JOB POSTING: Friends of the Children Houston Operations Manager
STATUS: Exempt, Full time
REPORTS TO: Executive Director
SALARY RANGE: $70,000 - $80,000
Friends of the Children is a national professional mentoring organization. Our model is proven to break the cycle of generational poverty for children who face the highest risks by providing paid, professional full-time mentors to the most vulnerable youth in our community for 12.5 years, kindergarten through high school graduation.
Friends of the Children has chapters in Austin and Houston. This posting is for the HOUSTON chapter. Candidate must reside in or be willing to relocate to the Houston area.
- Have previous experience working for a non-profit.
- Have previous experience overseeing government grant compliance activities
- Be culturally competent.
- Be passionate about working to end generational poverty.
- Have superior scheduling and time management skills.
- Have a commitment to detail accuracy.
- A committed leader and board of directors who are passionate about working together to create an extraordinary organization.
- You’ll be part of a dynamic and supportive national network with a proven, evidence-based, highly unique model.
- Respect for work-life balance. You will work hard, and we expect you to recharge your batteries.
- A comprehensive benefit package including three weeks of paid vacation, paid holidays and paid sick leave.
- Most of all, you get to be a leader at an exceptional organization that helps children facing incredible odds change their life story every day.
- Acts as the primary support to the Executive Director in the management of Friends Houston.
- Participates in stakeholder meetings and other events, as required.
- Manages Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparing materials, surveys, registrations, and other projects.
- Coordinates the flow of information and documents between the Board and Executive Director.
- Maintain Board calendars and assist with scheduling Board and committee meetings.
- Manages the preparation of collateral for all meetings and events.
- Coordinates with Friends National on matters of compliance and information sharing.
- Maintains an organizational calendar of events and manages executive schedules.
- Completes other projects as assigned.
- Serves as the first point of contact for people visiting or calling the organization.
- Develops and maintains office procedures.
- Oversees the handling of incoming mail to ensure proper processing and management.
- Manages supplies necessary to run Friends Houston efficiently and effectively.
- Manages procurement of office equipment.
- Monitors the general email inbox and directs email to the appropriate parties.
- Collaborates with the Executive Director to monitor the organization’s compliance with federal, state, and local employment laws and regulations, and recommended best practices and makes any necessary modifications to policies and practices to maintain compliance.
- Coordinates with the IT provider for any necessary IT needs.
- Manages procurement of all computers, monitors, and necessary equipment and works with IT team to set up for all new employees.
- Researches, selects, and manages contractors and vendors as needed.
- Coordinates and oversees facility expansions or updates.
- Completes and maintains official contracts and MOUs.
- Coordinates the process of payroll for the team.
- Maintains organizational records and an inventory of key documents.
- Prepares and maintains grant tracking/compliance tools, and facilitates communication between staff, grantors and the National finance team.
- Manages federal/state grant reporting and is point person for auditors.
- Reviews and processes all expenses for the team and prepares reports for the National finance team.
- Prepares deposits, tracks and pays invoices, and records payments.
- Partners with the Friends National and Friends Texas chapters’ finance teams, as necessary, to develop financial reports and budgets.
- Prepares monthly financial schedules and is able to review and interpret financial reports.
- Oversees and manages employee recruitment and selection processes, including posting jobs, screening resumes, and conducting interviews.
- Manages employee onboarding and offboarding processes, ensuring a smooth transition for new hires and departing employees.
- Manages employee benefit enrollment and renewal processes.
- Handles discipline and termination of employees in accordance with company policy.
- Oversees the implementation of the comprehensive employee evaluation process, including continuous refinement of performance and supervisory standards, mid-year and annual evaluations, promotions, 360 feedback, and performance improvement plans.
- Oversees the design and implementation of employee professional development program, including creating a menu of professional development training for staff, designing growth opportunities and pipelines, and developing a culture of value learning and growth mindset.
- Processes donations and updates donor records.
- Prepares mailings to donors.
- Manages special event registration and logistics.
- Attends and supports special events.
- Manages Friends Houston website and social medial platforms.
- Bachelor’s degree preferred. In lieu of a degree, 7 or more years of relevant experience may suffice.
- Minimum 5 years in an operations role, preferably with a non-profit.
- Strong organizational skills and ability to prioritize tasks.
- Excellent communication skills, both written and oral.
- Ability to interpret financial reports.
- Previous experience with financial reporting and transaction processing.
- Previous experience with grant tracking/auditing.
- Previous experience with payroll processes a plus.
- Proficiency in Microsoft Office Suite, expense reporting platforms, and CRM systems.
- Professional and emotional maturity that demonstrates warmth, dependability, responsiveness, initiative, flexibility, knowledge, credibility and a good sense of humor.
- Ability to interact effectively and maintain positive working relationships with vendors, grant seekers, grantees, board, Friends of the Children chapters and staff.