Director, Operations and Special Projects

activeminds; Washington (District of Columbia); Hybrid; USD 105,000 - 149,000; Full time

Job summary

Active Minds seeks a Director of Operations and Special Projects to lead internal operations and drive organization-wide initiatives. You will report to the COO and manage the Washington, DC office, supporting a staff of about 60 and coordinating with People & Culture and Technology to maintain efficient workflows.

The role blends strategic planning with hands-on execution, overseeing policies, governance, staff communications, and special projects.

Qualifications

• Bachelor’s degree in Business Administration, Nonprofit Management, Public Administration, or a related field.
• Master’s degree preferred but not required (i.e., MBA, MPA).
• 8 years of professional experience in operations, administration, or business management, ideally in non-profit operations and management.
• 3-5 years in a leadership or management role supervising staff or teams.
• Ability to manage day-to-day business operations functions and improve internal systems and capacity.
• Skill translating organizational strategy into operational processes.
• Familiarity with Board operations and governance.
• Expertise improving efficiency and productivity.
• Very strong written and verbal communication skills.
• Comfortable decision-making and problem-solving in a multi-paced environment.
• Mission-driven mindset aligned with Active Minds’ organizational values.
• Strong collaboration with COO & CEO.

Responsibilities

• Manage the day-to-day operations of the Operations Team and lead strong internal communications across the team, collaborating with the Director of People & Culture and the Director of Technology to ensure the team functions efficiently.
• Support the COO in managing Operations Team meetings and communication, including the creation of Ops Team/Ops Leads meeting agendas and major talking points for internal and organization-wide meetings; and reporting to the Board of Directors
• Collaborate with the COO, VP of Finance & Administration, Director of People & Culture, and Director of Technology to ensure the annual completion of Operations’ strategic plan goals and initiatives
• Oversee the Washington, DC office, including supervising the Office Manager and office-related/general operations needs
• Supervise overall management of the Office Manager on key tasks including Active Minds merchandise, general contact email and phone box, maintaining governance documents in good standing (insurance and tax documents, etc.)
• Strategically identify opportunities to deepen and expand the work of the Operations team in supporting cross-org initiatives and priorities and develop strategies to implement new workstreams and systems, supporting the COO in enhancing organizational capacity.
• Coordinate regular evaluation of internal policies, procedures, and documents to maintain and improve Active Minds’ work culture, including the annual review of the Employee Manual and Culture & Operations Handbook, as well as the development and implementation of new operational policies and procedures that support organizational goals, working collaboratively with the Director of People & Culture team as needed.
• Establish and ensure strong internal communications across the organization; Manage monthly staff meeting logistics, including the compiling of staff notes from submissions across teams and scheduling of presentations; Maintain the internal staff resources intranet and internal organizational calendar to ensure key documents and up-to-date information are shared with staff; Collaborate with the People & Culture team and VP of Equity & Inclusion to schedule organization-wide training sessions and culture gatherings.
• Organize the Bi-Annual Staff Gathering and other in-person staff gatherings as needed, partnering with the Director of People & Culture; source and secure hotel accommodations and meeting locations, coordinate with staff, and partner with the COO to develop the agenda
• Serve as the lead/co-lead of the annual Active Minds Mental Health Conference, co-managing a cross-team planning committee; Coordinate and manage project timeline and tasks as well as facilitate active engagement of staff in bringing this annual event to fruition; Source and secure conference location/hotel room block, vendors, and other facilitators as needed, ensuring that all contracts are reviewed by Senior Legal Counsel
• Support the Executive Director and COO in the management of the Board of Directors through monthly email updates and quarterly Board reports
• Serve as Operations lead for organizational priorities (on MOCHA), ensuring applicable staff assignments, effective communications, and execution of operational plans for all projects and campaigns
• Establish and oversee organizational project management practices following the project management protocol and Identifying opportunities to improve workflows, systems, and operational efficiencies across departments
• Direct special projects and organization-wide strategic initiatives as determined by the Executive Director or Chief Operating Officer
• Work closely with the Executive and People and Culture Teams on initiatives to foster a strong culture of collaboration, innovation, and excellence across the organization
• Work with the Senior Legal Counsel to maintain trademarks, review vendor contracts, and discuss organizational policy questions
• Serve as backup for the VP of Finance and Administration to make deposits into Bank of America account
• Manage staff-assigned credit cards, including requesting new cards, canceling cards, being point of contact for staff with credit card needs
• Support managers in implementing organizational policies and operational best practices
• Oversee operational systems including project management tools and internal communications systems
• Outline and direct equity in business operations process in partnership with VP of Equity & Inclusion
• Ensure compliance with relevant regulations, policies, and organizational standards
• Serve as a member of the Leadership Team, responsible for operationalizing and assessing the organization’s strategic and innovation opportunities, culture-building, and more.

Job description

Position Title: Director, Operations and Special Projects

Status: Full Time

Location: Hybrid (Washington D.C.)

JOB SUMMARY & KEY PRIORITIES

The Director of Operations and Special Projects is responsible for leading and managing the internal operational functions that support the organization’s mission and strategic goals. This role oversees key business functions including administrative operations, National office management, and operational execution of organization-wide strategic initiatives. Reporting to the COO, the Director of Operations and Special Projects ensures the organization’s internal systems, policies, and workflows operate efficiently and effectively to support a staff of approximately 60 employees. The Director helps translate Operations’ strategic priorities into operational plans, strengthens communications and organizational infrastructure, and builds processes that support sustainable growth and impact. A fast-paced, cross-functional, visible role, the Director of Operations and Special Projects will be a key partner to the Chief Operating Officer and Executive Director, acting to enhance capacity, drive strategic alignment, and execute key organizational priorities, collaborating directly with the Director of People & Culture and Director of Technology to maintain the functioning of the overall Operations department.

ABOUT ACTIVE MINDS

Active Minds is the largest nonprofit in the United States mobilizing youth and young adults to transform mental health norms across society. For more than 20 years, we have equipped the next generation of peer mental health advocates through a variety of programs, including the Active Minds Chapter Network, A.S.K., and Send Silence Packing. Our advocacy, initiatives, and campaigns foster lasting change in how youth view and discuss mental health, encouraging them to use their voices to influence broader conversations and inform mental health supports within their communities. Together, we are building a diverse movement of champions committed to improving mental health for all. To learn more about Active Minds, visit activeminds.org.

KEY RESPONSIBILITIES

• Manage the day-to-day operations of the Operations Team and lead strong internal communications across the team, collaborating with the Director of People & Culture and the Director of Technology to ensure the team functions efficiently.
  • Support the COO in managing Operations Team meetings and communication, including the creation of Ops Team/Ops Leads meeting agendas and major talking points for internal and organization-wide meetings; and reporting to the Board of Directors
  • Collaborate with the COO, VP of Finance & Administration, Director of People & Culture, and Director of Technology to ensure the annual completion of Operations’ strategic plan goals and initiatives
• Oversee the Washington, DC office, including supervising the Office Manager and office-related/general operations needs
• Supervise overall management of the Office Manager on key tasks including Active Minds merchandise, general contact email and phone box, maintaining governance documents in good standing (insurance and tax documents, etc.)
• Strategically identify opportunities to deepen and expand the work of the Operations team in supporting cross-org initiatives and priorities and develop strategies to implement new workstreams and systems, supporting the COO in enhancing organizational capacity.
• Coordinate regular evaluation of internal policies, procedures, and documents to maintain and improve Active Minds’ work culture, including the annual review of the Employee Manual and Culture & Operations Handbook, as well as the development and implementation of new operational policies and procedures that support organizational goals, working collaboratively with the Director of People & Culture team as needed.
• Establish and ensure strong internal communications across the organization
  • Manage monthly staff meeting logistics, including the compiling of staff notes from submissions across teams and scheduling of presentations
  • Maintain the internal staff resources intranet and internal organizational calendar to ensure key documents and up-to-date information are shared with staff
  • Collaborate with the People & Culture team and VP of Equity & Inclusion to schedule organization-wide training sessions and culture gatherings
• Organize the Bi-Annual Staff Gathering and other in-person staff gatherings as needed, partnering with the Director of People & Culture; source and secure hotel accommodations and meeting locations, coordinate with staff, and partner with the COO to develop the agenda
• Serve as the lead/co-lead of the annual Active Minds Mental Health Conference, co-managing a cross-team planning committee
  • Coordinate and manage project timeline and tasks as well as facilitate active engagement of staff in bringing this annual event to fruition
  • Source and secure conference location/hotel room block, vendors, and other facilitators as needed, ensuring that all contracts are reviewed by Senior Legal Counsel
• Support the Executive Director and COO in the management of the Board of Directors through monthly email updates and quarterly Board reports
• Serve as Operations lead for organizational priorities (on MOCHA), ensuring applicable staff assignments, effective communications, and execution of operational plans for all projects and campaigns
• Establish and oversee organizational project management practices following the project management protocol and Identifying opportunities to improve workflows, systems, and operational efficiencies across departments
• Direct special projects and organization-wide strategic initiatives as determined by the Executive Director or Chief Operating Officer
• Work closely with the Executive and People and Culture Teams on initiatives to foster a strong culture of collaboration, innovation, and excellence across the organization
• Work with the Senior Legal Counsel to maintain trademarks, review vendor contracts, and discuss organizational policy questions
• Serve as backup for the VP of Finance and Administration to make deposits into Bank of America account
• Manage staff-assigned credit cards, including requesting new cards, canceling cards, being point of contact for staff with credit card needs
• Support managers in implementing organizational policies and operational best practices
• Oversee operational systems including project management tools and internal communications systems
• Outline and direct equity in business operations process in partnership with VP of Equity & Inclusion
• Ensure compliance with relevant regulations, policies, and organizational standards
• Serve as a member of the Leadership Team, responsible for operationalizing and assessing the organization’s strategic and innovation opportunities, culture-building, and more.

ABOUT YOU

You need to have:

• Bachelor’s degree in Business Administration, Nonprofit Management, Public Administration, or a related field
• Master’s degree preferred but not required (i.e., MBA, MPA)
• 8 years of professional experience in operations, administration, or business management, ideally in non-profit operations and management
• 3-5 years in a leadership or management role supervising staff or teams
• Ability to manage day-to-day business operations functions and improve internal systems and capacity
• Skill translating organizational strategy into operational processes
• Familiarity with Board operations and governance
• Expertise improving efficiency and productivity
• Very strong written and verbal communication skills
• Comfortable decision-making and problem-solving in a multi-paced environment
• Mission-driven mindset aligned with Active Minds’ organizational values
• Strong collaboration with COO & CEO

COMPENSATION

This position offers an initial salary of $105,000-$119,700 along with robust benefits. The starting pay for this position is equal to others at the same level throughout the organization. Candidates whose experience meets both the minimum and preferred qualifications may be considered for a starting salary that exceeds the current amount. The role sits within Active Minds Level 5 salary band, and as such, has the potential to grow to $149,100 over time. FLSA Status: Exempt.

Active Minds has an industry-leading and competitive benefits package that includes Health, Vision and Dental Insurance, Paid Vacation and Sick Leave, Paid Holidays, Company Wide Mental Health Days, 401(k) Matching, HSA and FSA Options, Life Insurance, Short Term, and Long Term Disability, Fully Paid Parental Leave, Wellness Reimbursement Program, and Professional Development Stipends.

Active Minds recruits, hires, trains, compensates, and promotes our staff regardless of race, religion, color, national origin, sex, gender, sexual orientation, disability, age, veteran status, and other protected status as required by applicable law.