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Job Description
The Chief of Staff and Operations (CSO) serves as an executive advisor to the Chief Executive Officer (CEO) and manages the people and operations of the organization. The CSO works closely with and represents the CEO across a wide range of situations. The CSO works closely with various internal and external partners, including but not limited to Program Directors, Program Managers, SUD Supervisors, Quality Assurance Specialist, Supervising Substance Use Disorder (SUD) Counselor, SUD Counselors, Peer Support Specialist, Residential Monitors, Facility Monitors, Client Services Coordinator and SUD interns. The CSO will manage the daily operations and overall administration of the organization. This role provides leadership for planning and management of the financial and business operations, and oversees and manages contracts and grant activities, gift administration, recharge rate development, and state and federal funds. The position also oversees MWRP’s staff, client services, information technology, safety and liability risk management, space use and facility maintenance, administrative policy and procedures, development, and outreach and public relations. The CSO manages sensitive and confidential matters and develops effective solutions to advance the mission of Magnolia Women’s Recovery Program (MWRP).
Responsibilities
A. Represent and advise the Chief Executive Officer (CEO)
○ Provides counsel and expertise and cultivates and sustains collaborative relationships with internal/external stakeholders. Serve as the expert and confidential sounding board to the CEO and Board of Directors in response to risks and challenges, including reputational and/or crises that span various areas. Anticipate and mitigate sensitive issues with ethical grounding and political acumen. Provide advice and participate in decisions that may be highly sensitive and/or political.
○ Represent the CEO on various highly sensitive and/or broad-impacting meetings, working groups, committees, etc. with a diverse range of stakeholders that may include Alameda County Behavioral Health and other high-profile internal and external collaborators. .
○ Partner with MWRP’s senior leadership, Board of Directors, and Alameda County Collaborative to provide representation in working with various government and community groups.
○ Inform and advise the CEO of Substance Use Disorder (SUD’s) treatments current and emerging issues.
○ Advise senior leadership on matters concerning functional areas, facilities, and/or clients to develop and implement long-term strategic decisions that best serve the organization. Plan, design, and implement programs and establish direction, policies, and procedures. .
○ Provide organization-wide influence on the identification and framing of systemic issues, and the formulation and advancement of approaches to address them.
○ Frame long-term strategic decisions that reflect upon the organization as a whole and may be emulated at other SUD treatment serving organizations.
B. Leadership of strategic and operational initiatives
○ Provide executive staffing recommendations to the CEO
○ Working in close collaboration with the CEO, develop the organization's strategic plan and annual goals and objectives.
○ Provide strategic oversight for the development of the annual budget; determine expense priorities, recommend and implement changes to methods, unit planning, staffing, programs, or other financial activities. This may include identifying the selection and participation of key stakeholders, aligning constituencies and shared goals, and driving successful outcomes of critical initiatives and their subsequent assessment.
○ Provide framework for policy and administrative changes, and develop strategies to remove barriers to goal achievement.
○ Independently monitor and research current SUD trends, emerging issues, and the latest research in prevention, treatment, and policy, enabling the CEO to make informed decisions and develop strategic responses across the organization.
○ Ensure schedules and plans are established, parties are informed and prepared, and any barriers (such as resource allocation, training, staffing, etc.) are brought to the attention of the appropriate group for resolution. Groups may include Board of Directors, senior leadership, staff, counselors, interns, clients and their families, government officials, donors, and alumni..
C. Oversee the administrative office ○ Communicate and participate with various constituents, leading in facilitating and/or reviewing sensitive/high-level communications, plans, agendas, and reports. Serve as an intermediary for the CEO where appropriate and convey information and requests; serve as the first point of contact where appropriate for issues requiring a heightened level of sensitivity or for those that may require the immediate attention of the CEO.
○ Identify major constituencies and work with the relevant stakeholders to coordinate and implement broad and issue-specific CEO engagement plans across key stakeholders including Board of Directors, staff, clients, counselors and interns.
○ Ensure appropriate engagement of key leadership and advisory bodies.
○ Lead the organization’s communications strategy. Align organization strategy with broader County communications priorities and their strategic plan.
D. Lead and sustain organizational culture ○ Build & maintain trusting relationships with diverse stakeholders and keep abreast of the organization’s overall direction, plans, and issues.
○ Manage the operations and facilities of MWRP.
○ Approve or provides recommendations for recruitment efforts , and provide compensation and benefit recommendations that support equity and best practice for the organization in partnership with MWRP’s outsourced human resources consultant.
○ Participate in organizational design, team development, and employee on-boarding and off-boarding.
○ Lead divisional engagement, including team building, department culture, team effectiveness, growth, and development.
○ Acculturate new leaders in organization’s strategic plan and County protocols, overall operations within areas of responsibility, and initiative and program planning and management.
E. Other duties as assigned; work a flexible schedule at times including evenings and weekends as needed to meet operational needs.
Required Qualifications - For full consideration, applicants are encouraged to include license and/or certification if required of the position
● Bachelor's degree in (in a relevant discipline such as public administration, business, social welfare, health administration, SUD and/or mental health) or equivalent work experience.
● Five (5) or more years of increasingly responsible management experience to oversee a complex and diverse group of programs in the areas of strategic planning and analysis, budget and finance, human resources, space and facility requirements, information technology, and SUD client services.
● Five (5) years of full-time experience in the SUD or related field providing program administration. Experience within mental healthcare or other related client service may be considered if not directly in SUD work environments. Two (2) years of work experience in a lead, supervisory or administrative capacity.
● Human resource management experience to recruit, supervise, train, evaluate, motivate, mediate, and manage staff. Conduct performance management initiatives including issuing corrective actions. Build an effective service-oriented, team environment.
● Experience in complex financial planning and budget analysis in the areas of federal, state, and private sponsor funding, contract and grant administration and generally accepted accounting principles and practices.
● Experience analyzing, interpreting, and communicating policy and procedures in all areas pertinent to SUD and/or mental health operations and programs or other business-related operations.
● Experience using interpersonal, oral and written communication skills to share information with all levels of personnel and diverse communities within the organization and outside agencies.
● Display accuracy and attention to details; highly organized.
● Hold strategic planning, analytical and program evaluation skills to continually examine systems, provide sound recommendations, and develop or revise current situations.
● Demonstrated advanced skills using Excel and other Microsoft Office products (Word, PowerPoint, Outlook, etc) or other automation tools to perform complex spreadsheet analyses, formulate and prepare complex reports, and prepare sophisticated presentations.
● Current Adult/Infant/Child First Aid and CPR certificates as required by the program.
● Valid California driver's license, a clean driving record and valid car insurance is required to travel between organizational locations and offsite locations to attend meetings, seminars and conferences.
● A willingness to work a flexible schedule including evenings and weekends as needed to meet operational needs.
Preferred Qualifications
● SUD certification or licensed professional clinical counselor recognized by the state of California.
● Experience within behavioral health, recovery services, nonprofit, or healthcare settings strongly preferred.
● Experience with grants, compliance, and regulated program environments.
● Ability to implement specialized medical and/or behavioral protocols and programming within the program, and to document required information.
● Strong leadership and diplomacy with the ability to manage sensitive matters with discretion.
● Experience leading process improvement, organizational-change initiatives and information-systems implementations.
● Experience in analyzing complex information and problems in an objective manner.
● Experience providing recommendations and alternatives to help inform the decision-making process, establish priorities, select appropriate courses of action and resolve conflicts.
● Experience with the development of organizational structures, delegating, developing policies and procedures and implementation.
● Experience implementing the principles of performance management, multiculturalism and diversity, coaching skills to enhance staff contributions to the organizational mission.
● Skills, knowledge, and experience in the principles and practices of business management to effectively and ethically manage and oversee complex operations in the areas of space and facility requirements, information technology, and teaching/research laboratory needs.
● Possess business and leadership acumen, and demonstrates the ability to effectively collaborate.
● Leads in a responsible, value-driven, high-quality and cost-effective manner. Physical Demands
● Standing - Occasional Up to 3 Hours
● Walking - Occasional Up to 3 Hours
● Sitting - Continuous 6 to 8+ Hours
● Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
● Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
● Bending/Stooping - Occasional Up to 3 Hours
● Squatting/Kneeling - Occasional Up to 3 Hours
● Twisting - Occasional Up to 3 Hours
● Reaching overhead - Occasional Up to 3 Hours
● Keyboard use/repetitive motion - Frequent 3 to 6 Hours Mental Demands
● Sustained attention and concentration - Continuous 6 to 8+ Hours
● Complex problem solving/reasoning - Frequent 3 to 6 Hours
● Ability to organize & prioritize - Frequent 3 to 6 Hours
● Communication skills - Continuous 6 to 8+ Hours
● Numerical skills - Frequent 3 to 6 Hours
● Constant Interaction - Frequent 3 to 6 Hours
● Customer/Patient Contact - Frequent 3 to 6 Hours
● Multiple Concurrent Tasks - Continuous 6 to 8+ Hours
Work Environment
Magnolia Women’s Recovery Program (MWRP) is a smoke, tobacco and vape free facility. Smoking, the use of smokeless tobacco products, unregulated nicotine products (e-cigarettes), aerosols, vapes, mods and pods are strictly prohibited on any MWRP owned or leased property, indoors and outdoors, including administrative offices, parking lots and residential spaces.
Special Requirements - please contact our office with questions regarding which activities apply by position
● This is a critical position, as defined by Magnolia Women’s Recovery Program, and as such, employment is contingent upon clearing a criminal background check(s), receipt of Department of Justice clearance, verification of licenses and certifications; and may include drug screening, medical evaluation clearance and functional capacity assessment.
● This position is designated as a mandated reporter under CANRA and MWRP policy, and employment is contingent on compliance with applicable policies, procedures and training requirements. Magnolia Women’s Recovery Program is committed to ensuring that all employees, clients and their families, alumni and community members experience a restorative, safe and inclusive environment. MWRP seeks to hire, support, and retain employees who reflect local, statewide and national demographics. We encourage applicants with a wealth of lived experiences to apply.
POSITION INFORMATION
● Salary or Pay Range: $95,000 - $110,000
● The budgeted annual salary range that MWRP reasonably expects to pay for this position is:
● Salary Frequency: Semi-Monthly
● Exempt/Non-Exempt: Exempt
● Job Title: Chief of Staff and Chief Operations Officer
● Number of Positions: 1
● Appointment Type: Staff
● Percentage of Time: 100 %
● Shift (Work Schedule): Part-time M-F, 8am-5pm
● Location: Oakland, CA
● Paid Sick and Vacation
● This position is hybrid up to 40% (mix of on-site and remote work) contingent upon satisfactory completion of probationary period.
To Apply: Email a cover letter and resume or CV to info@magnoliarecovery.org with the subject line, “Chief of Staff and Operations Position.”
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Job Summary: This role supports the organization’s mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, commitment to our community, and accountability and ownership.
Status: On-call (days and times vary)
Pay: Hour, Semi-monthly
Knowledge: An understanding of addiction & recovery and facilitation of educational groups.
Tasks & Responsibilities:
+Maintaining shift coverage, supervision and support of residential clients, setting and contributing to the safety and security of the clients and the facility.
+Enforcing program rules, policies, and procedures.
+Guiding clients and facilitating appropriate behavior about daily living skills, self-care, personal interaction, social relationships and constructive time management.
+Conducting regular rounds of the facility and interact with participants to share information, provide supplies, and facilitate interventions as necessary.
+Address negative behaviors with a positive attitude.
+Conduct and/or monitor educational groups as assigned (day & evening shifts).
+Perform periodic inspections of the facility and develop corrective action plans to address and problems.
+Supervise client activities including breaks, work assignments, recreational activities, and other activities.
+Perform minor maintenance/cleaning. Oversee and participate in the cleaning of the home.
+Ensure chores are completed; inspect house for health and safety hazards.
+Supervise or monitor the preparation of meals.
+Document activities in accordance with agency practices. Daily logs regarding client's’ behavior and whereabouts, incident reports, maintenance requests, medication charting, if needed, police and missing persons’ reports for clients still missing at night, and similar responsibilities.
+Supervise clients during activities off site.
+Maintain confidentiality, as per agency practices and confidentiality law.
+Perform support functions such as filing, answering telephone calls, and greeting facility visitors.
+Monitoring visitation sessions.
+Planning and conducting special activities, as assigned.
+Transport clients.
+Other duties as assigned.
Requirements:
+One-year relevant experience and an associate’s degree in a related field or a combination of experience and education.
+Current certification in CPR & First aid by the American Red Cross or another approved provider. Must maintain certification as a condition of ongoing employment.
+Must possess and maintain a valid California Driver’s License.
+Must be able to physically respond to clients’ needs in the event of a crisis situation.
+Must have basic computer knowledge/skills. Maintaining our electronic client records system, is required.
+Must be able to attend the program’s mandatory weekly staff meeting.
+Must be able to obtain a Department of Justice (DOJ) clearance. Individuals with serious offenses in their background may not be able to obtain a DOJ clearance.
+Must maintain valid care insurance.
Desired Qualifications:
+Bachelor’s degree in addition to minimum qualifications.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
The selected applicant must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
TO APPLY: Send cover letter and resume to dperkins@magnoliarecovery.org. No phone calls, please.
All positions must commit to working in a diverse workplace and self-awareness regarding issues of race, ethnicity, class, sexual orientation, gender identity, religion/spirituality and disability.