Operations Manager

Maine Tasting Center; Brunswick (ME); Hybrid; USD 55,000 - 60,000; Full time

Benefits offered by this job

Health Insurance

Paid holidays

Earned time off

MERIT retirement program

Hybrid work environment

Job summary

ArtVan seeks an Operations Manager to lead day-to-day nonprofit operations, connecting programs, finance, HR and leadership. You’ll implement systems and processes to scale after growth, reporting to the Executive Director.

The role handles financial administration, grant work, and contract management, ensuring compliance, and supporting organizational effectiveness. A hybrid schedule is offered with 2 days remote per week.

Qualifications

• 5+ years of experience in nonprofit operations or administration.
• Experience with QuickBooks and donor management systems.
• Proficiency in Google Suite; comfort with databases and spreadsheets.
• Strong written communication skills for grant/reporting materials.

Responsibilities

• Manage accounts payable/receivable, deposits, and reconciliations.
• Support grant research, writing, and reporting; track deadlines.
• Oversee HR administration: onboarding, benefits, handbook updates.
• Maintain internal systems and documentation (DonorDoc, QuickBooks, Google Drive).
• Draft, track, and renew contracts/MOUs with partners.

Skills

Nonprofit operations

Bookkeeping

Grant reporting

Written communication

Education

Bachelor's degree in nonprofit management or related field

Tools

QuickBooks

DonorDock

Google Suite

Job description

Since 2004, ArtVan has brought free, community-based, group art therapy programs directly to communities. Traveling in a brightly painted van stocked with art supplies chosen for specially-designed themes, our staff meet youth, adults and seniors where they are, running consistent sessions, 46 weeks a year, that use art making to support healing, connection, and well-being. What started as a small, grassroots effort has grown into an organization serving communities including Bath, Brunswick, Topsham, Freeport, Portland, Westbrook, Lewiston, Auburn, Rumford, and Mexico, with that growth creating exactly the kind of operational needs this role is designed to meet.

Position Overview

The Operations Manager serves as ArtVan's internal infrastructure lead, responsible for the day-to-day operations of the organization. This role is the connective tissue between programs, finance, HR, and leadership. The Operations Manager makes sure the back end of the organization runs so that the front end can do its work. For ArtVan, that means building and maintaining the systems, processes, and administrative functions that have been outpaced by the organization's recent growth. This position reports to the Executive Director.

Key Responsibilities

Financial Administration

• Process and manage accounts payable and receivable, including check processing and issuance
• Enter donation, grant income, program income and prepare bank deposits
• Complete monthly reconciliation in coordination with ArtVan's external accounting firm
• Track grant budgets and reporting deadlines
• Support the Executive Director in preparing financial data for board meetings and grant applications
• Prepare and ensure compliance with all financial reporting, including tax filings, restricted grants, etc.,

Grant Research, Writing, and Reporting

• Support the Executive Director and Program Director in all aspects of ArtVan's grant work, including researching new funding opportunities
• Assist with grant application writing and compilation
• Track submission deadlines and reporting requirements, and prepare draft grant reports
• Serve as the administrative backbone of ArtVan's grants function: keeping the pipeline organized and ensuring nothing falls through the cracks so the Executive Director and Program Director can focus on relationship-building and strategic decisions

HR Administration

• Provide administrative support to the Executive Director on employee HR needs, including coordinating job postings, interview scheduling and managing onboarding and offboarding paperwork
• Process staff reimbursement requests and handle day-to-day benefits administration
• Manage employee benefit policies, oversee open enrollment process, ensure compliance with human resource and employment laws, and lead the annual review of the employee handbook
• Track hours and maintain documentation as ArtVan transitions to a unified earned time off policy
• Maintain contractor agreements and ensure required documentation is in order as ArtVan expands its contracted artist model

System, Process, and Documentation

• Work in close coordination with the Executive Director and Program Director to build, maintain, and improve internal processes and workflows, including attendance data collection, contract procedures, reimbursement procedures, staff communications protocols, and organizational filing systems
• Own day-to-day management of DonorDoc, QuickBooks, Google Drive and ArtVan’s program data and attendance tracking systems, including data entry and report generation
• Stay current on software and tools, making recommendations for upgrades or new systems that would improve organizational effectiveness

Partnership, Contract, and Compliance Administration

• Manage the administrative side of ArtVan's partner relationships, including drafting, tracking, and renewing contracts and MOUs with program sites and community partners
• Ensure agreements are current, compliant, and properly documented as ArtVan's partnership portfolio grows
• Research compliance requirements across HR, finance, and operations and maintain and update ArtVan's policy documentation
• Manage insurance policies, including workers' compensation and vehicle insurance and ensure the organization meets state and federal nonprofit reporting requirements as they evolve

Board, Organizational, and Communications Support

• Handle the logistical and administrative tasks that surround board and committee meetings, including scheduling, materials preparation, and notetaking as needed
• Provide operational support to the Communications and Marketing Manager, including reviewing program flyers and materials for accuracy
• Assist with logistics for events and outreach
• Support special projects, serving as project manager to ensure timely completion

Preferred Qualifications

• Commitment to mission-driven work
• 5+ years of experience in nonprofit operations or administration, including hands-on bookkeeping tasks such as accounts payable/receivable, deposits, and reconciliation
• Experience with QuickBooks (or comparable accounting software) and/or donor management systems (DonorDock experience a plus). Proficiency in Google Suite; comfort using databases and spreadsheets
• Strong written communication skills, particularly for grant and reporting materials
• Proven ability to manage multiple deadlines and workstreams independently, with high attention to details, across finance, HR, and program functions in a small-team environment
• Flexibility to adapt to changing circumstances
• Bachelor's degree or equivalent experience in nonprofit management, business administration, accounting, or a related field preferred
• Valid driver’s license and reliable personal transportation. Occasional site travel will be required.
• Availability to work some week nights and weekends to attend and table ArtVan events.
• This position begins with a three (3) month introductory period during which the candidate will be evaluated for their ability and adaptability to the organization. Official hiring will follow after the successful completion of the introductory period.

Compensation and Benefits

• This is a full time, exempt, salaried position
• Base salary $55,000 - $60,000
• Health Insurance
• Paid holidays
• Earned time off
• Participation in retirement program (MERIT)
• Hybrid work environment - up to 2 days per week work from home

ArtVan is an Equal Opportunity Employer and is open to all candidates who meet the criteria outlined above. ArtVan is committed to creating and sustaining an inclusive workplace for all team members.