Operations and Administration Manager

Job Title: Operations and Administration Manager

Department: Finance and Administration

Reports to: Chief Financial & Administration Officer Effective Date: 7/1/2026

FLSA Classification: Exempt Compensation Tier: 4

Compensation Range: $63,000- 74,000

Remote Eligible: In-person Monday through Thursday; Eligible for remote most Fridays

*Compensation for this role is competitive and will be based on experience and qualifications. Exceptions to the salary range may be made for employees with special skills and talents.

Job Summary:

The Operations and Administration Manager supports Champions For Learning’s mission and impact among students and educators by coordinating key administrative, operational, board support, and finance-related functions across the organization. The position serves as a trusted partner to the Chief Financial & Administration Officer, as well as the President & CEO, helping ensure the organization operates efficiently, professionally, and in alignment with its mission and values. The Manager leads and executes administrative and operational projects, supports governance and finance processes, coordinates vendor relationships, and helps create a welcoming and responsive experience for staff, volunteers, donors, board members, students, and families.

Supervisory Responsibilities:

The responsibilities include coordinating and supervising the work of operational vendors and service providers, including technology and facilities. The responsibilities may include supervising interns or temporary staff.

Duties/Responsibilities:

Operations & Administration:

• Coordinate day-to-day office operations to ensure an efficient, professional, and welcoming work environment.
• Serve as the primary point of contact for facilities-related matters, maintenance needs, office equipment, supplies, and operational services.
• Coordinate with vendors and service providers (e.g., IT, facilities, office, human resources), ensuring timely resolution of issues and continuity of operations.
• Identify opportunities to improve administrative processes, organizational systems, and operational efficiency and assist with implementation of improvements.
• Maintain the staff handbook and the organization’s policies and procedures manual.

Finance & Accounting

• Serve as primary point of contact for accounts payable, including vendor communications, W-9 collection and maintenance, invoice review, bill entry, employee expense tracking and reimbursement processes.
• Assist with annual audit, 1099 preparations, and monthly bank and credit card reconciliations.
• Assist with keeping financial records and documentation organized.

Executive Leadership and Board Support

• Provide proactive administrative support to the President & CEO and Chief Officers, including scheduling and preparation for meetings, with accuracy, professionalism, and timeliness.
• Coordinate support for Board meetings and events, including scheduling, agenda development, preparation and distribution of materials, and creation of meeting minutes.
• Proactively maintain, manage, and coordinate board-related records and systems, including the board portal, meeting minutes, bylaws, charters, and compliance documents.
• Serve as a primary point of contact for Board members on logistical and administrative matters.

Organizational Service and Visitor Experience

• Help create a welcoming and professional environment for students, volunteers, donors, board members, educators, and other visitors.
• Ensure that calls to the main office line, visitors to the office, and mail are routed appropriately and in a timely manner.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Strong project management and coordination abilities.
• Ability to manage multiple priorities and deadlines.
• Strong analytical, problem-solving, and decision-making skills.
• Professional and tactful approach with the ability to manage sensitive situations, confidential documents, and maintain confidentiality.
• Proficient with Microsoft Office Suite and related business applications.
• Thorough understanding of, or ability to quickly learn, office equipment, recordkeeping systems, management information systems, and related protocols used in the organization.

Education and Experience:

• Bachelor’s degree preferred; equivalent combination of education and relevant experience will be considered.
• Three or more years of progressively responsible experience in operations, administration, project management, office management or a related field.
• Bilingual (English/Spanish) preferred.
• Preferred bookkeeping experience with basic knowledge of accounts payable.
• Nonprofit experience is helpful but not required.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer in your office.
• Must be able to lift 15 pounds at times.