Operations Manager

The Texas Observer; Austin (TX); Hybrid; USD 36,000 - 46,000; Part time

Benefits offered by this job

Annual PTO

Paid holidays

Hybrid work schedule

Job summary

The Texas Observer in Austin, Texas, seeks an Operations Manager to lead business operations part-time. This role serves as the frontline for membership and magazine delivery inquiries, coordinates invoicing, and supports bookkeeping tasks in a hybrid setting.

Responsibilities include managing data entry in Salesforce, handling payments, and assisting with budgeting. The position reports to the Executive Director and requires strong organizational and communication skills.

Qualifications

• 3+ years in administrative support roles, nonprofit or media environment a plus.
• Experience with invoicing and financial systems preferred.
• Excellent verbal and written communication.
• Strong organizational and time-management skills.
• Proficiency with Google Workspace, MS Office, Salesforce.
• Flexible and able to thrive in a dynamic newsroom environment.
• High integrity, discretion, and judgment.

Responsibilities

• Field communications for membership and magazine delivery issues.
• Coordinate invoices, payments, and bank deposits.
• Data entry in Salesforce for gifts and mailing addresses.
• Oversee office space, supplies, and contract execution as needed.
• Support board meetings and events logistics.
• Onboard/offboard staff and freelancers.
• Provide friendly first point of contact for inquiries.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Budget tracking

Invoicing

Google Workspace

MS Office

Salesforce

Tools

Salesforce

QuickBooks

Job description

The Texas Observer is a nonprofit investigative journalism organization based in Austin, TX. Since 1954, we’ve delivered powerful reporting that matters. We publish a bimonthly print magazine and daily online stories.

The Observer seeks a highly organized, personable, and flexible Operations Manager to run our business operations.

Deadline to apply is Friday, September 18.

Key Responsibilities

The Operations Manager is the Texas Observer’s frontline customer service representative, fielding all communications for membership and magazine delivery issues. The manager also coordinates invoices and payment procedures, receiving and processing bank deposits; performs basic data entry in Salesforce, such as entering gift information and updating mailing addresses; and other duties as assigned.

This is a part-time role, 20-25 hours per week, located in Austin, Texas, with hybrid working hours optional. The position reports to the Executive Director.

Business Operations

• Organize and manage invoicing systems. Communicate with payees about invoice processing.
• Compile payment requests and assure they are accurate. Submit payment requests to the bookkeeper for payment.
• Assist in budget tracking, coordinating with the ED and accountant, to prepare summaries and financial reports in QuickBooks.
• Receive payments, enter donation information into Salesforce, and make deposits at the banking institution in person as needed.
• Oversee the organization’s filing processes, software and publication subscriptions to ensure timely renewal payments, and assist with executing contracts when needed.
• Oversee the physical office space, maintenance, and supplies, reordering when needed as it aligns with the budget.
• Manage the PO Box, collecting incoming mail, and outgoing mail such as sending missing magazine issues.

Communications & Stakeholder Relations

• Act as the first point of contact for phone, email, and in-person inquiries—ensuring a warm, professional experience.
• Respond quickly, ably, and patiently to customer service requests from readers and donors.

Employee and Freelancer Services

• Coordinate the administrative activities of onboarding new staff and freelancers and off-boarding departing staff and freelancers, including employment paperwork, enrollment in employee benefits if with the ED.
• Communicate with employees about employment benefits, time off requests, and work from home issues.

Operational & Event Support

• Assist with board meetings: compile materials, send invites, take minutes, and follow up on action items.
• Assist in coordinating logistics for events and fundraising initiatives.

Qualifications

• 3+ years in administrative support roles, nonprofit or media environment a plus.
• Experience with invoicing and financial systems preferred.
• Strong organizational and time-management skills with attention to detail.
• Excellent verbal and written communication.
• Proficiency with office software and database entry (Google Workspace, MS Office, Salesforce).
• Ability to implement systems and improve office efficiency.
• Professional demeanor as a first point of contact.
• Flexible and able to thrive in a dynamic newsroom environment.
• High integrity, discretion, and judgment.

Location

Based in the Texas Observer’s main office in Austin, Texas, where staff work on a hybrid schedule.

Compensation

This is a part-time, non-exempt position, with an hourly wage of $35. 20-25 hours per week. The operations manager will have annual PTO and sick day allotment, as well as holidays and organizational-wide summer and winter shutdowns.

The Texas Observer is an equal opportunity employer. We believe it’s critical that our organization adequately represent the demographics of the state we cover, and we’re committed to taking steps to meet that goal. We especially encourage members of traditionally underrepresented communities to apply for this role, including women, veterans, people of color, LGBTQ+ people, and people with disabilities.