Girls on the Run Chicago: Business Operations Manager

Girls on the Run•Chicago, IL

14h

About The Position

The Business Operations Manager serves as a key operational leader for Girls on the Run Chicago (GOTRC), ensuring the organization’s core business functions run efficiently, accurately, and in alignment with financial, legal, and administrative requirements. This role owns the day-to-day infrastructure of the organization, spanning finance coordination, compliance, office operations, and technology systems. Working in close partnership with the Executive Director and cross-functional team members, the Business Operations Manager connects and supports essential processes across the organization, including HR administration, payroll coordination, and program operations. This individual plays a critical role in maintaining strong systems, enabling staff to focus on delivering high-quality programming and advancing GOTR Chicago’s mission. This role manages sensitive financial and personnel information and requires a high level of discretion, professionalism, and attention to detail.

Requirements

Financial Operations Coordination: Experience supporting month-end close, deposits, expense tracking, reporting, and liaison with external financial partners
Confidentiality & Professionalism: Experience handling sensitive information with discretion and professionalism
Operational & Administrative Expertise: Strong organizational skills, including vendor management, project coordination, document retention, and workflow management

Nice To Haves

Compliance Management: Experience maintaining licenses, insurance requirements, and audit-related documentation with strong attention to detail
Program Support & Inventory Coordination (Nonprofit): Experience supporting program logistics, inventory management, and supply distribution in a nonprofit or mission-driven environment

Responsibilities

Financial Operations & Vendor Coordination Serve as the primary liaison to the third-party financial services firm (Abilene) for recurring workflows, reporting, and audits
Coordinate month-end close activities and ensure timely, accurate financial reporting
Maintain the deposit log; prepare and deposit checks in coordination with the Development Manager to ensure accuracy
Partner with the Impact Team to support financial reporting for government grants, ensuring accurate documentation and compliance
Maintain compliance with fiscal policies and procedures
Track invoices, vendor payments, and expenses in partnership with Abilene; maintain organized and accurate financial records
Support annual budgeting and financial planning in partnership with the Executive Director
Maintain federal, state, and local business registrations, licenses, and required filings
Oversee insurance policies, ensure compliance, and manage requests for certificates of insurance
Manage document retention practices, including secure storage, organization, and destruction of records as appropriate
Ensure operational compliance with HQ requirements and support required reporting
Serve as the primary liaison with our third-party co-working provider (WorkBox); manage office logistics, including lease coordination and renewals
Manage office supplies and administrative procurement
Oversee vendor contracts and relationships related to office operations
Lead logistics for internal and external meetings, including staff and Board meetings and retreats
Maintain physical and digital filing systems, ensuring records are organized, accessible, and up to date
Serve as the primary contact for our third-party IT vendor (BILD Group); coordinate staff tech support and training
Manage procurement, setup, and inventory of staff technology devices
Maintain administrative oversight of key systems, including access coordination for platforms such as Salesforce and QuickBooks
Support the implementation, training, and maintenance of technology policies and best practices
Partner with the Executive Director to support payroll processing through the PEO (Ripping); ensure documentation is accurate and submitted on time
Maintain employee records and documentation with a high level of confidentiality
Lead administrative processes for benefits enrollment in coordination with the Executive Director, including required reporting to providers
Support onboarding and offboarding processes in partnership with hiring managers, ensuring documentation, system updates, and consistency across processes
Monitor PEO compliance alerts to ensure adherence to federal and state labor laws
Coordinate with external HR and benefits partners to address compliance requirements, benefits administration, and employee inquiries
Support regular review and updates of the employee handbook to ensure alignment with current policies and organizational practices
Support program operations through coordination of inventory, materials, and logistics across peak seasons. This role will require occasional evening and weekend support aligned with program needs.
Develop and manage systems to track program inventory, leveraging volunteers where appropriate
Oversee organization and maintenance of program storage units
Support procurement, receipt, and distribution of program materials
Manage procurement, tracking, and distribution of snack cards for program sites
Assist with registration-related administrative processes and communications
Ensure timely availability of materials at program sites and maintain accurate records
Provide additional operational support as needed

Benefits

Flexible work arrangements and schedules to support work-life balance
Generous paid time off, including:
18 days of PTO
19 paid holidays
3 floating holidays
The week of Thanksgiving
Time off between Christmas Eve and New Year’s Eve
3% automatic 401(k) employer contribution
Health insurance, including medical, dental, and vision (75% employer-paid / 25% employee-paid)
12 weeks of medical leave (in accordance with applicable laws and organizational policies)
$25,000 employer-sponsored life insurance policy
$500 annual professional development reimbursement
Partial reimbursement for internet and cellphone service
Collaborative and mission-driven work environment with passionate colleagues and volunteers
Opportunities to participate in and experience Girls on the Run programs and community events
Recognition and appreciation programs that celebrate staff contributions and achievements