Purpose: The Operations Manager at Nonprofits First, Inc. plays a critical leadership role in ensuring the smooth, efficient, and mission-aligned functioning of the organization. Reporting directly to the President & CEO, this position oversees internal operations, administrative systems, and program coordination. The Operations Manager serves as a central hub for cross-departmental collaboration, supporting staff, board members, and external partners to advance organizational goals. This role requires a proactive, detail-oriented professional with strong strategic thinking, communication, and problem-solving skills, capable of managing multiple priorities in a dynamic nonprofit environment. Confidentiality, adaptability, and commitment to equity and excellence are essential.
Office Manager Duties and Responsibilities:
- Provide administrative support for President & CEO, including preparation for board and committee meetings and follow-up.
- Organize and maintain all files and records (paper and electronic).
- Coordinate, prepare and edit correspondence, reports (staff reports), presentations, etc. as needed.
- Prepares daily/weekly deposits and checks – Scan in deposits and record payments to cash receipts log.
- Revise, update, and maintain all Nonprofits First policy and procedure manuals as directed.
- Lead the Grants to Reach Organizational Excellence (GROW) program including developing and conducting necessary training, assisting with the Affiliate Marketplace, general administration, preparing monthly invoicing, and providing support to members of the program.
- Oversee and maintain all revenue shares including but not limited to iSolved Talent Acquisition, 100 Degrees Consulting, Nonprofit Help Center, and MindEdge.
- Coordinate with the Accreditation team to procure and maintain Nonprofits First's internal Accreditation.
- Provide support as needed for the Hats Off Nonprofit Awards.
- Coordinate and implement IT initiatives and day-to-day IT operations.
- Attend to all office facility needs including but not limited to relocation and maintenance.
- Design/procure and run staff training when needed.
- Perform other duties as assigned or required.
Requirements:
- Associate degree in general business, Business Administration, or related degree and five or more years of administrative assistant experience.
- Excellent computer and software skills required in Microsoft Office applications including Excel, PowerPoint, Teams, and Word.
- Demonstrated strong organizational, planning, time management, interpersonal, and customer services skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.
- Excellent verbal, non-verbal and written communication skills, logical thinking, judgment, and sound decision-making with the ability to think and work independently. Attention to detail and accuracy is critical.
- Ability to demonstrate initiative, effectively prioritize, and multi-task.
- Demonstrated skill in analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate while consistently exercising discretion and observing confidentiality with tact and diplomacy.
- Experience working in a nonprofit organization in an administrative capacity a plus.
Special Requirements and Physical Demands:
- Position requires travel in the local area. Must have a reliable vehicle and requires maintaining a valid Florida State drivers' license with a satisfactory driving record, eligibility for coverage under any applicable agency insurance and proof of automobile insurance coverage.
- Position requires adherence to traditional office work hours, with the flexibility of a hybrid work environment and remote work.
- Ability and willingness to participate in ongoing professional development activities to keep current on new developments in the field and to enhance skills already maintained.
- Requires safely lifting or moving up to 25 lbs. occasionally, for example, movement of materials and/or items.
- The noise level is usually quiet to moderate, depending on office activity.
