Operations and Administration Manager

Open Heart Magic | Chicago, IL | Full-time | $60,000 annually

Open Heart Magic brings one-on-one Bedside Magic® to children receiving care in hospitals.

Our trained Hospital Magicians create moments of joy, laughter, and confidence for kids and

families during stressful hospital experiences.

Behind that mission is important administrative work. Donor records, gift processing, financial

documentation, event lists, and marathon charity team logistics all need to be accurate and

dependable. The systems this person maintains create the information we use to strengthen

donor relationships, make good decisions, and grow responsibly so we can reach more kids.

This is a hands-on, detail-heavy role that goes beyond record-keeping. The right person will

maintain accurate systems and also help improve them, bringing a growth mindset to how the

organization operates and communicates. They take pride in accuracy, clean systems, and

dependable follow-through. The work is detailed. The work matters.

What you’ll do

• Enter and maintain accurate donor records in Bloomerang, including gifts, pledges,

matching gifts, recurring donations, checks, and ACH transactions.

• Prepare donor thank-you letters, acknowledgments, and gift receipts.

• Review donor data for duplicates, gaps, and errors, and resolve routine discrepancies.

• Pull and check reports across donors, campaigns, giving, events, and marathon

programs.

• Prepare month-end information for our external bookkeepers and organize financial

documentation, expenses, deposits, and invoices. Support audit preparation.

• Track nonprofit compliance deadlines, registrations, and filings.

• Support our Chicago Marathon and international marathon charity teams with

spreadsheets, merchandise inventory, fundraising records, and timely, professional

communication with runners.

• Support and manage the day-to-day operations of the Charity Team Program, including

participant communications, logistics, timelines, and the runner experience for Chicago

Marathon and international charity team participants from registration through race day.

• Participate in nonprofit quality assurance standards and annual review processes.

• Contribute to systems development: identify inefficiencies, propose improvements to

existing processes, and help build new ones as the organization grows.

• Provide administrative support for events including the Black Tie Gala, Spring Benefit,

marathon weekend, and Volunteer Appreciation events, with occasional evenings and

weekends.

• Manage office administration including supplies, mail, vendors, and building needs.

Who you are

• Exceptionally detail-oriented and accurate, with the habit of checking your own work.

• Strong with spreadsheets, databases, and reports.

• Organized, dependable, and able to manage multiple recurring deadlines.

• Professional and warm in communications with donors, runners, volunteers, and

vendors.

• Discreet with donor, financial, and organizational information.

• Someone who takes ownership of tasks from start to finish.

• Curious and improvement-minded: you notice when something could work better and

you say so, and you enjoy helping build more efficient systems and stronger

communications over time.

Experience

At least 3 years in a role where accuracy, organization, and following detailed processes

mattered. That could be administrative support, office operations, customer records,

bookkeeping support, data entry, or any role where clean information and dependable follow-

through were essential. Nonprofit experience is not required. The systems and programs used

here can be learned. The right work habits cannot.

This role is not primarily strategic, but it is not purely executional either. It sits at the center of how the organization runs, and the right person will shape how it runs better.

How we work

We are a team where everyone works hands-on, and decisions are made quickly. This role

reports to our Director of Operations. Due to the nature of the work, this is an office-based role

in the Chicago area, with work-from-home Fridays, summer hours on Fridays, and flexible start

and end times.

Benefits

• Blue Cross Blue Shield of Illinois health insurance and dental, with 100% of premiums

covered.

• 401(k) with up to 5% employer match after 12 months.

• Paid time off and holidays.

• Mac laptop provided.

How to apply

Email your resume and a short note about why this role fits you to

careers@openheartmagic.org. We review applications on a rolling basis.