OPERATIONS MANAGER
POSITION DESCRIPTION – Operations Manager Posting Date: 7/28/2022
Job Title: Operations Manager Status: Exempt
Reports to: Seacoast Village Project (SVP) acting Executive Director
Deadline: August 8
To apply, please send a cover letter and resume to resume@seacoastvillageproject.org
Background
Founded in 2018 and based on the national Village Movement model of neighbor-helping-neighbor, Seacoast Village Project is dedicated to making “aging in place” a realistic possibility by supporting the social, educational and functional needs of older adults living independently.
As a membership organization, Seacoast Village Project is a trustworthy, one-stop resource for social connections, information, referrals, and select services provided by member-volunteers.
The organization seeks to provide localized, community-based engagement and services for residents of Portsmouth, Exeter, Dover, and the surrounding communities, organized into geographical neighborhoods (Clusters).
With Seacoast Village Project as their partner, older adults can maintain control over their lives, stay in their homes and actively participate in the communities they love for years to come.
Seacoast Village Project is a registered 501(c)(3) nonprofit organization and is governed by a Board of Directors.
Position Description
Our growing organization seeks to hire a part-time Operations Manager (OM). The OM will be a key member of our leadership team and will help implement the vision and strategic plan established by the Board of Directors. The OM will oversee the day-to-day operations of the organization, including the management of the office, information systems (Helpful Village, Little Green Light, membership and volunteer management systems), coordinating the delivery of programs and events (virtual and in-person) and member service. The Seacoast Village Project is led by its member-volunteers. The OM will help to coordinate and support their efforts. This position reports to the acting Executive Director, who is also President of the Board of Directors.
Responsibilities
· Management & Office Administration
· Systems and processes
· Manages the Village’s volunteer program, working to recruit, screen, orient and train people who can help with specific support or member service activities.
· Maintains information in the Village databases, including membership, volunteer and service activity that is reflected in the organizations dashboard reporting
· Provides direction of work and training for Office Volunteers, including filing, preparing member materials, managing programs and answering member questions.
· Monitors incoming messages from members, agencies, vendors, donors, prospective members, voicemail, email and Village systems, ensuring that questions are answered and/or forwarded to the appropriate person.
· Implements risk management procedures in accordance with Village policy.
Financial
· Manages accounts receivable, receiving and posting checks and online payments for reconciliation with the Village treasurer.
· Documents expenses incurred – ensuring that receipts are forwarded to the Treasurer and posted to the proper accounts in the budget.
· Manages the petty cash account in the office.
· Provides input to the Board regarding resource needs for budgeting purposes.
Member Services
· Oversees the new membership onboarding process and membership renewals, serving as backup to the member service volunteers when needed.
· Supports Cluster leaders with information, materials and volunteers as required to build connections and programs and serve members in their geographic areas.
· Monitors member service requests – by phone, email or through Helpful Village, contacting members to clarify needs and assigning volunteers. Serves as backup provider if needed.
Engagement through Programs and Events
· Provides support to members who are hosting online programs, serving as co-host or making Village membership and volunteer presentations as needed.
· Collaborates with the acting Executive Director and other volunteer leaders as they develop the annual Programs and Events Master Calendar – providing input about member interests and making sure that resources are available to meet member interests and needs.
· Works with the Program and Events manager (contracted) to plan details of in-person events.
· Ensures that volunteer and event/program participant metrics are tracked and reported.
Board Support – As directed by the acting Executive Director
· Prepares monthly reports on key dashboard metrics for the Board packet.
· As directed by the acting Executive Director, helps to track progress towards key strategic objectives.
· Attends monthly Board Meetings as an ex-officio member.
· Performs additional duties as required.
Position Requirements
Position is for 20-24 hours/week, provided on site in our office at Carey Cottage in Portsmouth. Participation in community presentations or Village events may require scheduling flexibility and off-site travel.
Qualifications:
· Bachelors or equivalent experience in a related field strongly preferred.
· 3-5 years administrative/management experience which demonstrates the skills and ability to effectively manage a broad range of duties as described above.
· Self-directed, disciplined solutions oriented problem solver.
· Ability to communicate effectively orally and in writing with all levels of participants and supporters of this program.
· Experience in recruitment, evaluation and retention of staff, volunteers and/or service providers.
· Experience with computer data programs including Google Drive, Microsoft Office, Excel, QuickBooks and other commercial databases.
· Experience running Zoom meetings and troubleshooting participant experience challenges.
· Experience working with budgets and basic accounting programs.
· Experience working with a non-profit Board preferred.
To apply, please send a cover letter and resume to resume@seacoastvillageproject.org by August 8.