Housing Division Operations Manager

Company Overview Olympic Community Action Programs (OlyCAP) partners to lead and engage the community to promote self-reliance on behalf of those we serve while embracing innovation and collaboration with the determination and commitment to build a healthier community. Important note : While we accept resumes for this position, anyone selected for an interview will also need to complete our organization's job application. We also strongly encourage cover letters for this position. Closes when filled. EOE. Position Summary The Housing Division Operations Manager provides high-level operational leadership and administrative coordination for OlyCAP's Housing Division. This position supports the effective daily functioning of multiple housing and housing stability programs by strengthening internal systems, improving workflow consistency, coordinating cross-functional operations, and helping ensure that program teams have the structure, tools, and support needed to deliver services effectively and in compliance with funder and agency requirements. This role works closely with the Housing Director, program managers, supervisors, and internal support departments to improve operational efficiency, maintain documentation and reporting discipline, support implementation of policies and procedures, and advance division-wide projects and priorities. The Housing Division Operations Manager plays a key role in helping the Housing Division remain organized, responsive, accountable, and prepared for growth, monitoring, and continuous improvement. OlyCAP's Housing Division includes a range of housing and homelessness response programs, including shelter, supportive housing, rapid rehousing, homelessness prevention/diversion, youth and young adult housing supports, and related housing stability services across Jefferson and Clallam Counties. Essential Duties and Responsibilities 1. Division Operations and Systems Coordination

• Coordinate day-to-day operational systems and administrative functions across the Housing Division.
• Develop, implement, maintain, and improve division-wide workflows, procedures, templates, and tracking tools.
• Support standardization of internal practices across multiple programs, sites, and funding sources.
• Identify operational bottlenecks, inconsistencies, or workflow gaps and recommend practical solutions.
• Assist with implementation of agency and division procedures to improve clarity, consistency, and accountability.
• Help maintain organized, accessible, and audit-ready operational records and documentation systems. 2. Program Operations and Compliance Support
• Support the operational execution of housing contracts, grants, and program requirements across the division.
• Coordinate with program managers and supervisors to track deliverables, deadlines, reporting requirements, and documentation standards.
• Assist in translating funder requirements into operational practices, including file standards, service documentation, eligibility support, and internal tracking.
• Maintain systems for monitoring key contract and program deadlines, renewals, compliance milestones, and corrective action items.
• Support division readiness for monitoring visits, audits, desk reviews, and internal file or compliance reviews.
• Help ensure operational practices align with applicable agency policies, internal controls, and funder expectations. 3. Cross-Functional Coordination
• Serve as a primary operational liaison between the Housing Division and internal support departments, including Fiscal, Human Resources, Facilities, IT, and Administration.
• Coordinate division administrative needs related to onboarding, offboarding, position changes, equipment, access, workspace, and related logistics.
• Support staffing coordination by maintaining role, coverage, and organizational tracking tools as assigned.
• Partner with Fiscal staff to improve the timely collection and organization of operational documentation needed for invoicing, reimbursement, reporting, purchasing, and budget monitoring.
• Coordinate operational follow-through on facilities, safety, access, and site-related issues impacting Housing Division staff or services. 4. Data, Reporting, and Quality Assurance
• Support development and maintenance of division operational reports, dashboards, trackers, and management tools.
• Monitor the timeliness, consistency, and completeness of required operational documentation and data entry practices.
• Assist with internal quality assurance efforts, including file review coordination, corrective action tracking, and follow-up on identified operational gaps.
• Prepare summaries, reports, and briefing materials for the Housing Director, executive leadership, and other internal audiences as requested.
• Help improve the reliability and usefulness of division operational data for decision-making and accountability. 5. Supervision and Staff Support (if assigned)
• Supervise designated administrative, intake, or program support staff as assigned by the Housing Director.
• Provide day-to-day direction, coaching, accountability, and support to assigned staff.
• Assist with staff onboarding, training, workflow clarification, and performance support in partnership with supervisors and Human Resources.
• Help maintain clear expectations, strong communication, and professional standards across operational functions.
• Participate in hiring and performance management processes as assigned. 6. Project Management and Implementation
• Lead or coordinate division-level projects, including process improvements, operational transitions, new program implementation, software or workflow changes, site changes, or special initiatives.
• Establish project timelines, track milestones, and coordinate responsibilities across internal stakeholders.
• Support effective roll-out of new systems, tools, procedures, and expectations with clear communication and follow-through.
• Assist the Housing Director in advancing strategic and operational priorities across the division. 7. Risk Management, Safety, and Organizational Support
• Support implementation of agency policies and procedures related to confidentiality, recordkeeping, workplace safety, client safety, and incident reporting.
• Assist with operational response to urgent issues, service disruptions, site concerns, or operational barriers as directed.
• Promote practices that protect client dignity, program integrity, and organizational credibility.
• Participate in division, agency, and cross-functional meetings, trainings, and committees as assigned. Required Qualifications
• Bachelor's degree in nonprofit management, public administration, business administration, social services, human services, education or a related field; or
• Equivalent combination of education and progressively responsible experience sufficient to perform the duties of the position.
• Minimum of three (3) years of increasingly responsible experience in nonprofit operations, human services administration, housing or homelessness services, program administration, or a related field.
• Demonstrated experience coordinating complex operations, workflows, or administrative systems across multiple programs, teams, or sites.
• Strong organizational, project management, and process improvement skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Ability to exercise sound judgment, discretion, and professionalism when handling sensitive information and operational issues.
• Proficiency in Microsoft Office/365, including Outlook, Word, Excel, Teams, and shared document systems.
• Valid Washington State driver's license, insurable driving record, and ability to travel regularly between Jefferson and Clallam County sites. Preferred Qualifications
• Experience in housing, homelessness response, shelter operations, rapid rehousing, permanent supportive housing, youth housing, diversion, or related community-based services.
• Experience working in a nonprofit, public, or grant-funded environment with strong compliance and documentation requirements.
• Experience supporting audits, monitoring visits, desk reviews, or corrective action processes.
• Supervisory or lead-worker experience.
• Familiarity with HMIS, coordinated entry systems, housing program documentation, landlord engagement, or housing stability services.
• Experience working in rural communities or multi-site service environments.
• Knowledge of trauma-informed and housing-first service approaches. Knowledge, Skills, and Abilities
• Strong systems thinking and operational problem-solving skills.
• Ability to create order, structure, and follow-through in a complex service environment.
• Ability to analyze workflows and improve efficiency without compromising service quality or compliance.
• Ability to build productive working relationships across departments and levels of the organization.
• Ability to communicate clearly, professionally, and diplomatically.
• Ability to work independently while also collaborating effectively with leadership and team members.
• Ability to maintain organized records, track details, and follow through on multiple concurrent assignments.
• Commitment to serving low-income individuals, families, youth, and vulnerable populations with dignity and respect. Work Environment and Physical Requirements
• Work is performed in office, program, and community-based settings.
• Frequent use of computers, phones, and standard office equipment.
• Regular travel between OlyCAP offices, housing program locations, and community sites in Jefferson and Clallam Counties.
• May occasionally visit shelters, housing sites, or field-based service locations.
• Must be able to lift and carry up to 25 pounds occasionally.
• Must be able to sit, stand, walk, bend, and reach as needed to perform job duties.

Mission Alignment OlyCAP helps people build resilient communities by providing access to solutions and opportunities. The Housing Division Operations Manager supports this mission by helping ensure that housing programs are well-organized, responsive, accountable, and operationally strong so that staff can focus on delivering high-quality services to community members experiencing housing instability or homelessness. Disclaimer This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or remove duties as needed to meet organizational needs.

Pay:

$32.00 - $36.00 per hour

Benefits:

403(b) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Will you be submitting a cover letter in addition to a resume through Indeed? Ability to

Commute:

Port Townsend, WA 98368 (Required)

Work Location:

In person