Position title: Operations Manager
Reports to: Executive Director
Location: Santa Fe, NM
Exempt/non-exempt status: Non-Exempt, 30 hours per week
Summary
The Operations Manager is responsible for the overall operations and office management of NewMexicoWomen.Org, a statewide women’s fund whose mission is to advance opportunities for self-identifying women and girls in New Mexico so they can lead self-sufficient, healthy, and empowered lives.
The Operations Manager carries out a wide variety of day-to-day office and clerical tasks, including bookkeeping, accounts payable and receivable, personnel tasks, vendor and office management. The Operations Manager also supports resource development with donor tracking and record keeping, outreach to relevant partners, co-organizing fundraising campaigns, as well as event and meeting coordination.
Principal Roles and Responsibilities
Operations Management
- Assists Executive Director in monitoring weekly operational needs
- Provides oversight of the day-to-day functioning of the NMW.O office
- Plans and coordinates organization-wide meetings
- Maintains liaison with all consultants, vendors and service providers
- Ensures that relevant supplier contracts are maintained
- Provides phone reception and greets all visitors
- Ensures that the office is clean, well maintained, and safe
- Keeps office stocked with all necessary supplies to function smoothly
- Assists with organizing, scheduling, implementing and note taking at board meetings
- Assists with organizing, scheduling, implementing and note taking at staff development meetings
- Other tasks and duties related to general office operations
Administration and Logistics Coordination
- Works with accounting team and Executive Director to ensure that all financial tracking systems are up to date, efficient and accurate
- Coordinates and prepares accounts payable and receivable
- Ensures accurate data entry and record keeping for all accounting tasks
- Handles employee expense reimbursements, and all other payment requests
- Helps staff and board arrange travel plans and itineraries
- Ensures both fiscal and personnel records are complete, current and accurate
- Prepares documents and records for insurance and third party vendors
- Prepares new hire paperwork related to payroll processing and systems orientation
- Prepares necessary filing of all documents for compliance
- Manages passwords and communicates with IT
Resource Development
- Manages donor and resource development information through DonorPerfect software
- Provides assistance with planning and implementation of all resource development event and efforts
- Assistance with note taking, transcribing, and summarizing of resource development meeting points
- Gathers due diligence materials for grant applications and reporting
- May be assigned other tasks and duties
Core competencies
- Either Bachelor’s Degree or at least 3 years of commensurate experience
- Highly proficient in use of Microsoft Office
- Highly proficient in data management/organization and mail mergers
- Experience with Client Relations Management Software such as: DonorPerfect, Salesforce, Apricot, etc.
- Strong attention to detail
- Excellent communication skills (written and verbal)
- Ability to work independently and collaboratively with a team, brainstorming and decision making
- Experience with logistics coordination and event planning
- Ability to prioritize competing tasks and projects
- Maintains confidentiality with sensitive information
- Willingness to address conflicts or issues as they arise
- Creativity, humility, humor, kindness and flexibility
- Commitment to inclusive and anti-racist practices and policies
- Commitment to developing and strengthening relationships with community members, peers and partners
- Experience / knowledge working with New Mexico’s diverse communities
- Strong critical thinking skills, curiosity and eagerness to learn
Preferred
- Experience with accounting and donor management software
- Experience with social media tools and platforms
- Commitment to creating a warm, caring and supportive work space, friendly to community and families
- Some understanding and analysis of gender and social justice topics in New Mexico
- Some experience working with non-profits, community organizing or the philanthropic sector
- Commitment to mission of NewMexicoWomen.Org and values of social and gender justice
- Commitment to practicing equity in all aspects of the work
Working Conditions
- This is a part-time, year round position that may require some evening and weekend hours, including statewide travel and occasional attendance to national conferences.
- The position does require access to a working vehicle.
- NMW.O seeks to ensure that staff are able to work flexibly to ensure a harmonious work-life balance. Employees are able to work from home when needed.
- Work requires only minor physical exertion and/or physical strain.
- NMW.O staff are encouraged to engage in exercise and self-care practices regularly.
- NMW.O is an equal opportunity employer that actively seeks a diverse work force. We consider applicants for all positions without regard to race, color, religion, sex, age, national origin, ancestry, disability, marital status, sexual orientation, gender expression, or any other legally protected status. Women of color are strongly encouraged to apply.
To Apply:
o Send resume, cover letter, and a list of three references by April 26th to info@newmexicowomen.org