Deputy Director

POSITION DESCRIPTION

Deputy Director

Position Summary: The Deputy Director is a management position that supports the Executive Director in coordinating the day-to-day operations of SAAFE House. The position assists with implementation of approved policies, programs, budgets, grant requirements, personnel practices, and organizational priorities. The Deputy Director provides operational leadership within delegated authority, promotes communication across departments, and may act on behalf of the Executive Director when specifically assigned. This position does not independently set agency policy, commit the organization to contracts or expenditures outside delegated authority, or serve as the primary liaison to the Board of Directors.

Qualifications

• Bachelor’s degree in social work, victim studies, business, criminal justice, public administration, education, or a related field preferred; relevant experience may be considered.
• Three or more years of progressively responsible experience in nonprofit, human services, victim services, or organizational operations preferred, including supervisory experience.
• Working knowledge of nonprofit operations, personnel practices, budgeting, grant compliance, program coordination, confidentiality, and risk management.
• Strong written and verbal communication, organization, sound judgment, and problem-solving skills.
• Proficiency with Microsoft Word, Excel, Outlook, and spreadsheet applications.
• Must have reliable transportation and current automobile insurance as required by the State of Texas.

Core Competencies

• Professional and ethical conduct
• Effective communication and relationship building
• Teamwork, adaptability, and accountability
• Organization, planning, and follow-through
• Sound decision-making within assigned authority
• Commitment to client-centered, trauma-informed services and the mission of SAAFE House

Leadership and Administrative Support

• Support the Executive Director in carrying out the agency’s approved strategic goals, policies, and operational priorities.
• Provide timely operational updates, recommendations, and reports to the Executive Director.
• Coordinate work across departments and help maintain consistent communication, procedures, and accountability.
• Represent SAAFE House at community meetings or events when assigned by the Executive Director.
• Assist with preparation of materials for Board meetings as requested; the Executive Director remains the primary staff liaison to the Board.
• Serve as acting administrative lead during the Executive Director’s absence only within authority specifically delegated.

Operational Planning and Management

• Assist in implementing annual operating plans, goals, procedures, and internal work plans approved by the Executive Director and Board.
• Monitor day-to-day administrative operations and identify matters requiring Executive Director review or approval.
• Help ensure staff, client, donor, volunteer, and agency records are securely maintained and confidentiality requirements are followed.
• Assist with development and periodic review of procedures; recommend policy or procedure revisions to the Executive Director.
• Coordinate assigned special projects, facility needs, vendor communication, and internal administrative processes.
• Support organizational preparedness, continuity, safety, and quality-improvement activities.

Program and Grant Support

• Coordinate with program directors and managers to support consistent, high-quality services aligned with the agency mission and approved program plans.
• Review assigned program, service, and grant documentation for completeness, timeliness, and compliance; elevate concerns to the Executive Director.
• Assist with data collection, reporting, monitoring visits, corrective actions, and preparation of grant or funder materials.
• Track progress on assigned projects and recommend operational improvements.
• Support cross-program communication and collaboration without replacing the authority of program directors or managers for their assigned functions.

Human Resources Support

• Assist the Executive Director with workforce planning, recruitment, onboarding, training, and retention activities.
• Supervise designated employees or departments as assigned by the Executive Director.
• Monitor performance, provide coaching, and complete evaluations for assigned staff in accordance with agency policy.
• Address routine personnel matters within delegated authority and promptly refer significant disciplinary, termination, legal, or policy matters to the Executive Director.
• Promote a professional, healthy, equitable, and safe work environment.
• Help ensure timesheets, schedules, leave documentation, personnel records, and required trainings are completed accurately and timely.

Financial and Resource Management Support

• Assist with annual budget preparation, grant budgets, spending reviews, procurement processes, and financial documentation.
• Monitor assigned budget lines and expenditures and report variances or concerns to the Executive Director and appropriate financial staff.
• Approve routine purchases only within written delegated authority and established agency procedures.
• Support sound internal controls, documentation, inventory management, and compliance with funding restrictions.
• Participate in fundraising, donor stewardship, and resource-development activities as assigned; the Executive Director retains overall accountability for financial management and fund development.

Fundraising and Donor Relations

• Oversee annual and quarterly strategic planning and development for fundraising initiatives and events.
• Oversee all fundraising events conducted by SAAFE House.
• Assist coordinators with planning and implementing event programming in all counties served by the agency.
• Assist with the development and management of the fundraising budget.
• Assist in evaluating the cost-effectiveness and overall outcomes of fundraising events.
• Attend agency-sponsored community events.
• Serve as the agency liaison for events conducted on behalf of SAAFE House.
• Oversee planning for holiday appeals and other public fundraising appeals conducted throughout the community.
• Develop and maintain an accurate, secure, and current donor database.
• Ensure ongoing communication with SAAFE House supporters through newsletters, email communications, social media, and timely letters of appreciation and recognition for contributions.
• Research and cultivate new community resources, partnerships, and funding opportunities to support the organization.

Community Relations and Risk Management

• Maintain professional relationships with community partners, funders, volunteers, donors, and stakeholders as assigned.
• Communicate approved information about SAAFE House programs and services and refer media, policy, legal, or sensitive inquiries to the Executive Director.
• Assist in identifying operational, safety, confidentiality, financial, reputational, and service-delivery risks.
• Implement approved risk-reduction measures and promptly report significant incidents or concerns through the appropriate chain of command.
• Follow all insurance, safety, confidentiality, mandatory reporting, and emergency-response requirements applicable to the position.

Additional Duties

• Maintain accurate records and complete required reports related to assigned responsibilities.
• Attend agency, community, grant, and professional-development meetings as assigned.
• Participate in after-hours response or on-call coverage when scheduled or directed.
• Perform other duties as assigned by the Executive Director that are consistent with the position’s level of responsibility.

Physical and Sensory Requirements

• Ability to walk, stand, kneel, push, stoop, reach above the shoulder, bend repeatedly, grasp, pull, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 45 pounds, perceive depth, operate a motor vehicle, and operate office or agency equipment. Conditions may include working closely with others, working alone, working near children, and working occasional extended or irregular hours. Reasonable accommodations may be considered as required by law.

Position Details

Supervisor

Executive Director

Work Schedule

Regular schedule Monday–Friday, 8:30 a.m.–5:00 p.m.; occasional evenings, weekends, or after-hours availability based on agency needs.

Primary Work Location

Huntsville Office, with travel to other SAAFE House service locations and community sites as assigned.

Status

Exempt, Full Time

Authority Level

Management authority is limited to responsibilities specifically assigned or delegated by the Executive Director.

Funding Notice

This position is made possible fully or in part by existing grant funding; continued employment and salary may be contingent on applicable grant renewal.

The above statements describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required for the position.

Employee: ____________________________________    Date: __________________

Supervisor: ___________________________________    Date: __________________