Amistad - Operations/Administrative Manager

HR & Talent Acquisition•Hartford, CT

1d•Onsite

About The Position

The Operations Manager is the internal execution, systems, and risk coordination lead for the Amistad Center. This role ensures that day-to-day operations, program execution, vendor coordination, governance support, and institutional safeguards function smoothly and consistently. The Operations Manager translates strategy into operational reality and serves as the organization's stabilizing force.

Requirements

Nonprofit operations or project management experience
Strong organizational and financial tracking skills
Project management and calendar coordination
Strong organizational and process management skills
Strong understanding of budgets, expense tracking, and financial controls
Experience coordinating vendors and administrative systems
Attention to detail and follow-through
Operational and administrative experience
Governance and board support
Risk management and compliance coordination
Strong written communication and editing skills
Discretion and sound judgment with confidential information
Ability to collaborate across departments in a fast-paced environment

Nice To Haves

Experience in museums or cultural organizations preferred

Responsibilities

Manage daily office operations, procurement, schedules, and administrative systems
Maintain operational workflows, shared drives, institutional documentation, and records
Coordinate institutional calendars, including operational, marketing, grant, finance, and communications timelines
Maintain office policies, procedures, and administrative continuity
Serve as the facilities coordination point person and manage internal operational needs
Coordinate marketing and communications execution with contractors, including email campaigns, social media, website updates, and press outreach
Proofread and edit institutional documents, including board materials, reports, and correspondence
Support internal communications and selected marketing or administrative content
Ensure accuracy, professionalism, and consistency across institutional documentation
Serve as primary liaison to accounting, payroll, and financial service partners
Ensure marketing deliverables are produced on schedule and oversee sponsor recognition and partnership acknowledgments
Code deposits and expenditures; track budgets, expenses, and departmental variances. Maintain financial documentation and internal control procedures
Prepare bank deposits and assist with financial reporting, reconciliation, and audit documentation
Authorize vendor payments, manage contracts, insurance renewals, and financial paperwork
Assist the Executive Director with cash transfers, financial reporting, and documentation as required
Manage development project administration, including grant calendars, reporting deadlines, proposal documentation, and deliverables
Collect internal data for grant proposals and reports
Coordinate logistics for donor cultivation and fundraising events
Assist with the development and administration of the Amistad Center membership program
Monitor financial workflows and escalate compliance or budget concerns to the Executive Director
Coordinate logistical support for programs, exhibitions, and institutional events
Assist with scheduling, vendor contracts, supplies, layouts, run-of-show planning, and operational coordination
Provide administrative and on-site operational support for events, including evenings and weekends
Manage insurance documentation, renewals, certificates, and incident reporting coordination
Maintain employee records and support HR administration
Coordinate with external HR, legal, and benefits partners as required
Support Board of Trustees and committee operations, including scheduling, meeting materials, and documentation
Maintain board calendars, governance records, and compliance documentation
Assist with board communications, minutes, resolutions, and filings
Support onboarding and offboarding of trustees and key volunteers