Operations and Administration Manager

Role Overview

• 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 organizations policies and procedures manual
• 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
• 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
• 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

Requirements

• Bachelors 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

Benefits

• 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