Operations Manager

Reporting to the Director of Programs, the Operations Manager will assist leadership with supporting the Chapter’s strategic direction, as well as regional and national goals and objectives of the Association. The Operations Manager is responsible for key elements of the technical and operational infrastructure for the Washington State and Alaska Chapters, as well as some region-wide operational responsibilities. This includes development of relevant overarching operational strategies and processes as well as direct management of offices/facilities, administrative support, chapter budgets and fiscal management tasks, providing region-wide logistical support, participation with and coordination of the Leadership Board and oversight of local information technology. This position is based in Seattle, WA. Occasional evening and weekend work is required, as is the ability to travel throughout the region.

Responsibilities:

Budget and Finance:

• Serve as the primary point of contact with Finance teams and external vendors to ensure the accurate and timely processing of all payments. Oversee the submission of payment requests and manage accounts receivable operations as required.
• Lead the strategic development and management of the annual budget for all administrative and facilities expenses across Alaska and Washington state.
• Collaborate with the Finance Team to enhance Chapter staff competencies in cash handling and accounting processes. Provide ongoing support for Workday expense reporting and resolve any related issues.
• Facilitate monthly Workday training sessions to ensure chapter staff are proficient in expense reporting and compliance.
• Oversee the administration of grant management, including records retention and the timely submission of federal grant reimbursement requests.

Operations:

• Facility and Operations Management: Oversee all aspects of facility management, including maintenance, office relocations, remodeling, and supply management. Maintain strong relationships with vendors, service providers, and landlords, ensuring timely invoicing and payments.
• Vendor and Budget Oversight: Develop and sustain strategic relationships with landlords and statewide vendors. Lead requests for proposals (RFPs) and manage the operational budget, ensuring efficient use of donor funds.
• Regional Coordination and Support: Serve as the primary contact for national Home Office departments (IT, Legal, HR, etc.) and the Regional Finance team. Collaborate with Area West administrative staff to support regional meetings and events.
• Emergency Preparedness and Compliance: Develop and co-manage emergency procedures, ensuring they are current and effective. Lead annual compliance training, including building evacuation plans and emergency preparedness.
• Operational Policy Improvement: Drive continuous improvement in chapter operations by analyzing, updating, and implementing policies and procedures. Ensure compliance with standard operating procedures and provide recommendations to enhance efficiency.
• IT and Communication Systems Management: Oversee office computer equipment, manage the internal phone system, and provide basic IT support for new staff.

Strategic Leadership Support:

• Enhance Communication Across Regional Offices: Serve as the primary liaison for employees, executives, volunteers, clients, and partners in Region 1 to address inquiries and resolve issues effectively.
• Administrative Support for Regional Leadership: Provide comprehensive administrative assistance to the Regional Leader, including managing schedules, coordinating meetings, preparing materials, and organizing travel arrangements.
• Operational Insight and Leadership Development: Collaborate with Chapter Executives to deliver strategic operational support and insights to other chapters within the region.
• Board and Partnership Management: Co-lead the Chapter Board for Washington State and Alaska alongside the Executive Director, overseeing meeting logistics, documentation, and coalition partnerships.
• Committee and Event Logistics Leadership: Direct logistics for the Board Nominating Committee and Officers team; act as the liaison for Board chairs and committee members, and lead the organization of chapter virtual events, including training for Zoom and managing webinar operations.
• Meeting Facilitation and Support: Provide strategic meeting support for the management team, including staff meetings, board meetings, and departmental retreats, while ensuring a productive environment for special guests and external partners.
• Staff Mentorship and Development: Mentor and train administrative staff in Area West to enhance operational efficiency and team capabilities.
• Special Project Management: Oversee key projects for the Chapter or Region, ensuring alignment with strategic objectives.
• Onboarding Coordination: Manage the chapter onboarding process in partnership with hiring managers, ensuring a smooth integration for new hires and adherence to updated onboarding materials.
• Volunteer Coordination and Community Engagement: Collaborate with community partners to recruit, train, and manage office volunteers, providing essential administrative and logistical support to chapter staff.

Qualifications

• Bachelor’s Degree or equivalent experience.
• 3-4 years’ of applicable experience with operations, office management, and/or project management. Including managing information technology, office administration and vendor relations.
• 2 days per week in the office
• Occasional travel and some weekend work, valid driver’s license and reliable vehicle required

KNOWLEDGE, SKILLS AND ABILITIES

• Strong communicator both verbally and in writing. Communicate professionally, empathetically and personably.  Receptive to and provides constructive feedback.  Attentive and responsive to co-workers, volunteers and constituents.
• Effective time management - handle day to day challenges confidently, ability to adjust/flexibility.  Allocates time efficiently, can handle multiple tasks and competing priorities. Understand connection between current and future activities.
• Deadline driven - focused on deliverables and produces timely, accurate and useful results. Meets deadlines.  Advises managers when problems arise in a timely manner.
• Strong technology skills and aptitude. Ability to understand and learn Google products, Microsoft Office, Power BI, and other technology products.
• Strong interpersonal skills. Develops effective relationships with both internal and external customers. Willing to lend a helping hand and recognize the needs of others and needs within the region.
• Diversity, equity and inclusion focused. Welcomes and celebrates the power of diversity.  Works effectively in groups with diverse members and demonstrates awareness and sensitivity to individual differences.
• Strong organizational skills. Able to identify and implement improved efficiencies in processes.

POSITION TITLE: Operations Manager

POSITION LOCATION: Washington State Chapter-Main Office Seattle, Washington

CLASSIFICATION: Full Time, Non-Exempt, Grade 305 hiring range: $32.00-34.00 per hour

REPORTS TO: Director of Programs

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 develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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.