Operations Manager

After-School All-Stars•Philadelphia, PA

23d•Onsite

About The Position

The Operations Manager is responsible for Chapter duties related to office management, support of operations, finance, and human resources-related special projects. This role serves as a lead site contact for finance and HR related issues for the Philadelphia/Camden team, providing leadership in reconciliation, revenue/expense tracking, risk management, compliance, employee recruiting, and training. The Operations Manager will also oversee program site purchasing, manage program leader time to evaluate budget allocation, and ensure fiscal controls are in place. Additionally, the role involves maintaining the general office, supporting office technology, coordinating mail and shipping, managing program supply orders, and handling office subscriptions and travel. In marketing and communications, the Operations Manager will develop and maintain impact data and stories, write copy for campaigns, execute social media posts, develop marketing collateral, manage vendor relationships, and maintain a photo and video library. The role also supports fundraising efforts, donor recognition, PR, and marketing campaigns for staff recruitment. Special projects include managing and executing the annual fundraiser event and supporting other ASAS Philadelphia/Camden events. Collaboration with operations staff throughout the ASAS network and support for the Executive Director are also key aspects of this position.

Requirements

Proficient in Microsoft Office Suite
Organized with excellent written communication skills
Dependable, conscientious, detail-oriented, and capable of managing deadlines
Capable of working independently as well as with a team
Flexible and able to adapt to changing position demands
Ability to work under time constraints and meet deadlines
Pride in self, work, and organization with tasks performed at a high level of accuracy
Ability to tackle work assignments head-on in a positive and efficient manner
3+ years’ experience managing both full-time and part-time direct reports required
3+ years’ experience in an administrative support role, preferably in a non-profit setting

Nice To Haves

Bachelor’s Degree in closely related field strongly preferred

Responsibilities

Serve as lead site contact for finance related issues for the Philadelphia/Camden team, providing leadership in reconciliation and revenue/expense tracking.
In collaboration with the National finance team, monitor the coding and reconciling of revenue and expenses against the General Ledger.
Work with the National finance team to ensure that the chart of accounts aligns with new and existing sources of revenue.
Track the spend-down of restricted revenue for the Philadelphia/Camden chapter.
Oversee program site purchasing.
Manage the process of field trip reservations and payment.
Monitor Program Leader time to evaluate in real time PL/staff budget allocation.
Monitor site program supplies budget.
Organize/monitor the process of fiscal controls for pieces of the budget.
Submit all invoices and reimbursements to the National office according to accounts payable process; complete monthly American Express bill reconciliations.
Serve as lead site contact for HR related issues for the Philadelphia/Camden team, providing site support for risk management, compliance, employee recruiting, and training.
Facilitate the Safe & Healthy initiative for the Philadelphia/Camden chapter.
Facilitate HR processes for Philadelphia/Camden and ensure documentation is completed on time.
Ensure emergency contact information for Philadelphia/Camden staff is updated in Paylocity.
Lead all recruitment, selection and hiring processes for Philadelphia/Camden employment needs.
Ensure bi-weekly payroll processes are facilitated at the Chapter level for National payroll to process timely.
In collaboration with National HR, ensure all data related to new hires and terminations including comprehensive background checks for all employees are completed according to procedures.
Manage volunteers, as needed.
Maintenance of general office: maintain and order supplies; maintain a well-organized, stocked supply cabinet, order office supplies when needed; maintain and coordinate supplies/service for copy machine, computers, internet and phones.
Support office technology, telecommunications, and building/common space management.
Coordinate mail and shipping: posting, processing, and dropping-off of mail (UPS and FedEx); maintain related supplies.
Coordinate with Program Managers all program supply orders for school sites; maintain and organize storage areas; manage office subscriptions.
Handle all travel for the office.
Manage and support the MCC in the following areas: Develop and maintain a body of current impact data and stories for use in social media.
Creative copy writing for campaigns/email marketing.
Execute multi-platform social media posts highlighting programs, youth, staff and corporate activations while tracking engagement and impact on different social media channels including X, Threads, Facebook, LinkedIn, Instagram, and TikTok.
Develop marketing collateral for all departments in alignment with organization branding and marketing guidelines.
Manage vendor relationships for all swag and organizational signage.
Manage photo and video library.
Draft and edit PowerPoint decks for external partners.
Graphic design for fundraising campaigns, program recruitment, events, and social media.
Support chapter activities related to individual and institutional giving, donor recognition, PR efforts and other marketing and development campaigns as they arise.
Create marketing campaign for staff recruitment efforts.
Design and execute a marketing/social media calendar that includes opportunities for community and corporate engagement.
Manage and execute the annual fundraiser event.
Support event planning and implementation for all ASAS Philadelphia/Camden events.
Compile documents for special projects as needed.
Collaborate with operations staff throughout the ASAS network, as needed.
Assist in the compilation of marketing press kits and maintain adequate supply on hand.
Communications: assist in preparing photos and stories for marketing; other projects as needed.
Support ED on various planning, processes, and projects as needed.
Prepare ED for meetings, events, etc., including regularly scheduled meetings of the Philadelphia/Camden Advisory Board.