Operations Manager

Title: Operations Manager Reports to: Executive Director Status: Full-Time, Hourly

Friends of the Children - Tampa Bay is seeking a passionate committed leader to use their expertise, vision, and operational skills as we continue to grow and serve our community. Our model is proven to break the cycle of generational poverty for children who face the most barriers by providing professional mentors to thousands of youth across the country. As our Operations Manager, you will support human resources, finance, information technology, and other enabling functions to ensure operations are established and are running optimally.

The ideal candidate will have a smart head for business, an entrepreneurial spirit, and a soft heart for kids. They will be equally skilled at implementing efficient processes and intentionally developing collaborative relationships over time with trust, empathy, and healthy communication.

The right leader will be fiercely committed to equity and will ensure that every aspect of the organization's mission is executed with full engagement of communities impacted by our work.

Are you this amazing professional? Here's what we have to offer you:

• A team of talented employees who are passionate about working together to create an extraordinary organization.

• A strong, National organization who is committed to innovation and high standards.

• Respect for work-life balance. You'll work hard, and we expect you to recharge your batteries.

• A comprehensive benefits package with competitive pay.

• Most of all, you get to help lead an exceptional organization that supports children facing incredible odds change their life story every day.

The following statements are intended to describe the general nature and level of work to be performed by individuals assigned to this position. They are not intended as a comprehensive list of all responsibilities, duties, and skills required of personnel so classified.

Basic Function / Position Objective:

The Operations Manager supports the day-to-day functions of our organization. The Operations Manager is responsible for assisting the Executive Director and supporting the organization through a variety of administrative functions. The Operations Manager's essential functions and responsibilities fall within the following primary areas:

1.Organizational Support

2.Staff/Department Support

3.Managing Financials

4.Human Resources

The Operations Manager must excel at working as part of a small team, effectively manage multiple projects and tasks, and keep them on track.

Essential Functions and Responsibilities

Ongoing organizational support:

• Serving as the first point of contact.

• Maintaining an organizational calendar of events; managing schedules.

• Taking notes during meetings to track action items.

• Coordinating IT support with IT provider.

• Distributing mail and ordering office supplies.

• Developing and maintaining office procedures.

• Active participation in staff meetings and events, as required.

• Monitors the general email inbox and directs email to the appropriate parties.

• Other projects as assigned.

Supporting the Executive Director on projects like (but not limited to):

• Preparing grant attachments, maintaining grant tracking, and facilitating communication between staff and the National finance group.

• Completing and maintaining official registrations and contracts.

• Maintaining organizational records and inventory of key documents.

• Coordinating with Friends National for meetings, compliance, and information sharing.

• Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.

• Planning employee appreciation events.

Managing financials for the chapter (but not limited to):

• Review and process all expense reports for the team.

• Process payroll for the team.

• Preparing deposits, invoices, and accounts payable for the National finance team to process.

• Partner with the National finance team on accurate financial reporting notes.

• Special event registration and logistics.

Supporting the Development Team with projects like (but not limited to):

• Donation processing and updating donor records.

• Preparing mailings to donors.

• Special event registration and logistics.

• Attendance and support at special events.

Supporting the Program Team with projects like (but not limited to):

• Staff event logistics, including scheduling, reservations, registrations, and catering.

• Food and program supply purchases.

• Assistance with surveys and data collection.

• Assistance with reimbursement process.

• Attendance and support of program events.

Human Resources functions like (but not limited to):

• Developing and implementing processes and procedures.

• Developing and maintaining work plans.

• Recruitment management and posting jobs.

• Answering employee questions about benefits, organizational policies and procedures.

• Ensuring that employee paperwork is completed and properly stored.

• Performing all necessary background checks and maintaining confidential records.

• Supervising new employee onboarding.

• Researching and selecting employee benefits for final approval.

• Managing employee benefit enrollment and renewal processes.

• Coordinating regular trainings for staff.

• Promoting an accepting and transparent workplace.

Required Education, Experience & Abilities

• A minimum of four years of operations experience in a small office.

• Bachelor's degree, with focus in HR, finance, or nonprofit management desired.

• Proficiency in Microsoft Word, Excel, Outlook and TEAMS; familiarity with databases and office functions.

• Excellent written communication skills and attention to detail and accuracy.

• Highly organized and dependable; ability to work independently and maintain composure under pressure.

• Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.

• Ability to maintain confidentiality, use good judgment, and follow procedures.

Preferred Experience, Skills, Education and Knowledge:

• Familiarity with nonprofit organizations.

• Basic knowledge of fundraising and events.

• Database experience, donor databases preferred.

• Payroll experience.

• Experience working with children and families.

• Experience working in a fast-paced environment.

Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely based on their qualifications for the job to be filled.