Operations Manager

After-School All-Stars•Philadelphia, PA

just now•$55,000 - $65,000

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 the lead site contact for finance and HR related issues for the Philadelphia/Camden team, providing leadership in reconciliation and revenue/expense tracking, submitting invoices and reimbursements, monitoring expense coding, and ensuring the chart of accounts aligns with revenue sources. The position also involves managing HR compliance, recruitment, payroll processes, and background checks. Additionally, the Operations Manager will handle general office maintenance, including ordering supplies, managing technology, and coordinating mail services. The role also supports ASAS Philadelphia/Camden events and special projects, collaborating with operations staff across the ASAS network and supporting the Executive Director.

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
Bachelor’s Degree in closely related field strongly preferred
3+ years’ experience in an administrative support role, preferably in a non-profit setting

Responsibilities

Serve as lead site contact for finance related issues for the Philadelphia/Camden team, providing leadership in reconciliation and revenue/expense tracking
Submit all invoices and reimbursements to the National office according to accounts payable process; complete monthly American Express bill reconciliations.
In collaboration with the National finance team, monitor the coding and reconciling of expenses
Work with the National finance and HR teams to ensure that the chart of accounts aligns with new and existing sources of revenue
Coordinate with Programs for all program expenses for school sites; maintain and organize storage areas
Collaborate with the Devo Manager and National to track spend-down of chapter grants
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
Manage and facilitate all compliance pieces as required by both ASAS and local entities for all staff at the Philadelphia/Camden chapter by guiding deadlines
Lead all recruitment, selection and hiring processes for Philadelphia/Camden employment needs
Ensure emergency contact information for Philadelphia/Camden staff is updated in Paylocity
Collaborate with Philly programs to ensure bi-weekly payroll processes are executed by National deadlines
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 and contracted program partners, 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
Manage incoming calls to office phone
Support office technology, telecommunications, office subscriptions, and building/common space management.
Coordinate mail and shipping: posting, processing, and dropping-off of mail (UPS and FedEx); maintain related supplies
Provide operational and collaborative support for ASAS Philadelphia/Camden events
Compile documents for special projects as needed.
Collaborate with operations staff throughout the ASAS network, as needed
Support ED on various planning, processes, and projects as needed