Operations Manager

Job Description: Operations Manager (OM)

Reports to: Executive Director (ED)

Type & Location: This is a hybrid role with remote work and some time in our Bisbee office. Depending on the needs of the organization and the responsibilities of the position, it may become fully remote.

Position Status: 40 hours/week, requires some evening and weekend hours

Salary: $24-28/hour; $49,920 - $58,240 annually

Benefits: CHR offers benefits designed to support employee well-being, financial security, and work–life balance while remaining sustainable and aligned with our mission.

• Health Benefits (ICHRA) Full-time employees are eligible for a $350 monthly ICHRA allowance to reimburse individual health insurance premiums and other qualifying medical expenses. Coverage is employee-only.
• Retirement – 403(b) Beginning in 2026, CHR will match 100% of employee contributions to the 403(b), up to 2% of pay. Employer contributions are immediately vested.
• Paid Time Off (PTO) All employees accrue PTO (prorated for part-time staff), with accrual increasing by tenure. Up to 80 hours may be carried over each year. Full-time staff also receive sick time and paid federal holidays.

Individuals who are BIPOC, LGBTQIA2S+, and/or whose lived experience includes substance use, sex work, homelessness, and/or incarceration are strongly encouraged to apply.

Org Overview: Cochise Harm Reduction (CHR) was founded in 2019 and received its 501 (c) (3) non-profit status in 2022. Our mission is to improve the lives of rural people who use drugs. In 2020, we began our flagship Mobile Harm Reduction Program, providing low-barrier, community-based services across Cochise County. Since then, CHR has grown rapidly in both staff capacity and program reach, expanding harm reduction, peer navigation, and community-based services across Cochise County. We currently have 9 employees, including 5 full-time staff members. As our programs continue to grow, we are strengthening our internal systems and operational infrastructure to ensure long-term sustainability. This is an exciting opportunity to join a small, mission-driven team at a pivotal stage of organizational development. We are seeking someone who is energized by building strong systems and supporting a growing organization committed to harm reduction values and rural community health. CHR’s team is exclusively comprised of people with lived experience in chaotic drug use, homelessness, incarceration, sex work, and/or justice system involvement.

Preferred location: Cochise County, Arizona. Candidates who currently reside in Cochise County or are willing to relocate are strongly preferred. This position may be performed remotely if the selected candidate meets operational requirements and the essential functions of the role can be performed without an on-site presence.

The Operations Manager is a full-time position responsible for supporting CHR’s executive coordination, financial administration, human resources (HR) processes, and internal systems. This role works closely with the Executive Director to ensure smooth organizational operations and compliance across programs. The Operations Manager manages core administrative, bookkeeping, payroll, HR, and board support functions that are essential to CHR’s sustainability and growth. This position has the potential for growth as CHR continues to expand its operational infrastructure. The OM reports directly to the ED.

• 30% Executive Support Responsibilities
• 30% Finance Assistance Responsibilities
• 15% Human Resources Administration
• 15% Operations Tasks
• 10% Outreach Program Engagement

Roles and Responsibilties:

• Executive Support
• Manage Executive Director calendar, meeting logistics, and scheduling for staff and board engagements
• Provide comprehensive board administrative support, including agenda and packet preparation, documentation, recruitment and onboarding directors, compliance tracking, and meeting coordination
• Track grant deadlines, deliverables, and reporting timelines to ensure timely submission
• Support preparation of presentations, reports, and internal documentation
• Maintain organized records and follow-up on action items
• Finance & Bookkeeping
• Administer payroll through Gusto and troubleshoot payroll and PTO issues
• Manage accounts payable and receivable, including contractor payments, staff reimbursements, and funder invoicing
• Maintain accurate financial documentation and organize receipts and supporting records
• Support monthly bookkeeping processes, including grant-based labor and expense allocations
• Support ED with annual budgets, grant budgets, and submitting budget revisions
• Assist with audit preparation and ensure compliance with funder, insurance, and landlord requirements
• Human Resources Administration
• Coordinate recruitment logistics, including job postings and onboarding processes
• Administer employee benefits (ICHRA, 403(b)) and support payroll-related HR functions
• Coordinate timely performance review processes and ongoing HR documentation
• Assist with updating and maintaining employee handbook and internal policies keeping in mind current non-profit best practices and compliance
• Assist in developing more comprehensive onboarding materials and processes and evaluate these materials on a regular basis
• Operations & Systems Tasks
• Oversee organized digital file systems and oversee information access and permissions
• Maintain and oversee technology troubleshooting and vendor communication
• Manage organizational contracts, leases, MOUs, and related compliance documentation
• Oversee insurance renewals and workers’ compensation administration
• Support the development and improvement of internal systems and administrative processes
• Support general office systems
• Outreach Program Engagement
• Participate in outreach programming on a regular weekly basis to remain connected to CHR’s mission and participant experience
• Support basic outreach operations and data documentation during assigned program shifts
• Collaborate with program staff to ensure administrative systems align with real-world program needs
• Support ED with program evaluation activities
• General Administrative Responsibilities
• Participate in CHR team meetings and communications
• Maintain confidentiality in all personnel, financial, and board matters
• Contribute to building strong internal systems that support CHR’s mission
• Work on special projects and events, as assigned by ED

Qualifications:

- Minimum 4-5 years of experience in nonprofit administration, operations, executive support, bookkeeping, HR administration, or a related field

- Demonstrated experience managing complex calendars, coordinating meetings, or providing direct administrative support to senior leadership

- Demonstrated experience managing administrative systems with strong attention to detail and follow-through

- Experience managing payroll, accounts payable/receivable, and financial documentation processes

- Strong organizational skills with the ability to manage multiple deadlines and shifting priorities

- Strong systems orientation with the ability to identify inefficiencies, improve workflows, and thoughtfully leverage emerging tools (including AI technologies) to streamline operations

- High level of discretion and ability to handle confidential personnel, financial, and board information

- Strong written and verbal communication skills, including professional correspondence and documentation

- Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) and experience navigating administrative and financial software systems (e.g., Gusto, QuickBooks Online, Airtable, Slack)

- Ability to work independently while also serving as a key internal resource to leadership and staff

- Commitment to CHR’s mission and harm reduction values

- Lived experience that demonstrates an understanding of substance use, sex work, justice system involvement, and/or houselessness.

- Ability to participate in one regular weekly outreach shift (if local applicant)

- Lives in Arizona

Desired Experience:

- Experience serving in an Operations Manager, Office Manager, or senior administrative leadership role within a nonprofit or mission-driven organization

- Experience providing executive-level administrative support (calendar management, board coordination, agenda, and packet preparation)

- Experience working in a small but growing non-profit organization navigating scaling challenges

- Experience supervising staff or contributing to the development of team leadership systems in a growing organization

- Experience with nonprofit bookkeeping and grant-based financial tracking

- Experience supporting audits or preparing financial documentation for funders

- Experience administering employee benefits and supporting HR processes

- Experience supporting a Board of Directors (meeting preparation, compliance tracking, documentation)

- Experience building, documenting, and refining internal policies and operational procedures

- Demonstrated ability to take initiative, make decisions, and implement process improvements with minimal oversight

- Familiarity with harm reduction, public health, or community-based services

- Associate’s or Bachelor’s degree in business, nonprofit management, public administration, or related field (or equivalent lived/work experience)

- Lives in Cochise County, Arizona, and can work in a hybrid-style

We acknowledge the ways in which systemic oppression and injustice can undermine access to professional opportunities and are committed to conducting hiring and promotion processes that are equitable and accessible to those commonly excluded from the workforce (Thank you to The Bronx Defenders for this wording). We encourage people from underrepresented backgrounds to apply, particularly individuals who are BIPOC, LGBTQIA2S+, and/or whose lived experience includes substance use, sex work, homelessness, and/or incarceration. While the skills and qualifications above are desired, it is not a requirement that you meet every single one. We will provide time and training to assist the hired candidate to become proficient in areas where familiarity is lacking.

Job Type: Full-time

Pay: $24.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Relocation assistance
• Retirement plan

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Bisbee, AZ 85603