Associate Director of Operations

Colorado Media Project • Denver, CO

17h • $90,000 - $95,000 • Hybrid

About The Position

The Colorado Media Project (CMP) is entering a pivotal phase of growth as we transition from a fiscally sponsored project to an independent, standalone 501(c)(3) organization. We are seeking a strategic and high-agency Associate Director of Operations to lead this operational evolution. This role is the architect of our new independent infrastructure. You will operationalize and optimize our new independent infrastructure, ensuring our systems are fully integrated and adopted by the team. You will ensure staff proficiency through training and SOPs, and manage the day-to-day financial, event, and HR operations of the independent entity. This is a role for a systems thinker who excels at execution and ensuring the organization runs efficiently, compliantly, and scalably.

Requirements

• Experience: 5+ years in operations, non-profit administration, or financial management.
• Technical Proficiency: Advanced expertise in Microsoft 365 administration (SharePoint, Teams).
• Administrator-level proficiency in project management tools (e.g., Asana) and CRM databases.
• Financial Fluency: Demonstrated ability to manage contract accountants, interpret financial statements, and oversee reconciliation processes.
• Process Design: Proven ability to write clear SOPs and train staff on complex systems.
• Governance Support: Experience preparing board materials or managing compliance calendars.

Nice To Haves

• Transition Experience: Experience helping an organization scale, spin-out, or undergo major restructuring.
• Philanthropic Compliance: Understanding of IRS regulations for 501(c)(3) public charities and grantmaking ethics.
• Event Logistics: Experience negotiating contracts and managing logistics for professional events.

Responsibilities

• Manage the organization’s governance calendar to ensure we are meeting all bylaw requirements.
• Partner with the Executive Assistant (who handles minutes) to ensure the Board has the necessary financial data for decision-making.
• Serve as the primary point of contact for our contract accounting firm.
• Ensure they receive all necessary documentation on time to close the monthly books accurately.
• Review the monthly financial statements prepared by the bookkeeper for accuracy and variance analysis before they are finalized.
• Translate the bookkeeper’s financial data into clear, actionable dashboards for the Executive Director and Board Treasurer.
• Oversee the reconciliation process between the donor database (managed by the Coordinator) and the general ledger.
• Ensure that every dollar raised is correctly coded and matches our bank deposits.
• Track reporting deadlines and deliverables for grants received by CMP.
• Maintain a master calendar of reports due to our funders and ensure the Executive Director has the data needed to complete them on time.
• Serve as the backend administrator for our donor CRM.
• Responsible for maintaining system integrity and managing user permissions.
• Serve as the compliance officer for our grantmaking operations.
• Manage our Conflict of Interest policy, ensuring that all reviewers and decision-makers are recused where appropriate.
• Conduct operational due diligence on potential grantees to ensure they meet IRS requirements for 501(c)(3) status or fiscal sponsorship before funds are released.
• Collaborate closely with the Grantee Relations Manager to ensure a seamless hand-off from grant award to disbursement.
• Own the financial compliance (W-9s, payments, wire transfers), while they manage the program relationship.
• Serve as the Data Steward for our grants database, ensuring internal records perfectly match official status and that all reporting deadlines are tracked accurately.
• Manage the operational execution of quarterly Funder Table meetings, including venue contracting, catering, AV support, and budget oversight.
• Serve as the lead negotiator for all fundraising event contracts (venues, software, vendors).
• Ensure all agreements are legally sound, budget-compliant, and that insurance requirements are met.
• Oversee the backend of event registration systems and payment processing to ensure seamless donor experiences.
• Provide operational leadership for major campaigns and initiatives (e.g., #newsCOneeds).
• Manage the "back of house" logistics that allow these public-facing campaigns to run smoothly.
• Oversee the registration systems, payment processing, and on-site operational logistics for CMP convenings and events.
• Lead the transition, stabilization and optimization from Google Workspace to a Microsoft 365 environment (SharePoint, Teams, Outlook), ensuring security settings and file organization support the team's needs.
• Serve as the primary administrator for our core operational tools, including Asana (Project Management), Slack (Communication), and our CRM/Grants Management database.
• Ensure these systems act as a "Single Source of Truth."
• Drive internal adoption of our new systems.
• Create clear, usable Standard Operating Procedures (SOPs) and lead ongoing training to ensure all staff are comfortable and efficient with the new workflows.
• Serve as the primary liaison with our Professional Employer Organization (PEO) to manage payroll, benefits administration, and state-level employment compliance.
• Manage the operational side of the employee lifecycle, including onboarding new staff into our independent systems and offboarding.
• Serve as the primary point of contact for the Denver office, managing lease requirements, supplies, and equipment inventory.

Benefits

• Comprehensive Benefits Package: We offer a competitive benefits package including medical, dental, and vision insurance options.
• Retirement: Participation in a 401(k) retirement plan.
• Paid Time Off: Generous paid time off and sick leave accrued in accordance with the Colorado Healthy Families and Workplaces Act (HFWA).
• Flexible Schedule: Hybrid work environment with a culture that values focused work and work-life balance.
• Professional Development: Budget and opportunities for skill-building, training, and leadership development.

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Education Level: No Education Listed