Operations Manager

New York, NY

Friends of the Children - New York is looking for its very first Associate Director of Development to join our growing family. Reporting to the Development Director, this is a newly constructed role that is responsible for donor stewardship. Established in 2000, Friends New York is a 501c3 nonprofit organization that is demanding equity for youth and families impacted by systems. We do this by providing 12 + years of individualized, professional mentorship and systems change advocacy - no matter what.

Friends New York is in year four of a five-year, $17 M campaign to double its number of children and youth served and expand its reach and impact on caregivers and families impacted by the criminal justice and foster care systems.  Over the first three years of the campaign, we have successfully tripled our number of donors from 400 to more than 1,500.  These donors are ready to be stewarded by a strong fundraiser with the skills, experience, and passion to successfully increase their support while building and cultivating a pipeline of new supporters.

The successful candidate will be self-motivated, proactive, a stellar communicator, results-driven, and deeply passionate about the mission of Friends New York. This is an exciting opportunity to help ensure the fiscal sustainability and future growth of our organization 

 Position Objective:  

The Operations Manager supports the day-to-day functions of our organization.  The Operations Manager is the first point of contact for people who call or visit and is responsible for assisting the Executive Director and supporting the organization through a variety of administrative functions during regular business hours.  They excel at working as part of a small team, effectively managing multiple projects and tasks, and keeping them on track.

Essential Functions and Responsibilities

Ongoing organizational support:

  • Serving as the first point of contact for people visiting or calling the organization and directing them to the appropriate person for assistance.
  • Maintaining an organizational calendar of events; managing executive schedules.
  • Taking notes during meetings to track action items.
  • Coordinating IT support with IT providers. 
  • Distributing mail and ordering office supplies.
  • Developing and maintaining office procedures.
  • Active participation in staff meetings and events, as required.
  • Monitors the general email inbox and directs email to the appropriate parties.

Supporting the Executive Director on projects like (but not limited to):

  • Preparing grant attachments, maintaining grant tracking, and facilitating communication between staff and the National finance group.
  • Completing and maintaining official registrations and contracts.
  • Maintaining organizational records and inventory of key documents.
  • Coordinating with Friends National for meetings, compliance, and information sharing.
  • Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparation of materials, surveys, registrations, and other projects.
  • Planning employee appreciation events.

 Managing financials for the chapter (but not limited to):

  • Review and process all expense reports for the team.
  • Process payroll for the team
  • Preparing deposits, invoices, and accounts payable for the National finance team to process.
  • Partner with the National finance team on accurate financial reporting notes
  • Donation processing and updating donor records.
  • Preparing mailings to donors.
  • Special event registration and logistics.
  • Attendance and support at special events.

 Supporting the Development Team with projects like (but not limited to):

  • Donation processing and updating donor records.
  • Preparing mailings to donors.
  • Special event registration and logistics.
  • Attendance and support at special events.

  Supporting the Program Team with projects like (but not limited to):

  • Staff event logistics, including scheduling, reservations, registrations, and catering.
  • Food and program supply purchases.
  • Assistance with surveys and data collection.
  • Assistance with the reimbursement process.

 Maintaining facilities:

  • Researching and selecting contractors as needed.
  • Communicating with the landlord about safety issues and space concerns.
  • Providing the Executive Director with final options for projects.
  • Communication with vendors, brokers, and contractors.
  • Coordinating and overseeing facility expansions or updates.

 Required Education, Experience & Abilities

  • A minimum of 3-5 years of operations experience in a small office.
  • Proficiency in Microsoft Word, Excel, and Outlook; familiarity with databases and office functions.
  • Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
  • Excellent written communication skills and attention to detail and accuracy.
  • Highly organized and dependable; ability to work independently and maintain composure under pressure.
  • Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
  • Ability to maintain confidentiality, use good judgment, and follow procedures.
  • Ability to travel locally and adapt the schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend).