Job Description

POSITION SUMMARY

The Associate Director of Operations is a key operational and data leader reporting to the CEO. This role oversees student data systems and BPS contract/site compliance, while also managing core organizational operations, including insurance, technology, facilities, and non-CFO financial administration.

The role directly supervises the HR Coordinator and Office Administrator, providing systems oversight, tools, and senior guidance, and coordinating external HR and legal support as needed.

This position is well-suited for a detail-oriented, systems-minded professional comfortable working across data, operations, and people functions in a fast-paced, mission-driven environment.

Key Responsibilities

1. Student Data & BPS School Site Support (~30%)

• Lead student data collection, management, and reporting across all program sites.
• Manage administrative and compliance requirements for Boston Public Schools contracts.
• Ensure accurate, consistent, and secure student data practices and systems.
• Oversee student data systems, including staff training and support.
• Produce reports for program leadership, the CEO, BPS, and other stakeholders.
• Support the ACE program team in coordination with the ACE Director.
• Identify and resolve data quality issues and enforce data standards.
• Provide timely student data for grant reporting and development needs.

2. Insurance & Risk Management (~20%)

• Manage all organizational insurance policies, including renewals, audits, payments, and compliance.
• Serve as the primary contact for insurance claims, broker communications, and coverage questions.
• Maintain organized insurance records and prepare documentation for annual audits.
• Monitor policy terms, deadlines, and coverage gaps, recommending updates as needed.
• Coordinate with the CFO to ensure accurate insurance payments and financial records.

3. Financial Administration (~5%)

• Support annual audits by maintaining accurate operational and financial records.
• Oversee billing, invoicing, and financial filings for operational expenses.
• Manage organizational accounts outside the CFO’s direct scope.
• Review and approve Operations and HR budgets with the HR Coordinator and Office Administrator.
• Flag budget variances and spending concerns to the CEO and CFO.

4. Technology & Office Operations (~8%)

Technology Oversight

• Manage relationships with external IT consultants and technology vendors.
• Oversee technology contracts, purchases, and IT strategy, including cybersecurity and data security.
• Ensure staff are onboarded with appropriate technology access in coordination with the Office Administrator and IT consultant.

Office & Facilities Management

• Manage Tenacity’s building lease and landlord relationship.
• Oversee timely resolution of facilities and maintenance issues.
• Ensure office spaces are safe, functional, organized, and well-maintained.
• Supervise day-to-day office operations, supplies, and vendor management.

5. Supervision of HR Coordinator & Office Administrator (~8%)

• Supervise the HR Coordinator and Office Administrator through regular check-ins, guidance, and performance evaluations.
• Ensure both team members have the resources and clarity needed to succeed.
• Support professional development and connect staff with relevant training opportunities.
• Coordinate HR and Operations functions to prevent gaps and duplication.

6. HR Senior Support (~8%)

• Ensure the HR Coordinator has the tools, systems, and policies needed to manage daily HR operations.
• Provide guidance on HR questions and decisions while maintaining appropriate ownership of day-to-day functions.
• Coordinate between the HR Coordinator and external HR consultant to ensure effective engagement and follow-through.
• Engage pro bono employment counsel on employee relations matters as needed and brief the CEO on sensitive issues.
• Review and approve major HR policy and Employee Handbook updates before staff communication.

7. Leadership & Organizational Meetings (~10%)

• Serve on the Senior Leadership Team, contributing to organizational planning and decision-making.
• Represent operations and data functions in cross-departmental planning and staff meetings.
• Support planning and execution of major annual events.
• Model Tenacity’s values of equity, respect, accountability, and continuous learning.
• Support planning and execution of major annual events and Tenacity's Summer Tennis and Reading Program.

8. Organizational Flexibility & Special Projects (~11%)

• Respond to unplanned organizational needs as directed by the CEO, including time-sensitive issues that cut across departments.
• Support staff communications, events, and special initiatives throughout the year.
• Provide cross-functional support during staff absences, transitions, and high-demand periods.

QUALIFICATIONS

Education & Experience

• Bachelor's degree required; advanced degree in Education, Public Administration, Data Management, Nonprofit Management, or a related field a plus.
• Minimum 4–6 years of progressive experience in nonprofit operations, data coordination, or a closely related field.
• Demonstrated experience managing data systems and producing reports— experience with student or program data in an educational nonprofit context strongly preferred.
• Experience managing compliance documentation for government contracts (e.g., BPS or similar) a strong plus.
• Familiarity with insurance administration, vendor management, and organizational operations.
• Prior supervisory experience required.

' Skills & Competencies

• Strong data management skills, including quality control and clear reporting for diverse audiences.
• Highly organized and detail-oriented, with the ability to manage multiple priorities, deadlines, and compliance requirements.
• Proficient in Microsoft 365 (Excel, Word, PowerPoint, Teams, SharePoint); experience with student data systems or Salesforce preferred.
• Exercises discretion and integrity when handling sensitive student, financial, and personnel information.
• Collaborative and relationship-oriented, with the ability to build trust across teams and partners.
• Strong written and verbal communication skills, including presenting data and operational updates to leadership.
• Self-directed and resourceful problem solver who drives improvements with minimal oversight.
• Committed to Tenacity’s mission and advancing educational equity for Boston youth.

Tenacity provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, or genetic information. Individuals from underrepresented groups are strongly encouraged to apply.

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