Operations Manager

Administrative Responsibilities

• Provide administrative support to the Chief Executive Officer and Board of Directors by:
• Preparing and distributing Board meeting agendas.
• Recording, transcribing, and maintaining Board meeting minutes.
• Tracking Board email votes and communicating results to the Board Chair.
• Maintaining and updating Board Bylaws.
• Maintaining Board Member applications and records.
• Maintaining Board and Committee membership lists for county reporting requirements.
• Scheduling and managing annual Board and Finance Committee Zoom meetings.
• Assembling, preparing, proofreading, and distributing Board meeting materials and binders.
• Copying, scanning, and organizing Board meeting documentation.
• Cooking meeting logistics, including room setup and catering.
• Affiliate administrative and human resource functions.
• Affiliate with AFN Fiscal Management Policies and Procedures.
• Proofread proposals, grants, newsletters, flyers, reports, and communications through agency.
• Draft correspondence for Board members, community partners, donors, agencies, and stakeholders.
• Affiliate with the Employee Handbook; policies, procedures, forms, and related documents are reviewed and updated regularly.
• Order and maintain office supplies, equipment, and inventory records.
• Maintain postage machine records and replenish postage as needed.
• Process outgoing mail, including live check mailings and correspondence to families and partners.
• Maintain current organizational charts and staff listings.
• Update employee contact information, including email addresses and cell phone numbers.
• Review, sort, and distribute incoming mail.
• Scan and distribute correspondence to staff, statewide employees, and the fiscal department.
• Maintain organized electronic and paper filing systems.
• Participate in internal and external committees, workgroups, planning meetings, and special projects assigned.
• Build and maintain productive relationships with staff, community partners, funders, and stakeholders.
• Serve as a positive representative and ambassador of AFN within the community.
• Foster a collaborative and supportive workplace environment.
• Communicate relevant information to staff and leadership on a need-to-know basis.
• Keep the Chief Executive Officer informed of organizational challenges, concerns, and successes.
• Maintain confidentiality and professionalism in all communications.
• Prioritize workload based on deadlines, organizational needs, and agency policies.
• Use organizational resources responsibly and efficiently.
• Support AFN’s commitment to cultural humility, diversity, equity, inclusion, and stigma reduction.
• Participate in professional development and training opportunities.
• Perform other duties as assigned by the Chief Executive Officer.

Requirements

• Parent, caregiver, or family member who has raised or is raising a child with mental health, emotional, or behavioral challenges.
• Bachelor's degree in business administration, Public Administration, Communications, related field.
• Minimum of two (2) years of office management experience; equivalent combinations of education and experience may be considered.
• Strong written and verbal communication skills.
• Excellent organizational, financial management, and recordkeeping abilities.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and ability to work effectively with diverse populations.
• Ability to identify operational challenges and implement practical solutions.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and adapt to new technology and software systems.
• Five (5) years of administrative leadership or supervisory experience.
• Experience working within behavioral health, mental health, family support, or nonprofit service systems.
• Family experiences navigating children’s mental health systems.
• Knowledge of nonprofit governance, Board administration, and fiscal operations.
• Possession of a valid Pennsylvania driver’s license and reliable means of transportation required.

Benefits

• $65,000 - $70,000 Annual Salary
• Medical, dental, vision, generous paid time off
• Ongoing training

Schedule

• Monday – Friday 7.5 hours per day. Flexible hours based on clients' needs.