Director of Operations

Financial Functions

Support the CEO in managing the financial health of the organization
Serve as day-to-day liaison with an outside accounting firm, including processing invoices and donations and preparing/reviewing accounting reports
Prepare weekly batch with expenses and revenues tied to approved organizational budget
Support the annual audit process and 990 preparation

Vendor/Donor Functions

Maintain the overall integrity and quality of the donor and contact database
Ensure the database is up-to-date and as accurate as possible
Enforce database business operating rules and processes
Develop reports from the database on an as-needed basis
Support the Senior Vice President of Development and Outreach in donor stewardship
Develop and maintain appropriate funder reports as needed and regularly report to leadership on stewardship needs based on reports
Track and record donor engagement
Manage all donor acknowledgment
Promptly prepare and review with CEO donor acknowledgment letters and address any donor requirements (additional paperwork, reporting timeline, etc.) as needed
Ensure accurate recordkeeping of communications and deposits for all donors
Provide donor reports on an as-needed basis to the CEO and SVP, Development, and Outreach

Manage vendor relations

Administrative Functions

Provide administrative support to the CEO
Support CEO with scheduling needs as needed
Ensure Charitable Giving and Tennessee Annual Report renewals with the State of Tennessee are completed accurately and timely
Ensure Giving Matters profiles
Serve as point of contact for all communications with the organization, including reception duties
Serve as liaison to the NPEF Board
Maintain Board minutes
Prepare materials for Board meetings
Ensure Conflict of Interest certifications and other related Board materials are current
Schedule all Board meetings and ensure all members receive invitations
Support events management and logistics as needed, including invitations, RSVPs, set up, logistics, vendor coordination, etc.
Manage office functionality
Serve as the liaison to the building manager
Track and manage all supplies for office and programs
Track all facilities and equipment costs and explore cost-effective solutions for maintaining an efficient office space
Manage all IT for the office

HR Functions

Manage basic HR functions for the organization
Update and sustain employee handbook/standard operating procedures
Manage relationships with external payroll companies and employee benefit providers
Track employee paid time off and provide reports to the CEO as needed

Additional Functions as Assigned

Passion for the organization’s mission
Strong organizational skills and attention to detail
Excellent computer skills, particularly with Microsoft Office
Database experience preferred
Office management experience is strongly desired
Ability to work with minimal supervision and maximum accountability, organize multiple tasks with efficiency and accuracy, and meet deadlines
Ability to work collaboratively with all teammates
Strong written and verbal communication skills
Minimum of Bachelor’s degree

Additional Information

Range of $64,500-$79,500 depending on experience and skills
Competitive benefits, including medical, dental, vision, life, and 5% 401(k) matching