Operations Manager

Operations Manager

Reports To: Executive Director

Position Summary

The Operations Manager is responsible for overseeing the day-to-day administrative, financial, and operational functions of the Center. This role ensures the efficient management of office operations, financial processes, human resources coordination, and facility oversight. The Operations Manager works closely with the Executive Director to support organizational goals, maintain accurate financial records, coordinate grant-related accounting, and ensure smooth internal operations.

The position requires strong organizational, financial management, and communication skills, along with the ability to manage multiple responsibilities in a fast-paced nonprofit environment.

Education and Experience

Minimum Education

• Bachelor’s Degree required.

Minimum Experience

• Minimum of 4 years of experience in bookkeeping, accounting, banking, payroll, or financial administration.
• Proficiency in QuickBooks Online is required.
• Experience working in nonprofit financial management, grants accounting, or administrative operations is strongly preferred.

Additional Qualifications

• Ability to communicate effectively with staff, professionals, and community partners.
• Demonstrated patience, empathy, and professionalism when working with individuals in crisis-oriented situations.
• Strong decision-making skills and the ability to remain calm under pressure.
• Excellent listening and interpersonal skills.

Essential Duties and Responsibilities

This list represents the primary responsibilities of the position but is not exhaustive. Additional duties may be assigned as needed.

Operations and Facility Management

• Oversee general office operations, ensuring an efficient, organized, and professional work environment.
• Serve as the primary point of contact for vendors, service providers, and contractors.
• Manage relationships with IT service providers, including equipment setup, maintenance, and troubleshooting.
• Oversee building and grounds maintenance to ensure safety, cleanliness, and proper functionality.
• Coordinate repairs, maintenance, and service contracts for facility-related needs.
• Supervise the Human Resources Coordinator.

Administrative Management

• Coordinate and oversee administrative support functions for the organization.
• Implement and maintain office policies and procedures established by the Executive Director and HR Coordinator.
• Manage procurement of office supplies, equipment, and housekeeping materials.
• Maintain operational files and documentation related to administrative processes and resources.
• Manage internal and external communications as needed.

Financial Management

• Process bi-weekly payroll and maintain payroll records.
• Prepare checks and maintain documentation of all financial transactions.
• Maintain accurate accounting records using QuickBooks Online.
• Track income, expenses, and restricted funds associated with grants and donations.
• Prepare monthly and quarterly grant reimbursement requests.
• Maintain financial records related to federal, state, and local grants.
• Coordinate with the agency’s accountant to prepare monthly financial reports and support reconciliation processes.
• Assist auditors and accountants with documentation required for the annual audit.
• Manage petty cash records and reconciliation.
• Track and document financial and in-kind donations.

Human Resources Support

• Supervise the Human Resources Coordinator and assist with HR-related administrative functions.
• Oversee employee benefit programs, including 401(k) administration.
• Monitor Workers’ Compensation insurance and organizational liability/property insurance coverage.
• Support HR compliance and documentation as needed.

Development Support

• Maintain databases used to track agency contributions and donor activity.
• Update and manage organizational mailing lists.
• Provide administrative support for development and fundraising activities.

Knowledge, Skills, and Abilities

Qualified candidates should demonstrate:

• Strong interpersonal and cross-cultural communication skills
• Excellent organizational and time-management abilities
• Exceptional attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Strong problem-solving and decision-making skills
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Access) and financial management software
• Ability to work effectively with diverse teams and community partners

Core Competencies and Organizational Values

The Operations Manager is expected to support and model the organization’s core values by:

• Promoting a culture of trust, respect, and accountability
• Demonstrating initiative, ownership, and professionalism
• Building positive working relationships with staff, partners, and stakeholders
• Supporting a collaborative team environment
• Demonstrating a commitment to continuous learning and organizational improvement
• Managing responsibilities independently while contributing to team goals

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $40,000 - $45,000