Operations Manager

Job Summary

The Operations Manager assists the Executive Director in all daily administrative matters, supports program staff, the Board of Directors, and all board committee activities, and coordinates special meetings and events. This position is the primary liaison and coordinator with the Foundation’s back-office vendors. In addition, responsibilities include support of grantmaking activities, such as navigating the grants-related software. The position is full-time and onsite.

Administrative Responsibilities

• Oversee, coordinate, lead, and serve as the primary point person for administrative projects.
• Provides administrative and executive support to the Executive Director (schedule appointments, maintain calendar, organize meetings, arrange travel, prepare documents, etc.)
• Participates in reviewing, drafting, and implementing internal policies and procedures 
• Maintains established Foundation policies, procedures, and objectives
• Attends Board meetings; writes and maintains Board meeting minutes
• Organizes logistics and scheduling for Board and Committee meetings
• Assists in the preparation of the Board and Committee materials as needed
• Serves as point of contact for incoming inquiries from mail, email, and phone calls
• Types and files outgoing correspondence and maintains correspondence files
• Coordinates staff meeting agendas, reminders, and updates; ensures follow-ups
• Uses discretion when working with confidential information

Back-Office Vendor Management

• Serves as the primary point of contact and liaison for all back-office vendors, such as bookkeepers, auditors, regulatory compliance, IT management, procurement, etc. 
• Reviews and assists in drafting agreements with external vendors and strategic partners. Oversee outsourced work agreements. Provides support in procurement, including negotiation with consultants and vendors
• Develops, implements, and monitors project budgets; solicits vendors and consultants for outsourced work
• Creates reports and presentations related to assigned projects

Record Keeping

• Supervises maintenance of both electronic and hard copy filing systems
• Ensures the security of personnel and financial files
• Initiates evaluation of office systems as needed and oversees the implementation of systems
• Maintains up-to-date versions of corporate documents as required by law
• Establishes procedures for maintaining electronic records of Board, committee, and staff meetings

General Office Coordination

• Orders office supplies and maintains office inventory
• Manages physical care of office facilities
• Arranges for the required maintenance and replacement of office equipment
• Provides minor technical support, maintenance, and assistance as needed by foundation staff, including troubleshooting and liaising with vendors and IT support
• Assists with events and receptions by coordinating RSVPs, nametags, and varying event support
• Ensures that regular office hours are established and maintained

Other Responsibilities

• Offers support in procurement, including negotiation with consultants and vendors
• Assists with maintaining the Foundation website
• Understands grants software and serves as a backup to Program Officer as needed
• Manages special projects as needed
• Drafts correspondence related to queries, proposals, grants, payments, and other matters
• Supports the creation of electronic and print communications
• Other duties as required to support Foundation responsibilities

Required knowledge, skills, and abilities

• Non-profit or foundation experience preferred
• Bookkeeping or accounting experience is preferred, and the ability to interpret financial statements
• Strong oral and written communication skills, with demonstrated ability to express ideas concisely and clearly in oral presentations, business communications, letters, memoranda, and minutes
• Excellent organization and time management skills with attention to detail
• Maintains a high degree of privacy and confidentiality
• Experience completing expense reports and drafting annual budgets
• Ability to take initiative, prioritize, and complete multiple project assignments
• Willing to accept changes in proprieties and meet deadlines required
• Strong interpersonal skills and ability to work as part of a team
• Ability to work without supervision in a small office environment
• Flexibility and willingness to take direction
• Demonstrated ability to work with the public in a courteous and professional manner
• Ability to work sensitively and effectively with diverse populations
• Performs job requirements efficiently and orderly
• Personal and professional integrity, pleasant attitude, self-motivated, service-oriented approach
• Proficient in Microsoft Office (Word, Excel, PowerPoint

 Required education and work experience

• Bachelor’s degree and ten years of administrative experience, through increasingly responsible experience in executive-level administrative support
• At least five years of office management experience

The ideal candidate will be a creative, energetic self-starter who is detail-oriented, organized, efficient, and able to prioritize, multitask, and manage time wisely. They will have excellent oral, written, and interpersonal communication skills, be able to work effectively with individuals from a wide variety of backgrounds and cultures, be a team player working with other Foundation personnel, and have the ability to maintain a good sense of humor and perspective. The incumbent will have specified computer and software proficiency and be familiar with the operation of essential office equipment. They will reflect integrity and maturity in carrying out responsibilities and representing the Foundation.

How to Apply

Interested candidates should send the following to [email protected]

• Cover Letter, 1-2 pages summarizing relevant work, experiences, strengths, and skills
• Resume
• Salary Expectations