We're Hiring!

Operations Manager

Location: Chicago, IL (Currently remote but subject to change based public health conditions) 

Position: Operations Manager

Hours and Pay: Full-time, FLSA Exempt, $50-$55K DOE

Benefits: Competitive and comprehensive benefits include 100% employer-provided health coverage for employee; vision; life insurance; paid parental leave; short-term disability; paid holidays; generous PTO policy; flexible work culture with telecommuting options; and more

Reports to: Co-director(s)

Dates of employment:  ASAP

Position Summary

HTA is seeking a full-time Operations Manager to both create and administer financial, human resources and compliance systems at a critical time in the organization’s development.  As a young organization with three full-time staff, HTA’s ideal operations manager will be flexible, mature, and experienced in navigating emerging systems and unique issues that accompany the early stages of organizational development.  Working closely with the co-directors, they will have experience specific to non-profit administration, particularly in areas of compliance and budgeting.  We are looking for a relentless problem solver and team player who is passionate about our mission, aligned with our values, and excited to play a vital role in our organization’s growth.

Duties & Responsibilities

  • Financial: Support the timely and accurate collecting and reporting of financial data in collaboration with HTA’s accountant, bookkeeper and co-directors. 

    • Research to develop annual fiscal year budget

    • Support in managing the progress of the annual fiscal budget

    • Support and assist in the financial audit

    • Support in research of policies and systems to promote the organization’s financial health

    • Support accurate and prompt financial reporting through:

    • Ensuring staff reimbursements are organized, complete, and collected on time on a monthly basis

    • Coding invoices and receipts for bookkeeper on a monthly basis

    • Depositing funds into HTA bank account

    • Bank reconciliations

  • Development & Communications: Ensure the timely, consistent and successful cultivation of HTA’s diverse base of supporters 

    • Maintain grantor records and processing grant award letters and agreements in development database

    • Work with accountant to prepare and report on grant budgets

    • Provide organizational information to institutional funders as needed 

    • Keep organizational accounts up to date in funder databases

    • Maintain and update individual donor CRM database

    • Manage individual donor and funder communications (i.e. issuing thank you letters, tax letters, etc.)

    • Support in maintaining and updating HTA communications channels such as the website, newsletter, and social media.

    • Develop and maintain a volunteer database

    • Manage the development of the annual impact report

    • Support the planning and development of the annual special event 

  • Compliance & Human Resources: Maintain highest standards of legal compliance and personnel practices that attract, support and retain diverse talent

    • Research and support the implementation of policies that ensure compliance with local, state and federal legal requirements

    • Research, maintain and administer liability insurance policies, including oversight of audits

    • Manage compliance requirements for relevant local, state and federal oversight bodies (Illinois charitable registration, Illinois Human Rights Commission, Chicago lobbyist registration, ARDC, etc)

    • Research and support the implementation of personnel policies that attract and retain talented and diverse individuals to work for HTA

    • Oversee administration of payroll process

    • Research, maintain and administer employee benefits policies , including oversight of audits

    • Assist in processes relating to hiring and termination (researching/developing job descriptions, posting jobs, managing applicants, hiring paperwork, exit paperwork)

    • Ensure that personnel files are organized, complete and up to date 

    • Provide employees with periodic updates on available benefits and counsel on options available

    • Work with managers to administer employee evaluation process

  • General Administrative: Enable HTA to achieve its highest impact through seamless administration of office functions that allow team members to do their best work

    • Manage technology systems including troubleshooting issues with office equipment and information systems

    • Provide logistical and technical support for HTA activities

    • Support management of co-directors schedules, including travel

    • Oversee CRM contract and management 

    • Pick up mail and scan/upload to drive in appropriate folders

    • Maintain records of supply requests 

    • Order office supplies and stock office space

    • Organize and maintain office space

    • Assist in scheduling meetings and appointments

    • Manage HTA admin mailbox 

    • Manage phone account

Requirements

  • 3-5 years experience in a non-profit administration role

  • Bachelor's degree or higher

  • Trustworthy and reliable with proven ability to manage sensitive financial and personnel information

  • Creative, flexible and resourceful problem solver with an eye towards proactive systems-building for organizational growth

  • Highly organized with attention to detail and demonstrated commitment to high quality work product

  • Able to manage multiple deadlines and tasks simultaneously

  • Strong communicator who is responsive to feedback, collaborative, and a team player

  • Ability to quickly learn and adapt to multiple information systems and technologies 

  • Confidence reading and understanding budgets and financial data

  • Fluent written and spoken English skills

  • Strong commitment to HTA’s mission and core values

Preferred Qualities

  • Spanish proficiency

  • Familiarity with Google Suite, Slack, Quickbooks, Adobe, and Microsoft Office

  • Familiarity with social media and communication tools like Mailchimp, Instagram, Hootsuite, Facebook, and Twitter

  • Prior experience in CRM management and administration

  • Prior experience working for a grassroots or social justice organization, or on the issues of gender, racial, and/or economic justice

How to Apply

Send an email to admin@healingtoaction.org with this specific information in the subject line: Name - Position - Where you heard about the job. (Example: Jaiden Doe - Development Manager - Idealist)

 

Please include:

  • A succinct cover letter that explains why you want to join our team, including how you would contribute to our organization’s commitment to diversity and inclusion

  • Your resume

  • Two writing samples

  • Three professional references

 

Healing to Action is committed to diversity, equity and inclusion. Women, people of color, LGBTQ individuals, and members of other minority or marginalized groups are encouraged to apply. If accepted, candidates will be required to complete Form I-9.

©2019 by Healing to Action. Healing to Action is a non-profit 501(c)(3) organization