Operations Manager

About the Role

The Operations Manager provides technical and operational infrastructure including office management and multiple office operations for the Dallas Northeast Texas and North Central Texas chapters. This key role is responsible for high-level administrative support and volunteer management. You will leverage your experience as a skilled operations/administrative professional to work collaboratively and provide exceptional support to both internal staff and external stakeholders. This position is based in Dallas, TX and reports to the Executive Director.

Full-time position (37.5 hours/week), Grade 205. Reports to the Region Vice President.

Responsibilities

• Oversees front desk operations and real estate transitions to include: maintenance, mail, shipping, ordering supplies, equipment, IT, and invoices.
• Manage relationships with vendors, service providers, and the landlord, ensuring that all items are invoiced and paid timely.
• Answers phones and assist with walk-in constituents.
• Prepares weekly donor letters and schedules outreach meetings or calls to various supporters on behalf of the Executive Director and Development lead.
• Works with the Development leads for each chapter to code deposits.
• Processes mail and makes deposits for the Dallas & Northeast Texas Chapter and North Central Texas chapters.
• Leads contract management for office copiers, postal machines, leased equipment, repair/maintenance, internet providers, payment of vendors, consultants and independent contractors.
• Facilities – Office and maintenance budget, vendor management, repair of office space, safety and security of all offices, and security of alarm system calls.
• Reviews and improves processes and increases operational efficiencies.
• Plans and hosts chapter-wide events and retreats.
• Assists with the annual budgeting process.
• Provides administrative support to Region Vice President and Chapter Executive Directors.
• Provides essential support for achieving the goals of the strategic plan for the chapter.
• Manages an extremely active calendar of appointments, travel arrangements, expense reports, chapter and community meeting planning and logistics.
• Handles and maintains confidential documents and correspondence.
• Arranges conference calls and prepares meeting presentations including agendas, compiles documents and presentations and at times catering.
• Attends departmental and other meetings as necessary.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those sensitive or confidential.
• Keeps Regional Vice President and executive staff well informed of upcoming commitments and responsibilities.
• Manages a variety of special projects, some of which may have an organizational impact.
• Prioritizes conflicting needs, handles matters expeditiously, and proactively to conclusion often with deadline pressures.
• Fiscal responsibility/Budget and Finance: works with the finance team, ensures timely invoice payments, accounts receivable of operations, manage budget, support of WorkDay expense reporting.
• Emergency preparedness and compliance – ensures that procedures are current, lead annual compliance training evacuation and emergency preparedness.
• Operational policy improvement – improves, analyzes, and updates policies and procedures to enhance efficiency.
• Manages special projects as requested including providing administrative support for the annual Board/Staff Retreat, donor parlors, research events, and other events in Texas.
• Serve as the Executive Director's administrative liaison to the Board of Directors.
• Provides leadership support to Board including strategic communications regionally between executives, volunteers and partners, leadership development, board partnership, committee, and event logistics leadership, meeting facilitation and support.
• Maintains discretion and confidentiality in relationships with all Board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Serves as a super-user for the chapter’s Personify and Program Volunteer Community (PVC) databases, pulling mailing lists and reports as needed for the chapter.
• Manages annual chapter-wide volunteer recognition event.
• Assists the Development Team with event day volunteer recruitment and support.
• Provides administrative and coordination support as needed for communications projects including updating the website, organizing and coordinating information for e-newsletters and sharing monthly Care and Support education calendar with constituents and community partners.

Qualifications

• Associate’s degree or equivalent experience required.
• Two years or more of experience as an administrative assistant, office manager, or similar is required.

Skills

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and competing demands seamlessly with excellent attention to detail.
• Superior business,