OPERATIONS MANAGER

Operations Manager
(REMOTE)

JOB SUMMARY

The Operations Manager ensures the smooth, efficient, and forward-looking functioning of the organization’s internal infrastructure. Working closely with the Executive Director, this role serves as the organization’s financial lead while also overseeing key internal processes and outsourced partners across finance, HR, IT, compliance and office operations. The Operations Manager maintains a balance between hands-on daily execution and strategic planning, ensuring that systems, vendors, and workflows effectively support our mission and future growth needs. This role requires exceptional analytical skills, strategic thinking, and the ability to proactively identify and solve operational challenges in a dynamic environment.

ESSENTIAL FUNCTIONS

Under the direction of the Executive Director, the Operations Manager will provide:

1. Fiscal & Administrative Operations

• Lead the annual budgeting process, financial modeling, and routine monitoring of performance against budget in coordination with Executive Director.
• Coordinate with outsourced accounting team to ensure accurate, timely bookkeeping, financial reporting, and integration of budgets and projections.
• Serve as first-line reviewer of expense reports and vendor payments to ensure accuracy, policy compliance, proper coding, and budget alignment.
• Draft, revise, and maintain financial and operational policies, recommending changes that strengthen accountability, compliance, and clarity.
• Oversee vendor contract management, including assessing and documenting performance, and leading renewal processes.
• Manage large-scale business infrastructure projects, ensuring clear scope definition, milestone tracking, updates, and meaningful close-out reviews.

2. Human Resources & Staff Support

• Manage outsourced HR provider, ensuring alignment with organizational goals for payroll, benefits, compliance, professional development, and performance management.
• Assess HR vendor performance, escalate concerns when necessary, and document solutions.
• Support recruitment processes, including drafting job descriptions, participating in candidate evaluation, and coordinating onboarding and offboarding workflows.
• Develop documentation and processes for key HR activities, including annual performance reviews, compensation benchmarking, and training initiatives.
• Plan and execute organizational culture-building events, including virtual activities, periodic retreats, and staff development opportunities.

3. Information Technology Management

• Oversee outsourced IT service provider to ensure secure, reliable, and user-friendly systems.
• Evaluate provider performance and manage service escalations as needed.
• Serve as Staff Liaison to committees, providing input and feedback to support the committee’s objective, initiatives, and overall strategic goals of the organization.
• Ensure access to confidential information is restricted to authorized personnel using administrative, technical and physical safeguards.
• Develop and oversee compliance with cybersecurity policies, including testing and training.
• Ensure proper license inventory, data management protocols, cybersecurity safeguards, and user access controls.
• Identify emerging technology needs, lead RFP and evaluation processes, and manage vendor relationships.

4. Facilities Operations

• Lead day-to-day virtual office administration, ensuring a well-functioning workplace (e.g., supplies, mail, workspace planning, meeting support).
• Manage storage locker organization and inventory, building access issues, and compliance with facility-related policies.
• Serve as primary contact for insurance brokers and maintain organizational insurance coverages.
• Coordinate logistics for Board of Trustees meetings, including scheduling, materials preparation, technology support, and venue needs.
• Continuously assess how the virtual office environment supports staff productivity and connectedness, proposing solutions and improvements.

5. Organizational Compliance & Risk Management

• Maintain organizational compliance with federal, state, and local laws applicable to nonprofit operations.
• Manage document retention systems, recordkeeping, and policy audits.
• Support data privacy, cybersecurity, and risk mitigation initiatives.
• Develop protocols to ensure vendor contracts, software licenses, and insurance policies remain current and effective.

6. Project Management & Operational Strategy

• Serve as a cross-functional project manager to support strategic initiatives and operational improvements.
• Develop KPIs and reporting dashboards to track vendor performance, operational efficiency, and organizational health.
• Lead process improvement initiatives to streamline workflows, reduce redundancies, and enhance staff experience.
• Facilitate internal communications practices that support transparency and alignment across teams.

EDUCATION/EXPERIENCE: (equivalent training, education, and experience will be considered).

• 3–5+ years of progressively responsible experience in operations management and financial analysis, preferably in a nonprofit or mission-driven organization.
• Demonstrated experience working with complex budgets and financial reports.
• Proven success managing outsourced service providers and coordinating cross-functional operations.
• Strong understanding of best practices in HR, finance administration, IT systems, and office operations.
• Exceptional attention to detail, organization, and follow-through.
• Ability to analyze data and create dashboards or reporting tools.
• Ability to manage multiple priorities in a dynamic environment.
• Discretion, professionalism, and a commitment to confidentiality.

KNOWLEDGE, SKILLS, AND ABILITIES (including competencies that may be representative but not all-inclusive of those commonly associated with this position)

• Strong understanding of budgeting, accounting, and financial analysis with the ability to interpret financial reports and support sound fiscal decision-making.
• Experience coordinating or leading committees or working groups. Ability to maintain strong partnerships with outsourced vendors.
• Knowledge of recruiting, onboarding and performance management processes.
• Comfortable with adopting new platforms and processes. Savvy in troubleshooting system issues before escalating.
• Skilled in project management, problem-solving, and using data (including strong Excel proficiency) to build efficient workflows and support effective organizational decision-making.
• Ability to communicate clearly across teams, lead through influence, exercise strong judgment and discretion, manage change, and align operational systems and processes with organizational strategy and mission.

WORK ENVIRONMENT & SCHEDULE

This is a full-time position in a fully remote work environment. Core hours are between 10 am and 3 pm, with some flexibility in start and end times.

TRAVEL: Occasional travel may be required to assist with meetings and events.

EQUIPMENT USED TO PERFORM THE JOB (may be representative, but not all-inclusive, of those commonly associated with this position)

• TAF issued laptop with necessary software
• Reliable internet access
• Access to organization platforms, network, and training
• Project management and communication platforms (e.g., Monday, Teams, Sharepoint)

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and perform other job-related duties as requested, subject to all applicable state and federal laws.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

Job Type: Full-time

Pay: $90,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: Remote