Description
POSITION SUMMARY
The Operations Manager ensures the smooth and efficient operation of BCF’s facilities, administrative functions and technology systems. This role develops and implements policies and procedures, oversees vendor and contract management and ensures that all operational areas support staff, board and community partners effectively.
This role manages accounts payable including bookkeeping, expense reconciliation and budget tracking ensuring timely, accurate financial reporting. Support for accounts receivable may also be provided as needed. The Operations Manager oversees BCF’s facilities, including the Leadership and Learning Center, ensuring all office and client services operate smoothly. This role also directs IT infrastructure and critical software systems, with particular focus on maintaining the donor database.
KEY RESPONSIBILITIES
Financial Support (35%)
- Provide data to support finance, operations, grantmaking and fundraising functions.
- Facilitate accounts payable processes, including tracking budget expenditures, issuing checks, completing monthly reconciliations, and preparing reports.
- Complete monthly reconciliation of checking and investment accounts.
- Support the coordination and completion of the annual financial audit including the development of required reports, schedules, and documentation.
- Provide administrative support to the Finance Manager and Finance Committees, including coordinating meetings, preparing and distributing minutes, and maintaining policies, documentation, and calendars.
- Support activities of the Finance Manager and President/CEO.
Administrative Coordination (35%)
- Provide high-level administrative support to staff and community partners to ensure accurate recordkeeping, financial reporting and timely report dissemination.
- Oversee organizational compliance through management of policy and procedure updates, staff coordination, approval tracking and by maintaining accreditation records.
- Facilitate, coordinate and track organizational contracts and insurance requirements, facilitating RFP processes when necessary.
- Process mail, answer and route phone calls, greet visitors to BCF offices.
- Other duties as assigned.
Facility Management (15%)
- Support all aspects of facility readiness including cleaning, maintenance, reservation management and full-service guest support to ensure seamless meeting and event operations.
- Manage facility operations, including end-to-end procurement of equipment, supplies, and vendor services to ensure a safe, efficient, and fully supported environment.
- Establish and revise policies and procedures to ensure BCF facilities are effectively operated and maintained in support of staff, board, and guests.
Information Technology Management (15%)
- Lead organization-wide CRM management, ensuring timely updates, staff training, accurate internal and external reporting, data integrity and appropriate user access.
- Manage and maintain IT hardware, software and contractors in efforts to optimize effective technology use throughout the organization.
- Liaison with IT contractors to ensure compliance with insurance and service agreements.
Requirements
REQUIRED COMPETENCIES AND SKILLS
- Bachelor’s Degree preferred and/or three (3) to five (5) years of experience and/or training in operations, administration and/or strategic planning.
- Proven track record of managing high-level operational support preferably in a nonprofit, philanthropic, or mission-driven organization.
- Team player with a “can do” approach. BCF is a growing organization with a highly collaborative work environment. Staff must be self-motivated and resourceful, able to take initiative work independently, and also work together effectively.
- Excellent organizational and time management skills, with the ability to multitask, manage priorities, effectively, and adapt in a dynamic environment.
- Confidentiality & integrity are non-negotiable. This position must manage highly sensitive and confidential information with discretion and professionalism.
PREFERED COMPETENCIES AND SKILLS
- Excellent organizational and time management skills, with the ability to multitask and adapt in a dynamic environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management and CRM tools are a plus.
- Keen attention to detail and the ability to manage priorities effectively.
- Self-motivated, resourceful, and able to work both independently and collaboratively.
- Ability to understand and effectively implement best practices, regulations, and BCFs policies.
PERSONAL CHARACTERISTICS
This position requires the ability to work efficiently and pleasantly with a wide variety of internal and external customers. As a representative of BCF, a high level of positive diplomacy and tact are required in providing service to internal and external partners. Communications are regularly confidential in nature, requiring the employee to use discretion when sharing information clearly and concisely to all parties.
- Professional, calm, and composed under pressure.
- Trustworthy, reliable and has integrity.
- Personable and diplomatic, with strong interpersonal skills and a high emotional IQ.
- Mission-driven, with a deep interest in philanthropy, community service, and social impact.
TO APPLY FOR THIS POSITION
Please submit acover letter, resume, and three references tomarianne@bcfgives.org. If you see this position on a job site, DO NOT use quick apply. Application review will be ongoing. Position will remain posted until filled.
Interested candidates should email the following materials to marianne@bcfgives.org:
- A resume highlighting relevant experience.
- A personalized cover letter explaining your interest in the role and BCF’s mission.
- A list of three professional references (references will not be contacted without prior notice).
- Applications will be reviewed on a rolling basis until the position is filled.
