Operations Manager

About the role

The Operations Manager is responsible for Chapter duties related to office management, support of operations, finance, and human resources-related special projects.

Responsibilities

• Finance Site Liaison:
  • Serve as lead site contact for finance related issues for the Philadelphia/Camden team, providing leadership in reconciliation and revenue/expense tracking
  • In collaboration with the National finance team, monitor the coding and reconciling of revenue and expenses against the General Ledger
  • Work with the National finance team to ensure that the chart of accounts aligns with new and existing sources of revenue
  • Track the spend-down of restricted revenue for the Philadelphia/Camden chapter
  • Oversee program site purchasing
  • Manage the process of field trip reservations and payment
  • Monitor Program Leader time to evaluate in real time PL/staff budget allocation
  • Maintain the process of site program supplies budget
  • Organize/monitor the process of fiscal controls for pieces of the budget
  • Submit all invoices and reimbursements to the National office according to accounts payable process; complete monthly American Express bill reconciliations.
• Human Resources Site Liaison:
  • Serve as lead site contact for HR related issues for the Philadelphia/Camden team, providing site support for risk management, compliance, employee recruiting, and training
  • Facilitate the Safe & Healthy initiative for the Philadelphia/Camden chapter
  • Facilitate HR processes for Philadelphia/Camden and ensure documentation is completed on time
  • Ensure emergency contact information for Philadelphia/Camden staff is updated in Paylocity
  • Lead all recruitment, selection and hiring processes for Philadelphia/Camden employment needs
  • Ensure bi-weekly payroll processes are facilitated at the Chapter level for National payroll to process timely
  • In collaboration with National HR, ensure all data related to new hires and terminations including comprehensive background checks for all employees are completed according to procedures
  • Manage volunteers, as needed
• Office Management:
  • Maintenance of general office: maintain and order supplies; maintain a well-organized, stocked supply cabinet, order office supplies when needed; maintain and coordinate supplies/service for copy machine, computers, internet and phones
  • Support office technology, telecommunications, and building/common space management
  • Cook up mail and shipping: posting, processing, and dropping-off of mail (UPS and FedEx); maintain related supplies
  • Cook up program supply orders for school sites; maintain and organize storage areas; manage office subscriptions
  • Handle all travel for the office
• Marketing and Communications:
  • Manage and support the MCC in the following areas:
  • Develop and maintain a body of current impact data and stories for use in social media
  • Creative copy writing for campaigns/email marketing
  • Execute multi-platform social media posts highlighting programs, youth, staff and corporate activations while tracking engagement and impact on different social media channels including X, Threads, Facebook, LinkedIn, Instagram, and TikTok
  • Develop marketing collateral for all departments in alignment with organization branding and marketing guidelines
  • Manage vendor relationships for all swag and organizational signage
  • Manage photo and video library
  • Draft and edit PowerPoint decks for external partners
  • Graphic design for fundraising campaigns, program recruitment, events, and social media
  • Support chapter activities related to individual and institutional giving, donor recognition, PR efforts and other marketing and development campaigns as they arise
  • Create marketing campaign for staff recruitment efforts
  • Create a marketing/social media calendar that includes opportunities for community and corporate engagement
• Special Projects:
  • Manage and execute the annual fundraiser event
  • Support event planning and implementation for all ASAS Philadelphia/Camden events
  • Compile documents for special projects as needed
  • Collaborate with operations staff throughout the ASAS network, as needed
  • Aid in the compilation of marketing press kits and maintain adequate supply on hand
  • Communications: assist in preparing photos and stories for marketing; other projects as needed
  • Support ED on various planning, processes, and projects as needed
  • Prepare ED for meetings, events, etc., including regularly scheduled meetings of the Philadelphia/Camden Advisory Board

Qualifications

• Proficient in Microsoft Office Suite
• Organized with excellent written communication skills
• Dependable, conscientious, detail-oriented, and capable of managing deadlines
• Capable of working independently as well as with a team
• Flexible and able to adapt to changing position demands
• Ability to work under time constraints and meet deadlines
• Pride in self, work, and organization with tasks performed at a high level of accuracy
• Ability to tackle work assignments head-on in a positive and efficient manner
• Bachelor’s Degree in closely related field strongly preferred
• 3+ years’ experience managing both full-time and part-time direct reports required
• 3+ years’ experience in an administrative support role, preferably in a non-profit setting

Benefits

The salary for this position is commensurate with qualifications and experience of the individual candidate with a range of $55k-$65K depending on experience and geographic location. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, 403b match, paid time off, and 24 paid holidays.