Under the supervision of the Executive Director, the Operations Manager is responsible for providing administrative support of chapter functions for the Delaware Valley Chapter. This includes management of office/facilities administration, budgeting and accounts/payable, data management, logistical support, local information technology and support for employee onboarding. This position plays a critical collaborative role with chapter department leaders while also providing executive level administrative support for the Executive Director. Occasional evening and weekend work is required, as is the ability to travel throughout the three-state chapter market. Based in Philadelphia, PA.
Essential functions and responsibilities include, but are not limited to:
- Efficiently manage operations and administrative systems, staff, equipment, IT needs and space in the assigned chapter/community area to ensure smooth operations and workflow, including:
- Implementation and management of all office leases including support equipment leasing/purchasing and managing relocations, as needed
- Point person for vendor negotiations, infrastructure procurements, vendor management and maintenance of all office equipment
- Implement overall IT and phone system strategy as promulgated by the Home Office; coordinate with Home Office IT department to ensure adequate onsite IT/phone equipment is available for staff and volunteers
- Chapter liaison for all contract review, signing and management (vendors, grants, foundations, etc.)
- Work with the Human Resource Manager for the Region to ensure Chapter and Association onboarding procedures and IT/office set-up are consistently implemented
- Oversee general office operations, including calls, as needed, office visitors, processing daily mail, management of outgoing mail, customer service/donor support, and oversight of administrative projects
- Track, order, and maintain general office supplies and literature
- Management of office administrative volunteers, including training, maintaining schedules, and oversight of daily/weekly task assignments
- Stay up-to-date on home office procedures to ensure compliance with any relevant Association policies and procedures; adjust accordingly
- In coordination with chapter Program and Development leaders, implement processes to manage data across the chapter including but not limited to:
- Chapter-based data entry within all databases: ie. Luminate, Team Approach, Personify. This includes event/program tracking, coding, registrations, attendance, donation processing, data input and systems enhancement implementations
- Chapter-based data reporting/outputs from all databases including data manipulation in Excel to ensure all departments have information they need to effectively manage work
- Support and execute effective financial and data management processes including:
- Accounts payable/receivable processing, event support and security for all cash handling
- Provision of customer service to staff and donors as related to donations received and invoices/checks processed
- Budget creation and monitoring for assigned budget areas
- Oversight for each office in addition to local execution of daily mail processing
- As assigned, serve as key contact for financial reporting for private/foundation grants, and government grant submissions and reporting
- Provide administrative support to the Executive Director by scheduling appointments, making meeting arrangements, preparing meeting materials and summaries, making travel arrangements, and other tasks as requested.
- Provide meeting support to the management team within the chapter including staff meetings, board meetings, departmental retreats, hosting special guests, etc.
- Attend and support events and programs within the market, as needed
- Management of special projects for the chapter or region; other duties as assigned
- A bachelor’s degree or equivalent experience (3-5 years progressive experience)
- Minimum of 1 years’ experience preferably in a nonprofit environment
Knowledge, Skills and Abilities:
- A proficient understanding of data management and analysis
- Proficiency with Microsoft Suite with ability to learn new software
- Knowledge of Customer Relationship Management (CRM) databases (e.g. Personify) preferred
- Typing skills with reasonable speed and high accuracy
- Excellent telephone skills, customer service and problem-solving skills
- Excellent communication skills, both verbal and written
- Self-starter, independent worker, willing to take initiative, and a strong commitment to working in teams
- Ability to manage multiple projects and priorities and manage time efficiently
- Ability to stay focused on tasks consistently
- Ability to work with great detail and accuracy
- Ability to work occasional weekends and evenings
- Valid driver’s license, proof of insurance and access to a reliable, personal vehicle
- Ability to lift up to 25 lbs.
Location: Philadelphia, PA
Full time based on 37.5 hours per week
Reports To: Executive Director
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia - by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.
Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.