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American Academy in Rome

Operations Manager

Administration – Rome, Italy
Department Administration
Employment Type Full-Time
Minimum Experience Manager/Supervisor

APPLICATIONS MUST BE SUBMITTED IN ENGLISH.
Applications received by September 30, 2019 will receive highest priority consideration.

The American Academy in Rome is an American non-profit organization with its primary property and operations in Rome, Italy and its principal finance and fundraising operations in New York.  The Academy seeks an of Operations Manager in Rome to comprehensively oversee and manage on a full-time basis the operations for the Academy’s Rome campus, which consists of landmarked, historic, and renovated buildings and gardens with a wide range of uses, including residential, creative, research, dining, program, library, collection storage, and offices.  In collaboration Director in Rome and the Vice President for Finance and Administration (VPFA) in New York, the Operations Manager strategically and proactively drives high standards, efficiency, and cost effectiveness in all aspects of operations, including facilities, security, and technology.

The Operations Manager ensures that daily and long-term needs are met and supported by overseeing day-to-day operations, providing broad operational support for programs and projects, planning and managing budgets, and developing and implementing policies, procedures, and best practices.  In close conjunction with the Director in Rome and the VPFA in New York, the Operations Manager also plans and implements capital maintenance and projects across the Rome campus and consults on operational and capital needs in the New York office as needed.

The successful candidate will be a strategic professional who has broad-based expertise and depth in the relevant areas of the Academy’s needs, ideally from work experience in multi-national non-profit organizations.  The ideal candidate will appreciate the Academy’s unique profile as a hybrid academic and cultural institution, as well as the complexities of concurrent operations and business models in two different countries.

Supervision

Based in Rome, the Operations Manager reports to the Director in Rome and the VPFA in New York, is a head of sector on the Rome staff, and participates in Rome/New York senior staff meetings as needed.  The Operations Manager oversees maintenance, gardens, gatekeepers, and IT, and works closely with the heads of finance, residential services, kitchen, and programs, as well other sector heads in Rome.

Responsibilities

Key areas of responsibility include:

  • Supervision of the consultant for gardens in managing all routine and exceptional grounds work and projects by staff and vendors throughout the campus.
  • Hands on leadership of gatekeeping staff and security contractors to manage the campus-wide security and safety plan.
  • Proactive oversight of the IT consultant to prioritize, plan, and manage technology initiatives and ensure integrated and streamlined services across both Rome and New York locations.
  • Supervision of the part-time Superintendant of Maintenance.
  • Presentation of capital initiatives and projects to Director in Rome and VPFA in New York that take into account the preservation and conservation of the historical nature of the properties.

General responsibilities include:

  • Managing departments and staff to facilitate clear communication, streamline workflows, manage risk, handle personnel matters, and ensure cost effectiveness, security, safety, compliance, and historic preservation.
  • Overseeing schedules and requests to prioritize needs, ensure satisfactory and timely completion of work, and avoid conflicts especially around events and programs.
  • Overseeing inventory supplies, materials, and equipment, including ensuring adequate levels for normal operation and anticipating and planning for extraordinary needs.
  • Overseeing the development, management, and implementation of cost-conscious annual and multi-year operating budgets.
  • Ensuring compliance with applicable local, state, and other regulations; maintaining applicable staff training and certification; and maintaining awareness of relevant industry trends, standards, and best practices at similar institutions, businesses, and other organizations.
  • As needed and directed, act as liaison to public agencies, including the fire department, police department, buildings department, landmarks commission, and adjacent building owners.
  • Oversee maintenance and repairs as needed, respond to off-hour emergencies, and attend events and programs to ensure effective operations as needed and directed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function to a high professional standard.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

  1. Minimum of five years’ experience in progressively responsible roles in operations management, ideally in American or multinational cultural and/or educational nonprofit organizations, or comparable combination of experience and substantial knowledge of similar maintenance, gardens, security, and technology systems.
  2. Demonstrated interest in and working knowledge of the arts, cultural, and/or educational sector(s), especially in Italy and/or Europe.
  3. Bachelor’s degree in operations management, business management or administration, architecture, engineering, or comparable area of study.
  4. Written and spoken proficiency or fluency in English and Italian, including ability to communicate on business and operational matters and to travel to the New York office as needed and assigned.
  5. Proven staff management skills, including leading by example; supervising, training, and effectively improving staff performance; developing and adapting work flows and procedures to improve efficiency, collaboration, and service; and promoting team work and productive collaboration with all levels of management and staff.
  6. Significant strength in managing time and being highly accountable in dynamic and creative setting with competing demands on attention and frequently changing and conflicting priorities and deadlines.
  7. Ability to converse technically and negotiate with, as well as direct and supervise, work of wide range of vendors, including engineers, technicians, landscapers, and IT/security professionals regarding operations and systems.
  8. Ability to work productively and collaboratively with all levels of management and support staff in both Rome and New York and maintain highly professional and positive attitude in a dynamic and creative setting.
  9. Demonstrated strength in strategy, organization, planning, and analysis with respect to operations, budgets, and projects.
  10. Demonstrated ability to be proactive, follow through, and achieve results, balanced with skill in executing according to precise and nuanced requirements.
  11. Excellent professionalism and diplomacy in representing institution and management internally and externally
  12. Exceptional judgment and discretion in handling confidential and sensitive situations and matters.
  13. Advanced skills in Microsoft Office suite, including Word, Excel, Powerpoint, and Google apps.
  14. Accessibility and availability to work outside of normal business hours in response to urgent and emergency situations, and availability to participate in evening and weekend programs and events.

The American Academy in Rome is an equal opportunity employer.

 

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  • Location
    Rome, Italy
  • Department
    Administration
  • Employment Type
    Full-Time
  • Minimum Experience
    Manager/Supervisor
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