Director of Business Operations

Job Type: Full-time

Location: Boston, MA

Reports to: Chief Finance and Operations Officer

Start Date: Immediate

Compensation: $90,000 - $100,000, plus a generous benefits package; more information can be found below.

Supervisory Responsibilities: This role will have Business Operations staff reporting to them. They will also manage one or more 3rd party vendors.

Role Description

Join a mission-driven team supporting and empowering future college graduates!

Who We Are

At Steppingstone, our mission is to prepare students from under-resourced communities to access, navigate and graduate from college.

• In Boston, we provide academic, social-emotional, and college readiness programming from as early as fifth grade and continuing through college graduation through the Steppingstone Scholars Program (SSP).
• Nationally, we connect the people, practices, and innovations essential for eliminating barriers to college and career success, through the National Partnership for Educational Access (NPEA).

Our Core Values

Mission First - Keep Scholars front and center in all we do.

Lead with Inclusion - Elevate every voice, consider every perspective.

Stronger Together - Team up and trust each other.

Own It - Act with integrity, stay accountable, and be transparent.

Learn. Grow. Innovate. - Embrace change, drive creativity, and never stop learning.

Who You Are

Steppingstone is seeking an experienced Director of Business Operations to lead and optimize core operational functions across the organization. This is a new role at Steppingstone, and therefore the Director of Business Operations must be comfortable co-defining the role alongside the CFOO and CEO. This position is responsible for the creation, documentation, and oversight of operations-related policies, organization-wide internal systems (e.g. internal communication), and standard operating procedures. Functionally, this position oversees Business Operations at Steppingstone: office management, IT, related policy & process development and oversight, internal communication, and knowledge management. This team member will collaborate closely with the Director of People Operations, including supporting the development of People Operations systems and processes. The Director of Business Operations will serve as a strategic thought partner to the CFOO and an advisor on systems and processes across the organization.

Essential functions of role:

Below are the core responsibilities of the Director of Business Operations at Steppingstone. This list is not meant to be exhaustive; the Director of Business Operations may perform other duties as assigned or required.

Team and Departmental Leadership

• Supervise and mentor direct reports;
• Foster a climate of trust that empowers Business Operations team members to take ownership of their roles and responsibilities; delegate tasks effectively to enhance productivity and professional growth;
• Set clear performance expectations and individual goals; regularly assess team performance through objective metrics and constructive feedback, setting clear goals and expectations aligned to departmental and organizational goals;
• Monitor team performance metrics, track progress against goals, and report on outcomes to CFOO;
• Allocate resources effectively within the Business Operations team, including staffing, budgets, and time, to ensure projects are completed efficiently;
• Promote open lines of communication within the Business Operations team and across departments, facilitating collaboration to ensure alignment on objectives and foster a cooperative work environment;
• Invest in the growth and development of Business Operations team members by identifying training needs, providing coaching, and creating opportunities for advancement;
• Drive a positive organizational culture by modeling values, promoting inclusion and belonging, and recognizing individual and team achievements to create a cohesive work environment;
• Address and mediate any interpersonal conflicts or issues that arise within the team, ensuring a harmonious work atmosphere.

Policy and Process Development and Oversight

• Lead the development, documentation, refinement, and implementation of Business Operations policies that align with organizational objectives, ensuring they are clear, comprehensive, and compliant with relevant regulations;
• Design, document, implement, and refine standardized operating procedures across departments and within the Business Operations team to enhance efficiency, reduce variability, and maintain high-quality performance throughout the organization; work with various departments to gather input as appropriate and ensure that procedures meet cross-functional needs;
• Establish and implement a framework for ongoing assessment and refinement of policies and standard operating procedures; utilize data analytics and feedback mechanisms to drive improvements and adapt to changing organizational needs; document changes made to procedures and the rationale behind them;
• Ensure effective communication and training on new operational policies and processes; support staff in understanding changes and provide resources to facilitate smooth implementation;
• Develop and implement mechanisms for monitoring adherence to operational policies and processes, conducting regular audits, and implementing corrective actions to address deviations and ensure compliance with internal and external standards;
• Create and maintain accurate, detailed, internal process documentation for this role.

Internal Communications and Knowledge Management

• Develop and execute a Knowledge Management strategy; define the vision, goals, and roadmap for how the organization will capture, store, share, and utilize knowledge and information;
• Assess current Knowledge Management assets (SteppingZone); create and implement a plan to address gaps;
• Ensure that Knowledge Management assets are accurate, up-to-date, and relevant; establish quality control processes and assign responsibilities for knowledge curation and maintenance;
• Regularly distribute key operational updates, policies, and procedural changes through various channels (e.g. Weekly Email, All Staff meetings) to keep employees well-informed and engaged;
• Maintain accessibility of Business Operations policies and process documentation through Steppingstone’s internal knowledge base (SteppingZone for employee-facing documentation, Google Drive and Asana for team-facing process documentation);
• Ensure that team members understand and adhere to company policies, procedures, and legal regulations;
• Foster an environment where employees know what information is available to them, understand how to find it, and are encouraged and incentivized to utilize the knowledge-sharing tools that are in place; develop communication and training programs to raise awareness of knowledge management initiatives and encourage participation.

Office Management

• Oversee all aspects of office management, ultimately ensuring that the space is clean, inviting, and has the supplies, equipment, and technology necessary for staff to make the most productive use of their time in the office; this is inclusive of workstations, meeting and conference rooms, and common areas;
• Manage transitions for office relocations, renovations, or reconfigurations as needed;
• Identify and address areas for process improvements within office operations to enhance the visitor experience, workflow, reduce downtime, and promote a productive work environment for all staff;
• Manage relationships with vendors and service providers, including negotiating contracts, monitoring performance, and ensuring services meet organizational standards and needs;
• Stay updated on emerging technology and tools that can enhance office efficiency;
• Ensure that office environments comply with health and safety regulations, conducting regular assessments and facilitating training to guarantee a safe workplace; this includes preparing for potential emergencies affecting the office space (e.g. natural disasters).

IT Systems, Infrastructure and Support

• Ensure the effective implementation of IT systems, infrastructure, and support through close collaboration and oversight of a 3rd party vendor that provides IT services to the organization;
• Oversee the effective execution of the IT support function;
• Manage relationships with technology vendors and service providers, including the negotiation of contracts, evaluation of service delivery, and oversight of ongoing performance; hold 3rd party vendors accountable to SLA;
• Oversee the management and maintenance of existing hardware (e.g. laptops) and software (e.g. Google Workspace), ensuring they are secure, reliable, and optimized for performance to support business functions;
• Oversee the effective implementation of new org-wide technology (hardware and software resources);
• Ensure adherence to data protection regulations and organizational policies regarding information security, conducting regular audits to mitigate risks and safeguard sensitive information;
• Facilitate training programs for staff on new technologies and systems, providing ongoing support to enhance user proficiency and drive effective utilization of technology;
• Collaborate with department leads to develop and implement technology strategies that align with organizational goals, ensuring the effective integration of technology across the organization;

Other Responsibilities

• Learn Steppingstone’s process for running biweekly payroll; serve as backup to the Finance Manager for running payroll.

Competencies Required for Success in the Role:

• Proven ability to build high-performing, inclusive teams, mentor direct reports and support their career goals, navigate conflict and change while maintaining team engagement;
• Demonstrated excellence in effective communication (verbal, written, listening skills); ability to effectively present complex or sensitive information with clarity and empathy; ensures consistent messaging and effectively gains buy-in and support;
• Collaborates effectively; manages stakeholders and navigates competing priorities to find common ground; strengthens organizational cohesion and aligns teams around organizational priorities;
• Effectively manages own time, energy, growth, and resilience in ways that sustain individual performance and contribute positively to team and organizational success;
• Builds systems for personal and team effectiveness; demonstrates confidence and models growth mindset. Creates action plans and monitors progress toward achieving them;
• An independent and strategic thinker who anticipates external and internal trends; adjusts plans to maintain alignment with evolving organizational strategy;
• Ensures successful execution of Operations responsibilities; leads implementation of cross-team initiatives; balances quality, timeliness, and impact. Ensures accountability and anticipates obstacles, creating contingency plans in response;
• Designs proactive solutions to address systemic issues and solve problems; challenges assumptions and engages stakeholders in generating ideas;
• Implements and scales successful innovations across the department; provides structures to support experimentation.

To Apply: Please read the Requirements in the sections below prior to submitting an application. Please submit your resume and thoughtful cover letter.

Employee Compensation & Benefits:

At Steppingstone, we believe in compensating staff members fairly in relation to each other, their qualifications, and their impact on behalf of the organization. As a result, led by our strong commitment to equity, Steppingstone does not negotiate salary offers; instead each salary offer is determined carefully using external and internal benchmarking. If you have questions, we welcome you to raise them during the hiring process.

Steppingstone also provides competitive, comprehensive benefits. While Steppingstone reserves the right to change benefits at any time, current benefits include:

• Generous paid time off (over 8 weeks total, as outlined below)
• 15 days PTO
• 2 days Discretionary Time Off
• 5 wellness days
• 12.5 holidays
• 2 weeks paid office closure (the weeks before Labor Day and New Year’s Day)
• $500 Home Office Set-up Stipend; plus $50 quarterly
• Health, Dental and Vision coverage
• Life, Short-Term and Long-Term disability insurance
• Healthcare Reimbursement Account Plan (HRA)
• Pet Insurance
• Flexible Schedule
• Retirement Plan
• Tuition & Professional Development reimbursement
• Flexible Spending Accounts - Health and Dependent Care
• Pre-tax Transportation Plan (Transit & Parking)
• Employee Assistance Program (EAP)
• Membership to the National Partnership for Educational Access (NPEA)

A candidate will be found unsuitable for employment with Steppingstone and automatically disqualified if they use threatening language or behavior either written, verbal, or physical during any phase of the interview process.

Steppingstone is an equal opportunity employer and will not discriminate against any individual, employee, or application for employment in accordance with law.

Hybrid Schedule:

The Associate will work a full-time Monday-Friday schedule. This position is a hybrid role with at least two days per week in office with some flexibility around work hours. A $500 home office set-up stipend will be provided upon hire, followed by quarterly stipends of $50. Laptops are provided to each employee to enhance the hybrid experience.

Education, Experience and Skills

Required

• Bachelor's degree in related field;
• Demonstrated commitment to educational access and success;
• 5+ years of progressively responsible experience in Operations
• 3+ years in a managerial/leadership role within Operations, including relevant experience collaborating effectively with all staff levels in developing and implementing org-wide policies and/or internal operating procedures;
• Experience across the various Operations functional areas named as essential functions of the role above;
• Strong technical skills and general comfort with technology; familiarity with systems used to manage and automate business processes across an organization (e.g. HRIS, payroll, accounting, CRM);
• Proficient in Google Workspace;

Preferred

• A Master's degree in Business Administration (MBA) or another, related field;
• 7-10 years of progressively responsible experience in Operations;
• 5+ years in a managerial/leadership role within Operations;
• Experience in the non-profit or education field.

Competencies Required for Success in the Role:

• Proven ability to build high-performing, inclusive teams, mentor direct reports and support their career goals, navigate conflict and change while maintaining team engagement;
• Demonstrated excellence in effective communication (verbal, written, listening skills); ability to effectively present complex or sensitive information with clarity and empathy; ensures consistent messaging and effectively gains buy-in and support;
• Collaborates effectively; manages stakeholders and navigates competing priorities to find common ground; strengthens organizational cohesion and aligns teams around organizational priorities;
• Effectively manages own time, energy, growth, and resilience in ways that sustain individual performance and contribute positively to team and organizational success;
• Builds systems for personal and team effectiveness; demonstrates confidence and models growth mindset. Creates action plans and monitors progress toward achieving them;
• An independent and strategic thinker who anticipates external and internal trends; adjusts plans to maintain alignment with evolving organizational strategy;
• Ensures successful execution of Operations responsibilities; leads implementation of cross-team initiatives; balances quality, timeliness, and impact. Ensures accountability and anticipates obstacles, creating contingency plans in response;
• Designs proactive solutions to address systemic issues and solve problems; challenges assumptions and engages stakeholders in generating ideas;
• Implements and scales successful innovations across the department; provides structures to support experimentation.

Physical demands:

While performing the duties of this job, the employee is frequently required to work at a desk, communicate information, move about the office, operate office equipment and utilize a computer for extended periods of time.

Additionally, the employee is occasionally required to move boxes across the office for various needs (e.g. moving office supplies to storage) and to move office furniture (e.g. for meeting set up and/or clean up).

Pursuant to the ADA, Steppingstone will provide reasonable services and accommodation(s) to employees with qualified disabilities in order to perform the essential functions of their employment, except when doing so would be unduly disruptive and/or result in undue hardship to the organization.

Travel required: This role may be required to travel to program locations and other events in the greater Boston area.