Operations Manager - King Williams

DISCLOSURES

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. The company will inform the personnel member when changes in the respective job description are made.

ABOUT THE COMPANY

Enterprise Management Solutions, LLC (EMS) is a full-spectrum consulting and management firm specializing in back-office operations, financial infrastructure, and executive oversight for health and human services organizations. We provide strategic support to affiliated companies through contractual partnerships, optimizing operations and maintaining compliance across multiple industries including behavioral health, primary care, real estate, supportive housing, and food service.

Our goal is to relieve mission-driven companies of administrative burden by overseeing financial and operational systems that allow leadership teams to focus on quality care and innovation.

COMPANY WEBSITE: https://enterprisemgmtinc.com/

COMPANY PHONE NUMBER: (667) 309-5345

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: (443) 478-4304 EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS: hr@enterprisemgmtinc.com

POSITION TITLE: Operations Manager - King Williams

ALTERNATE TITLE(S): Executive Director of Healthcare Operations, Executive Director of Behavioral Health Operations, Clinical Operations Executive Director, Senior Director of Healthcare Operations

COMPANY: King William Cultural & Heritage Council, LLC Staffing Placement Through Enterprise Management Solutions LLC

DEPARTMENT: N/A

DIVISION: Operations

UNIT: N/A

LOCATION: This role may include a combination of remote administrative work, phone/email coordination, and occasional in-person support for programs, meetings, or events in or near King William County, Virginia.

ACCOUNTABLE TO: Managing Director of Business Services, Logistics and Ventures

ACCOUNTABLE FOR: King William Cultural & Heritage Council, LLC, through staffing placement under Enterprise Management Solutions LLC, is seeking a reliable, organized, and community-minded Part-Time Operations Manager to support day-to-day administrative, operational, program, event, communication, outreach, vendor coordination, and project management needs.

WORK SCHEDULE: This position is up to 10 hours per week. Hours may vary depending on program needs, event schedules, community outreach, administrative deadlines, and leadership priorities.

Some evening or weekend availability may be helpful for events, community meetings, or program activities, but scheduling will be coordinated in advance.

CLASSIFICATION: Non Exempt – Hourly, W2

COMPENSATION: $20.00 per hour commensurate with education, proven experience, healthcare operations background, leadership ability, regulatory knowledge, and demonstrated capacity to manage multi-program responsibilities.

BENEFITS PACKAGE: This position is eligible for standard W-2 employee benefits, including but not limited to those outlined in the Company’s official benefits package. Eligibility and participation are subject to the terms and conditions of the applicable plans. Full details are provided in the current benefits package documentation.

ANTICIPATED TRAVEL: 50% of the time. You will use a company vehicle. There is no additional compensation for travel.

SUMMARY OF POSITION RESPONSIBILITIES

King William Cultural & Heritage Council, LLC, through staffing placement under Enterprise Management Solutions LLC, is seeking a reliable, organized, and community-minded Part-Time Operations Manager to support day-to-day administrative, operational, program, event, communication, outreach, vendor coordination, and project management needs.

This position is designed for someone who can help keep organizational activities moving smoothly while working a limited schedule of up to 10 hours per week. The Operations Manager will assist with planning, tracking, scheduling, communication, documentation, follow-up, vendor coordination, community outreach, event preparation, program support, and internal operations.

The ideal candidate is detail-oriented, dependable, professional, respectful, and comfortable communicating with community members, families, elders, partners, vendors, volunteers, and leadership. This person should have strong organizational skills and an interest in cultural heritage, local history, community engagement, and mission-driven work.

SCHEDULED DUTIES AND RESPONSIBILITIES

Administrative Operations

The Operations Manager will support the internal administrative needs of King William Cultural & Heritage Council, including:

• Maintaining organized records, digital files, contact lists, program documents, vendor information, and event materials.
• Assisting with calendars, task lists, deadlines, reminders, and follow-up items.
• Tracking program activities, event planning steps, outreach efforts, assigned tasks, and completed action items.
• Preparing basic documents, forms, checklists, sign-in sheets, agendas, meeting notes, and internal summaries.
• Supporting communication between leadership, vendors, volunteers, community members, participants, and partners.
• Assisting with basic data entry, document organization, spreadsheet updates, and operational tracking.
• Helping ensure assigned tasks are completed on time and organized for leadership review.
• Maintaining confidentiality and professionalism when handling contact information, stories, community records, internal business documents, and sensitive materials.

Program Coordination Support

The Operations Manager may assist with coordination for programs and services such as:

• Cultural heritage programming.
• Educational workshops.
• Historical presentations.
• Youth cultural learning experiences.
• Community recognition programming.
• Oral history and story preservation projects.
• Cultural exhibits and displays.
• Custom community heritage projects.
• Local history research projects.
• Community storytelling initiatives.
• Family history and legacy documentation projects.
• Community partner events and heritage-related collaborations.

Responsibilities may include helping schedule program dates, prepare materials, communicate with participants, track registrations or interest forms, organize notes, confirm logistics, and support follow-up after programs.

Event Operations Support

The Operations Manager may assist with planning and coordination for events that bring the community together through culture, history, food, music, art, storytelling, education, recognition, and fellowship.

Event support responsibilities may include:

• Maintaining event planning checklists and timelines.
• Coordinating with approved vendors, presenters, speakers, artists, facilitators, volunteers, and participants.
• Confirming event details such as date, time, location, setup needs, supplies, materials, and assigned responsibilities.
• Preparing event documents, flyers, sign-in sheets, name tags, schedules, agendas, and basic event reports.
• Tracking RSVPs, registrations, vendor forms, participation lists, and event-related communications.
• Sending reminders before events.
• Assisting with setup coordination, day-of logistics, and post-event follow-up when scheduled.
• Helping prepare thank-you messages, notes, recap documents, and documentation after events.
• Supporting community recognition activities connected to programs or events.

Community Communication and Outreach

The Operations Manager may assist with professional communication and outreach, including:

• Responding to general inquiries or routing them to the appropriate person.
• Drafting basic emails, messages, announcements, reminders, and follow-up communications.
• Maintaining communication with families, residents, churches, schools, businesses, civic groups, historians, vendors, volunteers, and community partners.
• Assisting with outreach for storytelling projects, oral history coordination, youth programming, community recognition, cultural events, and heritage education.
• Helping collect and organize community interest forms, program requests, contact information, and participation lists.
• Supporting respectful communication with individuals who want to share family history, community stories, documents, photos, or local heritage information.
• Maintaining a professional and welcoming tone in all communications.

Storytelling, Oral History, and Heritage Project Support

Because King William Cultural & Heritage Council works to identify, document, preserve, and share important stories, traditions, people, places, and milestones, the Operations Manager may support:

• Intake and organization of story submissions.
• Scheduling oral history interviews or follow-up conversations.
• Tracking names, contact information, permissions, releases, and project status.
• Organizing submitted photos, documents, notes, recordings, and historical materials.
• Coordinating interview times between leadership, community members, families, and media partners.
• Maintaining respectful handling of sensitive family, historical, cultural, and community information.
• Helping prepare basic project summaries, timelines, contact sheets, and follow-up lists.
• Assisting with the organization of legacy, heritage, or recognition projects.

Partnership and Vendor Coordination

The Operations Manager may assist with communication and logistics involving:

• Community partners.
• Local businesses.
• Churches.
• Schools.
• Civic organizations.
• Historians.
• Residents and families.
• Vendors for approved events.
• Presenters, speakers, artists, facilitators, and volunteers.

Duties may include sending confirmations, tracking vendor information, following up on missing items, maintaining partner lists, collecting forms, confirming schedules, and helping ensure commitments are documented and organized.

Basic Marketing and Public-Facing Support

The Operations Manager may assist leadership with:

• Drafting simple event descriptions, program announcements, and outreach text.
• Organizing website update requests or social media content ideas for leadership review.
• Collecting photos, captions, testimonials, and event highlights for review.
• Preparing basic newsletters, updates, or community notices if needed.
• Supporting media, interview, and presentation coordination.
• Helping ensure public-facing materials are professional, accurate, respectful, and aligned with the organization’s mission.

PHYSICAL DEMANDS: 

• Ability to travel between program sites, administrative offices, partner locations, meetings, inspections, and other business-related locations as required
• Ability to manage urgent issues, competing priorities, and operational deadlines in a fast-paced healthcare environment
• Ability to maintain professionalism when interacting with staff, clients, patients, families, regulators, vendors, payers, and executive leadership
• Ability to review reports, documentation, audits, schedules, operational records, and compliance-related materials
• Ability to work occasional evening, weekend, or urgent operational hours depending on operational needs

WORKING CONDITIONS

King William Cultural & Heritage Council, LLC, with staffing placement coordinated through Enterprise Management Solutions LLC.

COMPETENCIES AND SKILLS

The ideal candidate should demonstrate:

• Strong follow-through.
• Excellent time management.
• Clear and respectful communication.
• Ability to prioritize tasks within a limited weekly schedule.
• Professionalism and confidentiality.
• Cultural sensitivity and community respect.
• Comfort working with diverse community members.
• Ability to organize information clearly.
• Willingness to learn the organization’s programs, mission, and community priorities.
• Ability to support multiple small projects at once.
• Positive attitude and problem-solving mindset.
• Comfort working behind the scenes to keep projects and people organized.

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS

Required Qualifications

Applicants should have:

• Strong organizational and administrative skills.
• Ability to work independently with limited weekly hours.
• Professional written and verbal communication skills.
• Basic computer skills, including email, documents, spreadsheets, online forms, and digital file organization.
• Ability to manage task lists, deadlines, calendars, and follow-up items.
• Dependability, discretion, and attention to detail.
• Ability to communicate respectfully with community members, elders, families, youth, vendors, volunteers, and partners.
• Interest in culture, history, heritage preservation, community programs, local history, or community engagement.
• Ability to maintain confidentiality when handling community stories, contact information, internal documents, and project materials.
• Reliable access to phone, email, and internet.

Preferred Qualifications

Preferred candidates may have experience with:

• Office administration.
• Program coordination.
• Event planning or event support.
• Community outreach.
• Cultural, historical, educational, nonprofit, or community-based programming.
• Volunteer coordination.
• Vendor coordination.
• Social media or basic marketing support.
• Recordkeeping, spreadsheets, and digital file organization.
• Working with community organizations, churches, schools, civic groups, or local businesses.
• Oral history, storytelling, archival, genealogy, family history, or heritage-related projects.