needs.

• In-office – 3 days at House of Healing & 2 days at House of Peace.

Tools and Equipment Used

• YWCA laptop, copier, fax/scanner, office phone, walkie talkies, keys/badge, and other typical office equipment.

Travel

• Local travel between shelter sites - HoH 3 days and HOP 2 days per week.
• As required with respect to job responsibilities and business needs.

Physical & Mental Demands

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to sit at a desk/workstation for long periods of time.
• Frequently required to stand or sit for long periods of time depending on the project.

• Ability to climb stairs and move between multiple floors at shelter sites.

• Ability to work at a computer terminal for extended periods of time.

• Digital dexterity and hand/eye coordination in operation of office equipment.

• Ability to lift up to 50 pounds occasionally.

• Ability to speak to and listen to employees/clients via phone or in person.

• Body motor skills sufficient to enable incumbent to move around the office environment.

• Ability to analyze sourcing data, benefits and other reports and make recommendations.

• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret.

This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

YWCA Greater Cincinnati is committed to building a diverse workforce and strongly encourages applications from women, people of color, individuals with disabilities, veterans, and members of the LGBTQ+ community. We are an equal opportunity employer and strive to foster an inclusive environment where all individuals feel respected and valued.

YWCA Greater Cincinnati is an equal opportunity employer and will provide reasonable accommodations to qualified individuals with disabilities to perform the essential functions of the position.