Operations Specialist Intern

The OS will report to the Executive Director (ED) and will focus primarily on the organization's consistent achievement of its mission and financial objectives.

Duties and Responsibilities:

• Assist the ED in basic organizational operations:  plan, staff and manage all activities necessary to deliver excellent service to our volunteers and tour-only clients, as well as our projects and communities.  These activities are to be conducted in a manner that assures consistent high quality service results, client satisfaction and on-target financial performance.

• Plan and manage projects using effective project management techniques.

• Expand volunteer projects.
• Support and represent (when necessary) the ED  at board meetings, events, interviews, and other engagements.
• Manage and resolve any issues which arise with clients and projects to satisfactory outcomes.

• Improve the operational systems, processes and policies in support of the organization’s mission — specifically, support better management reporting, information flow and management, business processes and organizational planning.
• Manage and increase the effectiveness and efficiency of support services (HR, IT and Finance), through improvements to each function, as well as coordination and communication between support and business functions.
• Participate in long-term planning and development, including a focus toward overall operational excellence.
• Oversee overall financial management, planning, systems and controls.
• Manage the agency budget in coordination with the ED, including the development of individual program budgets.
• Manage agency expenses, including payroll, check disbursement, and organization of fiscal documents.
• Engage in regular meetings with ED around fiscal planning and operational management.
• Supervise and coach the office manager on a weekly basis.

Responsibilities by Function

Financial Management

• Assist the ED and Board in creating the annual organizational budget
• Oversee monthly and quarterly assessments and forecasts of organization's financial performance against budget, financial and operational goals.
• Oversee short and long-term financial and managerial reporting.
• Manage day to day processing of accounts receivable and payable using QuickBooks, producing reports as requested.
• Reconcile monthly financial activities, including generation of periodic and year-end reports and fulfillment of government related financial requirements.
• Manage grantor contracts and reimbursement requests.
• Administer payroll, employee benefits, and organizational insurance.
• Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties.
• Develop long-range forecasts and maintain long-range financial plans.
• Develop, maintain, and monitor all fundraising accounting systems and procedures, capturing all pledges, billings and receipts and for the recording of all revenue transactions.
• Recommend and implement improvements to systems.
• Prepare annual audit.

Organizational Effectiveness

• Manage functions.
• Increase the effectiveness and efficiency of Support Services through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions.
• Drive initiatives in the management team and across the organization that contribute to long-term operational excellence.

Organizational Leadership

• Contribute to short and long-term organizational planning and strategy as a member of the management team.

Risk Management

• Serve as primary liaison to legal counsel in addressing legal issues (e.g. copyright, antitrust, governing instruments, partnerships, licensing etc.).
• Oversee organizational insurance policies.

Qualifications

• Experience in financial management, including budgeting and planning, bookkeeping, and financial oversight.  Knowledge of tax and other compliance implications of non-profit status is preferred.
• Excellent computer skills and proficient in MS Office.
• Excellent communication skills, both verbal and written.  Must be fluent in Spanish, both written and verbal.
• Experience in leadership and people management, open to direction and commitment to get the job done.  Delegate responsibilities effectively.
• Excellent interpersonal skills, including a collaborative management style.
• Experience in organizational effectiveness and operations management, including implementation of best practices.
• Experience in program/project management and volunteer development.
• Demonstrated skills in leadership in managing staff, groups, and major projects or initiatives.
• Demonstrated commitment to high professional ethical standards and a diverse workplace.