Operations Manager Job Description

Overview: The Operations Manager & Executive Assistant works to make the Humanist Community at Harvard more effective in achieving its mission of running a bustling center for Humanist life, a center where like-minded individuals are able to connect with one another, act to make the world a better place, and to evolve as human beings. The position oversees the development and administration of day-to-day and longer term strategic office operations for The Humanist Hub and assists the Executive Director/Humanist Chaplain at Harvard in communications, scheduling and calendar management, travel, and donor relations. The role is vital in coordinating the various programs offered at The Humanist Hub, creates and maintains all administrative procedures, maintains historical documentation, and coordinates budgeting and financial management processes. The Operations Manager & Executive Assistant will constantly strive to improve and build upon existing operations, policies and procedures by supporting better information flow, management, and organizational planning.

Responsibilities by Function

Executive Assistance

  • Assists the Chaplain/Executive Director with correspondence and communications
  • Maintains Chaplain’s/Executive Director’s calendar by planning and scheduling meetings, conferences, teleconferences, Board meetings and travel logistics
  • Assists in thinking through how best to strategically make use of the Chaplain’s/Executive Director’s time to ensure goals related to community interaction and counseling work, student involvement, public appearances and relations
  • Plans travel arrangements and meetings strategically to make the best use of staff time and of the organization’s resources
  • Conserve staff’s time by reading, researching, and routing correspondence and directing inquiries; manages general e-mail account (info@harvardhumanist.org)

Financial/Development Management

  • Utilizes Salesforce to maintain donor database; inputs communications, notes and donations; engages in data analysis through creating reports and campaign tracking; communicates with actual and potential donors
  • Assists in managing annual budgeting and planning processes in conjunction with the Executive Director and Bookkeeper; updates accounting procedures as necessary
  • Helps to ensure compliance with tax and regulatory policies; administers insurance coverage
  • Tracks all expenses and keeps financial records; collects and archives receipts from expense cards and coordinates monthly reconciliation procedures
  • Tracks and pays vendor bills; oversees contracts and evaluates effectiveness and cost
  • Tracks and deposits all revenue/donations and processes reimbursements

Human Resources

  • Enforces compliance with employee personnel guidelines
  • Assists in managing payroll procedures, including tracking timesheets and accrued employee benefits
  • Assists with onboarding and orientation of all new employees; occasionally serves as application coordinator

Administrative

  • Sorts incoming correspondence, including mail, donations and email
  • Maintains secure and organized filing of documents, records, and receipts
  • Manages office and program supplies: maintains inventory and anticipates needs; ensures requested supplies/food for programs at The Humanist Hub, including Learning Lab, Sunday Programs, and committee meetings
  • Equipment management: ensures operation of office equipment; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories
  • Coordinates and assists in various ad hoc projects as necessary; may oversee student workers and interns as appropriate
  • Oversees facilities management and maintenance; coordinates with outside contractors and vendors; oversees cleanliness and organization of space; tracks inventory and supplies
  • Documents key office procedures for use in case of absence or transition to new individual in the role

Programmatic

  • Administers recently-launched Membership program
  • Assists with volunteer coordination
  • Interacts with community on behalf of the Chaplain and the organization during weekly Sunday meetings
  • Additional logistical support as requested by Program Director