Operations Manager

Alzheimer's Association®; Lake Oswego (OR); On-site; USD 50,000 - 90,000; Full time

Job summary

An established industry player in Alzheimer's care is seeking an Operations Manager to drive operational excellence and support strategic goals. This role involves overseeing budget management, facility operations, and providing administrative support to leadership. You will play a crucial part in enhancing the chapter's operational infrastructure while ensuring compliance and efficiency. The position requires strong communication and organizational skills, with a focus on fostering diversity and inclusion within the team. Join a passionate organization making a life-changing impact on millions affected by Alzheimer's and dementia, and enjoy the opportunity to contribute to meaningful initiatives.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Paid Time Off

401(k) Retirement Plan

Tuition Reimbursement

Paid Family Leave

Cultural & Heritage Day

Volunteer Day

Annual Holidays

Qualifications

• 3-4 years of experience in operations, office management, or project management.
• Strong communicator with effective time management and organizational skills.

Responsibilities

• Manage budgets, finance, and donor processing for the chapter.
• Oversee facility management and operational policies for efficiency.

Skills

Communication Skills

Time Management

Technology Skills

Organizational Skills

Interpersonal Skills

Diversity, Equity, and Inclusion Awareness

Education

Bachelor’s Degree or equivalent experience

Tools

Workday

Google Products

Microsoft Office

Power BI

Job description

The Operations Manager will assist leadership by supporting the Chapter’s strategic direction and regional and national goals/objectives of the Association. The Operations Manager is responsible for key elements of the technical and operational infrastructure for the Oregon & SW Washington Chapter, as well as some region-wide operational responsibilities including regional mail and donor processing. This includes the development of relevant overarching operational strategies and processes, direct management of offices/facilities, administrative support, chapter budgets, and fiscal management tasks, participation with and coordination of the Leadership Board, and oversight of local information technology. This position is based in Lake Oswego, OR. Occasional evening and weekend work is required, as is the ability to travel throughout the region.

RESPONSIBILITIES:

Essential functions and responsibilities include, but are not limited to:

Budget and Finance:

• Serve as the primary point of contact with Finance teams and external vendors to ensure the accurate and timely processing of all payments. Oversee the submission of payment requests and manage accounts receivable operations as required.
• Support the strategic development and management of the annual budget.
• Collaborate with the Finance Team to enhance Chapter staff competencies in cash handling and accounting processes. Provide ongoing support for Workday expense reporting and resolve any related issues.
• Facilitate monthly Workday training sessions to ensure chapter staff are proficient in expense reporting and compliance.
• Oversee the administration and management of grants, including records retention and the timely submission of federal grant reimbursement requests.
• Manage the mail processing and donor processing for the region working closely with the National Donor Services team.

Operations:

• Facility and Operations Management: Oversee all aspects of facility management, including maintenance, office relocations, remodeling, and supply management. Maintain strong relationships with vendors, service providers, and landlords, ensuring timely invoicing and payments.
• Vendor and Budget Oversight: Develop and sustain strategic relationships with landlords and statewide vendors. Lead requests for proposals (RFPs) and manage the operational budget, ensuring efficient use of donor funds.
• Emergency Preparedness and Compliance: Develop and co-manage emergency procedures, ensuring they are current and effective. Lead annual compliance training, including building evacuation plans and emergency preparedness.
• Operational Policy Improvement: Drive continuous improvement in chapter operations by analyzing, updating, and implementing policies and procedures. Ensure compliance with standard operating procedures and provide recommendations to enhance efficiency.
• IT and Communication Systems Management: Oversee office computer equipment, manage the internal phone system, and provide basic IT support for new staff.

Strategic Leadership Support:

• Administrative Support for Executive Director: Provide comprehensive administrative assistance to the Executive Director, including managing schedules, coordinating meetings, preparing materials, and organizing travel arrangements.
• Operational Insight and Leadership Development: Collaborate with Chapter Leadership Team to deliver strategic operational support and insights for staff.
• Board and Partnership Management: Support the Chapter Board alongside the Executive Director, overseeing meeting logistics, documentation, and coalition partnerships.
• Committee and Event Logistics Leadership: Direct logistics for the Board Nominating Committee and Officers team; act as the liaison for Board chairs and committee members, and lead the organization of chapter virtual events, including training for Zoom and managing webinar operations.
• Meeting Facilitation and Support: Provide strategic meeting support for the leadership team, including staff meetings, board meetings, and departmental retreats, while ensuring a productive environment for special guests and external partners.
• Special Project Management: Oversee key projects for the Chapter ensuring alignment with strategic objectives.
• Onboarding Coordination: Manage the chapter onboarding process with hiring managers, ensuring a smooth integration for new hires and adherence to updated onboarding materials.
• Volunteer Coordination and Community Engagement: Collaborate with community partners to recruit, train, and manage office volunteers, providing essential administrative and logistical support to chapter staff.

QUALIFICATIONS:

• Bachelor’s Degree or equivalent experience.
• 3-4 years of applicable experience with operations, office management, and/or project management, including managing information technology, office administration, and vendor relations.
• 5 days per week in the Lake Oswego, Oregon office.
• Occasional travel and some weekend work.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong communicator both verbally and in writing. Communicate professionally, empathetically, and personably. Receptive to and provides constructive feedback. Attentive and responsive to co-workers, volunteers, and constituents.
• Effective time management - handle day-to-day challenges confidently, ability to adjust/flexibility. Allocates time efficiently, ability to handle multiple tasks and competing priorities. Understand the connection between current and future activities.
• Deadline-driven - focused on deliverables and produces timely, accurate, and useful results. Meets deadlines. Advises managers when problems arise promptly.
• Strong technology skills and aptitude. Ability to understand and learn Google products, Microsoft Office, Power BI, and other technology products.
• Strong interpersonal skills. Develops effective relationships with both internal and external customers. Willing to lend a helping hand and recognize the needs of others and needs within the region.
• Diversity, equity and inclusion focused. Welcomes and celebrates the power of diversity. Works effectively in groups with diverse members and demonstrates awareness and sensitivity to individual differences.
• Strong organizational skills. Able to identify and implement improved efficiencies in processes.

Title: Operations Manager

Position Location: Lake Oswego, Oregon

Full time or Part time: Full-time, exempt, benefit-eligible

Position Grade: 306

Reports To: Executive Director of Oregon and SW Washington

Who We Are:

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support, and research. Our mission is to lead the way to end Alzheimer's and all other dementia by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer’s Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research — our investments today will lead to breakthroughs tomorrow.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers, and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association, we believe that diverse perspectives are critical to achieving health equity — meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

The Alzheimer’s Association is committed to diversity, equity, and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long-term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.

Full-time employees (37.5 hours/week) will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.