Operations Deputy

Operations Deputy

Reports to:

Chief Operations Officer

FLSA:
Exempt

Hours:

6:30 AM to 3:30 PM;
Must be available as needed for business/operational emergencies

The Operations Deputy provides comprehensive day-to-day operational execution of facilities management under the leadership of the Chief Operations Officer. This position is responsible for maintaining operational readiness across multiple campuses, facilities, programs, and support services while proactively identifying and resolving issues before they impact staff, children, clients, members, or visitors.

As YWCA York continues to grow, the Operations Deputy provides additional operational leadership capacity by overseeing and completing the daily operational execution of multi-faceted tasks including but not limited to: coordinating facility and infrastructure needs, monitoring projects, managing vendor and contractor relationships, and ensuring organizational readiness. While the COO focuses on strategic leadership, operational planning, organizational analysis, and long-range priorities, the Operations Deputy is responsible for anticipating operational challenges and ensuring that day-to-day operations run smoothly, efficiently, and safely.

The successful candidate consistently approaches the role with an ownership mentality, asking: "What could impact our operations today, this week, or next week?" and proactively addressing those issues before they become problems for others.

• Conduct daily operational readiness inspections of campuses, facilities, grounds, parking areas, playgrounds, entrances, common spaces, and operational systems prior to the start of daily operations.
• Identify and resolve operational concerns before they affect staff, clients, children, members, visitors, or organizational programs.
• Monitor and coordinate traffic flow, parent drop-off and pick-up processes, bus operations, parking management, facility access, and other operational activities as needed.
• Ensure facilities remain safe, operational, presentable, and prepared to support organizational activities and programming.
• Serve as the day-to-day operational deputy to the COO, exercising sound judgment in resolving routine operational issues while keeping leadership appropriately informed.
• Provide leadership and coordination during operational disruptions, facility issues, weather events, utility interruptions, and other situations affecting normal operations.
• Monitor operational activities across facilities, aquatics, camps, transportation, customer service functions, and support services to ensure continuity and effectiveness.
• Act as a primary point of coordination for addressing emerging operational concerns and implementing timely solutions.
• Develop and maintain productive working relationships with contractors, utility providers, municipal agencies, vendors, service providers, and other external partners.
• Proactively monitor upcoming projects, construction work, utility disruptions, deliveries, inspections, and community activities that may impact operations.
• Coordinate communication, planning, and follow-through with external partners to minimize disruptions and ensure organizational readiness.
• Assist with vendor selection processes, contract oversight, performance monitoring, and service delivery accountability.
• Oversee maintenance operations, service requests, and preventive maintenance activities to ensure timely resolution of facility needs.
• Perform routine facility assessments and coordinate with staff, contractors, and vendors to address maintenance concerns.
• Support long-term facility stewardship by identifying operational risks, repair needs, and infrastructure improvement opportunities.
• Monitor operational systems and ensure maintenance issues are appropriately prioritized and addressed.
• Monitor operational and capital projects from planning through completion.
• Coordinate internal stakeholders, contractors, vendors, and departments to ensure projects remain on schedule and within scope.
• Track key operational improvement initiatives, including facility renovations, playground improvements, pool maintenance projects, grant-funded construction activities, and other capital investments.
• Maintain accountability for project progress, follow-through, communication, and timely completion.
• Support organizational compliance efforts by coordinating inspections, permits, documentation, and regulatory requirements.
• Assist with the development, implementation, and continuous improvement of operational policies, procedures, and best practices.
• Ensure operational records, documentation, and reporting requirements are completed accurately and timely.

• Bachelor's degree in Business Administration, Operations Management, Facilities Management, Public Administration, or a related field preferred.
• 3 to 5 years of progressively responsible experience in operations management, facilities management, project management, construction coordination,…