Operations Officer

This Officer is instrumental in managing operational processes, overseeing contractors and outsourced services and driving performance improvements as well as supporting the CEO, office management, operational and administrative compliance, IT and HR oversight. This role handling office supplies and equipment, coordinating office activities, and ensuring a productive and compliant work environment. The Officer will work closely with senior management to support organizational goals and maintain a high standard of office operations. This position is based in Washington, DC and is a hybrid work environment.

 

Education and Qualifications:

• Bachelor’s Degree required with a minimum of 5-10 years of experience in a non-profit environment in an operational/HR or office management role.
• Ability to communicate effectively and intentionally.
• Excellent organizational skills and attention to detail.
• Able to retain confidential information.
• Good analytical and problem-solving skills.
• Excellent computer skills including Blackbaud Financial/Raiser’s Edge, SharePoint, Excel, Word, Outlook, Adobe, SAP Concur, etc.
• Ability to operate standard office equipment, including but not limited to, computers, telephone, copier, mailing/postage machines.
• An equivalent combination of education and work-related experience may be considered.

Duties and Responsibilities:

Office Management & Operations 

• Manages office inventory and processes all requests for office materials, supplies and equipment.
• Trains new employees in all office equipment and coordinates onboarding and offboarding.
• Assists in recruitment and develops retention strategies with senior management.
• Manages overall maintenance of the Foundation’s DC-based office.
• Updates and develops standard operating procedures relative to overall office operations.
• Oversee daily office operations and ensure all systems and processes are functioning effectively.
• Responsible for filing and organizing all governance materials.
• Manages general information email inbox and triage as appropriate.
• Assists with setting up contracts and agreements for e-signature via Adobe Sign.
• Assists with Accounts Payables (AP) and scan and route invoices from mail.
• Communicates urgent requests to office building.
• Assists with issuing important all-staff reminders and communication as needed.
• Assists with staff queries.
• Assists other staff members on special projects and duties, only if approved by the CEO.

Finance, Data, HR and Information Technology 

• Coordinate the annual budget and audit processes across internal departments in working with the accounting and audit firms.
• Reviews and ensures employee compliance on credit card reimbursements and policy compliance.
• Ensure annual compliance documents are filed at the state and federal level.
• Ensure appropriate records management related to Foundation’s grant agreements, contracts, and supporting materials.
• Ensure annual benefits are coordinated and imputed into the payroll system.
• Plan trainings for employees as appropriate including annual compliance mandatory trainings
• Triage employee conflict resolution as appropriate.
• Acts as a strategic lead for all IT systems, deliver seamless, reliable technology to enable staff productivity.
• Responsible for all aspects of planning, development, and support of technology systems and applications for the Foundation including emerging technologies and digital trends that are most relevant to the Foundation’s evolving needs.
• Coordinates with Department leads to ensure quality and coordination across the Foundation’s IT systems.
• Establishes and monitors cybersecurity policies to protect the Foundation’s technological systems, data, and mitigation of reputation risk.
• Liaise with IT vendors and consultants to select optimal systems, provide training to ensure user adoption, ensure documentation of policies and procedures, and serve as Systems Administrator for core IT systems such as Office 365, telecommunications, audiovisual, or other as needed.

ADA Physical Demands:

The physical demands represent those that must be met by an employee to successfully perform the essential duties and responsibilities of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• The position requires being seated for several hours a day.
• The employee must frequently speak and hear as well as utilize the telephone, computer keyboard and monitor, pen and paper.
• The employee is required to walk and/or travel by car, train or plane.

Please note that only candidates who are local to the DMV Metropolitan area will be considered as the role is hybrid which requires two days onsite in the Washington DC office.

 

To Apply

Please submit a resume and cover letter/CV to [email protected]