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Director of Operations and Procurement

First 5 Ventura County
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Background

First 5 Ventura County envisions a future where all Ventura County children are born healthy, thrive in nurturing environments, and enter school prepared and eager to learn. Catalysts for systemic change, we partner with parents, school districts, community leaders, and social and healthcare agencies to develop a service system that meets community needs. Our mission is to strengthen families, communities, and systems of care for children prenatal to 5 years through investments, expertise, and leadership, so all children reach their full potential. 

 

First 5 Ventura County (F5VC) is part of a statewide voter initiative established under the California Children and Families Act of 1998 (Proposition 10), funded through a tax on tobacco products. 

 

Position Description

The Director of Operations and Procurement, under the direction of the Executive Director, is responsible for providing oversight and management of organizational operations and procurement. This experienced, highly skilled professional will oversee facility management and leases, risk management, IT and telecommunications, contracting for designated vendors, and procurement and purchasing for all of F5VC’s locations and staff. This position requires strategic thinking, problem-solving, collaboration, resilience under pressure, and adaptability to maintain efficiency, and stewardship of public funds. This position is responsible for the supervision of the Operations Manager and Operations & Purchasing Administrator. 

 

Typical Duties and Responsibilities

Duties may include but are not limited to the following:

 

Organizational Operations

  • Oversees activities related to general facility management for F5VC locations; negotiates leases/contracts/MOUs and oversees compliance; acts as a primary contact to facility-related vendors and consultants and provides leadership to resolve issues. Oversees short-term facility usage, including space rental agreements for meetings, trainings, and partner gatherings. Works with Director of Finance & Administration on fiscal provisions related to agreements.
  • Oversees risk management: explore, analyze and secure cost-effective business and worker’s compensation insurance plans and coverage. Monitors privacy and safety measures/protocols and site plans for optimum functioning and staff and client safety. 
  • Manages information technology (IT) and telecommunications. Oversees support, repair, maintenance, replacement, and disposal of office equipment in accordance with policies and procedures. 
  • Manages Commission personal property/assets, including an inventory of office and classroom equipment, furniture, computers, peripherals, and phones for all locations.
  • Leads preparation of an annual schedule of replacement value. 
  • Oversees record retention and destruction, including electronic and physical records. Works collaboratively with relevant departments to ensure compliance with policies and procedures. Manages public records requests.
  • Manages aspects of the annual audit related to procurement, IT and data security, and asset management, ensuring compliance and accurate and timely competition.
  • Supports community partnerships, including the development of agreements, such as a memorandum of understanding (MOU).
  • Researches and identifies best practices and work to improve internal operational systems with an eye towards future needs and economic circumstances.
  • Develops and recommends updates for agency policies and procedures relevant to areas of responsibility.
  • Monitors, interprets, and ensures compliance with related federal, state, and local laws, regulations, policies, requirements and directives.

Procurement, Purchasing, and Contracting

  • Develops and implements policies and procedures related to procurement and purchasing, providing advisement to departments when required. Ensures compliance with regulations from state, federal, and grant sources.
  • Oversees procurement of goods and services and funded partners, including quoting processes, preparation of bids such as Requests for Qualifications or Proposals, and identification and selection of external vendors and contractors.
  • Oversees purchasing, including requisitions, sourcing, justification, approvals, and alignment with policies and procedures. Provides oversight and implementation of a system for efficient tracking of requisitions and encumbrances. 
  • Develops, negotiates, and oversees monitoring of contractual agreements with grantees and certain vendors. Manages updates and negotiations to Commission’s boilerplate contracts. 
  • Confers with legal counsel and insurance agent as required. 

 

General Organizational Duties

  • Supervises assigned staff including conducting ongoing and annual performance reviews
  • Utilizing CQI, supports employee development through coaching and training
  • Participates in strategic plan development and implementation. 
  • Represents the Commission as needed at local, regional, and state meetings, particularly as it applies to operations and procurement. 
  • Maintains desk manual to document internal procedures for position. 
  • Prepares reports as required. 
  • Manages special projects and perform other duties as required
  • Maintains confidentiality of privileged and sensitive information to ensure staff and client confidence and operational integrity.
  • Maintains desk manual to document internal procedures for position.
  • Works collaboratively with the F5VC team.
  • Other duties as assigned.

QUALIFICATIONS

 

Education 

Bachelor’s degree or equivalent in Business/Public Administration or related field required. Master’s degree in Business/Public Administration or related field preferred. 

 

Experience

Five or more years of experience in business operations and procurement (e.g. risk management, IT, contracting, purchasing) with progressively increasing responsibilities and experience in leadership positions.

 

Minimum of 2 years supervisory experience. 

 

Experience working in a governmental agency or non-profit organization strongly desired. 

Bilingual English/Spanish is desirable.

 

Successful background and criminal clearance required, including but not limited to, California Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Department of Motor Vehicles (DMV). 

 

Knowledge, Skills, and Abilities 

  • Background and experience in non-profit/public administration, contracting, operations, procurement, or related field.
  • Knowledge of negotiating contracts and managing/monitoring contractors and/or vendors, inclusive of developing scopes of work.
  • Excellent written and oral communication skills with demonstrated ability to develop and deliver reports, recommendations, and presentations.
  • Strategic thinker who considers internal and external stakeholder needs and considers impact when making decisions. 
  • Ability to interact and build relationships with a variety of constituencies, e.g. funded programs, community partners, staff, and Commissioners.
  • Mission-driven, self-directed, and attention to detail with excellent organizational skills.
  • Outstanding project management skills and an ability to handle a complex environment with multiple priorities; navigates and is adaptive to ambiguous, fast-paced environments; handles uncertain situations professionally and reasonably; and maintains flexibility to respond to changing circumstances, deadlines, or priorities.
  • Demonstrated analytical and critical thinking skills; provides recommendations with supporting rationale. 
  • Make decisions and/or recommendations based on Commission policy, acceptable administrative procedures and thorough study and analysis with use of good judgment in recognizing scope of authority.
  • Ability to work well as a team member and independently while collaborating with others to achieve desired goals/results.
  • Ability train, coach, motivate staff. 
  • Resolve problems in a timely and effective manner.
  • Awareness of confidentiality laws. Handle confidential information with discretion and sensitivity to and respect for the privacy rights of employees, clients, client families, and providers in all communications.
  • Proficiency in Microsoft Office and Google suites (Word, Excel, PowerPoint, Outlook), AI and ability to use data systems. 
  • Produces accurate, thorough and reliable work, demonstrates consistent attention to detail, ensures consistency in formatting/fonts, proper documentation, etc.
  • Excellent interpersonal skills and ability to interact with internal staff, public officials and community members. 
  • Excellent verbal, written, and oral communication skills. Considerable use of tact, diplomacy, discretion and judgment.
  • Represents First 5 Ventura County in a professional manner.

 

Work Environment

  • Some travel, primarily within the County and State to attend various meetings and seminars. 
  • Requires working some evenings and weekends. 
  • Work is sometimes physical, requiring setting up for meetings, lifting or carrying cumbersome materials of up to 25 pounds, e.g., easels, flip charts, refreshments, etc. 
  •  Possession of a valid California Driver’s License and appropriate insurance OR ability to travel to necessary locations via public transportation or alternative methods
  • Position works in person in Ventura 1 -2 days per week, but must be available for in-person meetings throughout the week.