Operational Compliance and Risk Management

• Develop, maintain, and actively manage the annual organizational compliance calendar.

• Ensure timely completion of corporate filings, charitable registrations, labor postings, insurance renewals, required disclosures, and operational reporting.

• Maintain centralized documentation supporting compliance activities and audit readiness.

• Monitor internal controls related to payroll workflows, vendor payments, purchasing procedures, inventory tracking, and documentation standards.

• Provide monthly operational updates to the CEO

Warehouse and Inventory Oversight

• Establish and maintain standardized ordering, receiving, storage, and distribution protocols for the diaper distribution program. HMB Job Description: Director of Operations 2.20.2026

• Ensure accurate inventory tracking systems are implemented and consistently followed by warehouse staff.

• Oversee inventory management processes including FIFO methodology, loss prevention practices, and documentation standards.

• Review and approve large-volume inventory purchases in alignment with budget projections and program needs.

• Review monthly inventory and distribution reports for accuracy, trends, and operational risk indicators.

• Provide summarized monthly inventory valuation and distribution reporting to the Contracted CFO to support financial reconciliation and reporting.

• Monitor cost-per-unit metrics, purchasing patterns, and distribution efficiency.

• Ensure appropriate separation of duties between ordering, receiving, inventory recording, and reconciliation functions where feasible.

• Conduct or coordinate periodic spot checks or internal reviews of warehouse documentation and inventory controls.

• Partner with the Fatherhood & Diaper Distribution Supervisor to identify workflow improvements and strengthen operational scalability.

• Ensure warehouse and distribution operations align with organizational safety standards and internal risk management practices.

• Day-to-day supervision of warehouse staff and distribution execution remains under program leadership. The Director of Operations provides oversight of systems and governance of internal controls.

Insurance Administration and Organizational Risk Management

• Manage organizational insurance programs, including general liability, professional liability, directors and officers (D&O), property, vehicle, cyber liability, and workers’ compensation coverage.

• Coordinate annual insurance renewals, broker communications, policy applications, and coverage reviews.

• Serve as primary liaison with insurance brokers and carriers regarding renewals, certificates of insurance, and claims coordination.

• Lead organizational incident reporting processes and ensure timely documentation and internal review.

• Maintain centralized tracking of incidents, claims activity, and corrective actions.

• Coordinate workers’ compensation injury reporting and return-to-work processes.

• Support risk mitigation efforts related to volunteers, facilities, transportation activities, and community-based services.

Human Resources Systems Execution

• Lead onboarding and offboarding processes, ensuring documentation accuracy and compliance with organizational policies.

• Execute benefits administration activities, including renewals, enrollment coordination, and retirement plan administration.

• Partner with the contracted HR Generalist, who provides subject matter expertise related to HR compliance, employee relations, and policy development.

• Ensure HR compliance guidance is implemented and documented across the organization.

• Coordinate recruiting logistics, including job postings and offer documentation preparation.

• Conduct annual personnel file audits to ensure documentation integrity.

• Ensure completion of annual job description reviews and policy acknowledgments. Director of Operations 2.20.2026

• Monitor performance review timelines and hold supervisors accountable for completion.

• Supervise payroll workflow execution in coordination with the Contracted CFO.

• The contracted HR Generalist provides subject-matter expertise in HR compliance, employee relations, policy development, performance management guidance, and HR system recommendations. The Director of Operations partners closely with the HR Generalist to implement HR processes, ensure organizational follow-through, maintain documentation standards, and support consistent application of organizational policies and procedures.

Medicaid Billing Vendor Coordination

• Serve as the primary operational liaison to the contracted Medicaid billing vendor.

• Coordinate submission of billing documentation and operational data required for reimbursement processing.

• Compile, review, and maintain reimbursement documentation supporting financial reconciliation by the Contracted CFO.

• Monitor billing workflow timelines and proactively identify delays, denials, or documentation gaps.

• Facilitate communication between program staff, billing vendors, and the Contracted CFO to resolve reimbursement issues.

• Maintain organized billing documentation supporting audit readiness.

Financial Operations Support

• Ensure payroll workflows, accounts payable documentation, deposits coordination, and benefits data are processed accurately and timely in collaboration with the Contracted CFO.

• Maintain operational documentation supporting financial reporting and audit preparation.

• Oversee purchasing procedures and expense documentation standards supporting internal controls.

• Maintain master vendor and contract renewal tracking systems.

• Communicate regularly with the Contracted CFO regarding payroll workflows, vendor expenses, and reimbursement coordination. (Accounting treatment, financial statements, and audit oversight remain the responsibility of the Contracted CFO.)

IT Governance and Data Security

• Serve as primary liaison to IT vendors.

• Coordinate cybersecurity standards, data protection practices, and system access controls.

• Ensure timely access changes during onboarding and offboarding.

• Maintain technology asset inventory.

• Coordinate periodic IT risk assessments and support organizational data security practices.

Administration and Operations Facilities Management

• Oversee office operations, vendor contracts, lease obligations, and facility management activities.

• Ensure safe and functional office and warehouse environments.

• Monitor safety procedures supporting staff, volunteers, and visitors.

• Evaluate service contracts and recommend operational improvements. Director of Operations 2.20.2026

• Supervise the Office Coordinator and delegate and assign tactical administrative responsibilities while retaining accountability for operational compliance, workflow performance, and organizational readiness.

Leadership and Organizational Contribution

• Serve as a member of the organizational leadership team and contribute to organizational planning discussions.

• Promote operational excellence and systems thinking across departments.

• Foster collaboration and accountability across teams.

• Identify organizational inefficiencies, workflow gaps, and operational risks and implement solutions.

• Demonstrate professionalism, discretion, and integrity in handling sensitive information.

• Bachelor’s degree required.

• Degree in nonprofit administration, business administration, public administration, operations management, or a related field preferred.

• Valid driver’s license and auto insurance

• Minimum 5 years of progressive administrative or operational experience.

• Supervisory experience required.

• Experience overseeing HR systems, benefits administration, and compliance processes.

• Experience managing vendor relationships and operational controls.

• Experience in nonprofit operations strongly preferred.

• Experience with inventory systems, warehouse operations, or supply chain management preferred. If the selected candidate does not have prior warehouse or inventory management experience, required inventory and warehouse systems training must be completed within the first six months of employment. Training costs will be covered by Healthier Moms and Babies.

• Strong systems thinker with the ability to manage compliance calendars and operational risk.

• Ability to hold supervisors accountable for administrative processes.

• High level of discretion and integrity.

• Strong organizational and analytical skills.

• Excellent verbal and written communication skills.

• Proficiency in Microsoft Office and cloud-based administrative systems.

• Ability to manage multiple priorities in a fast-paced nonprofit environment.