Operations Manager

Minnesota Coalition Against Sexual Assault • Saint Paul, MN

14d • Hybrid

About The Position

In this role, you will be responsible for the core operational systems that keep MNCASA running smoothly. You’ll lead office operations, facilities coordination, and procurement—serving as the primary point of contact with building management and key vendors, and ensuring staff have the space, equipment, and systems they need to do their work.

You will also play a central role in MNCASA’s financial administration by coordinating closely with external accounting vendors. This includes managing bills, deposits, invoices, receipts, and documentation; supporting grant billing and financial reporting timelines; and assisting with budget development, revisions, and grant applications in partnership with the Executive Director and program leadership.

Requirements

• 5+ years of experience in operations, project management, administrative leadership, or comparable work (nonprofit experience strongly preferred).
• Experience supporting financial management tasks, including budgets, expense tracking, allocations, invoicing, and audit preparation.
• Experience supporting grant administration, including budget development, compliance processes, and documentation.
• Comfort coordinating vendors and contractors (e.g., IT, HR, accounting) and keeping deliverables moving.
• Strong organizational and project management skills, with the ability to manage multiple deadlines and details.
• Excellent written and verbal communication skills and high attention to accuracy.
• Ability to build and improve systems, processes, and tools that support staff and organizational efficiency.
• Experience with grant platforms such as; JustGrants, Grants.gov, eGrants, ASAP, PMS, Intelligrants
• Proficiency with accounting software (e.g., QuickBooks) and Microsoft Excel
• Strong organizational skills and attention to detail
• Ability to work collaboratively with multiple stakeholders
• A commitment to equity, access, and supporting an inclusive workplace

Responsibilities

• Keep internal operations running smoothly, ensuring timely follow-through on organizational needs.
• Serve as MNCASA’s primary point of contact with building management, coordinating maintenance, access, security, repairs, and other facility needs.
• Manage procurement and office supply systems, including ordering, tracking, and maintaining equipment and shared resources.
• Coordinate vendors and service providers (e.g., IT, office services, utilities, insurance, subscriptions), including scheduling, follow-up, and documentation.
• Maintain organized records for vendor contracts, renewals, and key operational documentation.
• Maintain organizational contract files, including executed agreements, renewal dates, and key documentation.
• Assist the Executive Director with staff onboarding, including coordinating start-date logistics, preparing onboarding materials, setting up systems access, and ensuring required paperwork is completed and filed.
• Identify opportunities to strengthen internal systems and workflows that improve efficiency and support staff success.
• Serve as one of MNCASA’s primary contacts with external finance vendors to support accurate, timely financial processing.
• Process deposits and ensure documentation is complete and filed appropriately.
• Submit invoices to Accounts Payable for processing, including tracking status and follow-up as needed.
• Manage and organize bills, receipts, invoices, and supporting documentation; ensure materials are complete and submitted on schedule.
• Assist with invoicing by gathering required documentation, coordinating internal approvals, and communicating with finance contractors.
• Work with external contractors to ensure grant billing is completed accurately and on time by tracking documentation needs, gathering receipts and back-up materials, routing approvals, submitting billing packets, and following up on outstanding items.
• Assist MNCASA’s Finance Team with the monthly close process, including gathering materials, responding to requests, and maintaining accurate, accessible financial files.
• Prepare documents and supporting information for the annual financial audit and, when applicable, the single audit.
• Assist with grant applications, including preparation of required documents and coordination of submission materials.
• Support the development of grant budgets and budget revisions in partnership with the Executive Director and program leadership.
• Create monthly allocation plans for staff time and salary across the organization to support accurate grant and program budgeting.
• Work in partnership with the Executive Director to develop, refine, and implement organizational budgets, monitor adherence, and contribute to the draft annual budget for board approval.
• Help plan and coordinate member-focused events like Action Day, SAAM activities, Regional Meetings, Annual Meeting, AWARE, our Annual Symposium, and other related connection and learning opportunities
• Participate in equity, accessibility, and process improvement efforts across departments
• Take on additional duties that help the organization grow and serve the field

Benefits

• Paid Time Off: Starting at 5 weeks of PTO annually, plus 9 paid holidays, year-end break, paid employee volunteer time
• Health Coverage: Employer covers 100% of health insurance premiums for employees; 100% of dental premiums for employees; vision insurance available
• Health Accounts: Employer contributes $600 annually to a Health Savings Account (HSA); Flexible Spending Account (FSA) options available
• Insurance: Employer-paid life, AD&D, short- and long-term disability insurance; optional additional life coverage available
• Retirement: 3% employer contribution with immediate vesting

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed