Operations Manager

After-School All-Stars•Philadelphia, PA

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, revenue/expense tracking, risk management, compliance, employee recruiting, and training. The position also involves managing office operations, including supplies, technology, and mail services, as well as supporting special projects and events.

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.
Maintain and order general office 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.