Operations Manager

Epilepsycolorado; Littleton, Northern (CO, KY); On-site; USD 59,000 - 72,000; Full time

Job summary

Epilepsycolorado is seeking an Operations Manager to ensure day-to-day operations run smoothly and efficiently. You will partner with the CEO and staff to manage finance, HR, admin coordination, and donor coordination in a nonprofit setting.

The role demands strong organizational skills, attention to detail, and the ability to juggle multiple priorities. Local in-office work in Littleton, CO is required, with potential for regular in-person collaboration.

Qualifications

• Bachelor's degree preferred; may be substituted by experience.
• Exceptional organizational skills and attention to detail.
• Excellent social and interpersonal skills.
• Nonprofit experience ideal; ability to work in a busy environment.

Responsibilities

• Manage accounts payable, accounts receivable, deposits and routine accounting functions.
• Oversee payroll administration and onboarding paperwork.
• Coordinate onboarding for interns and volunteers; supervise office volunteers.
• Develop and maintain efficient administrative systems and workflows.
• Maintain donor and prospect records in Salesforce and Classy; input offline donations.
• Support budget tracking, forecasting and financial reporting as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Team player

Education

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Salesforce

Job description

We are seeking a highly organized and detail-oriented Operations Manager to help ensure the Foundation’s day-to-day business operations run smoothly, accurately, and efficiently. This position is an important member of our team and serves as a key operational partner to the CEO, staff and other external partners.

The ideal candidate is someone who enjoys bringing order to complex processes, takes ownership of details, follows through on commitments, and can confidently manage multiple priorities in a fast-paced nonprofit environment.

Reporting directly to and working closely with the CEO, the Operations Manager will help further the mission of the Epilepsy Foundation of Colorado & Wyoming by managing the daily operations of the organization while being collaborative with others. This position is responsible for a wide variety of tasks as outlined below.

Responsibilities

FINANCE & ACCOUNTING

• Management of all accounts payable, accounts receivable, deposits, and other routine accounting functions.
• Manage the organization’s donation deposit process, including weekly deposits, tracking, reconciliation, and accurate entry of donations into Salesforce.
• Prepare monthly financial reconciliation and assist with coding and reporting of revenue, expenses, credit card activity, gifts, payments, and investment activity.
• Work closely with the contract CPA to ensure accurate revenue and expense coding and provide timely information and documentation for monthly financial reporting.
• Monitor expenditures, budget and maintain accurate supporting documentation for organizational expenses.
• Support year-end financial processes, including audit preparation, tax filings, and the annual Form 990 process.
• Maintain organized and accurate financial records in accordance with organizational policies and best practices.
• Assist the CEO with budget tracking, forecasting, and financial reporting as needed.

HUMAN RESOURCES

• Lead payroll administration and serve as a liaison with payroll and benefits providers.
• Coordinate new employee onboarding paperwork and maintain accurate personnel records.
• Manage administrative components of employee onboarding, including office procedures, systems access, and required documentation.
• Coordinate onboarding for interns and office volunteers, including required paperwork, systems and technology access and orientation to office procedures; provide ongoing support and supervision for office volunteers as needed.
• Coordinate bi-weekly timesheet collection, review, and reporting.
• Support annual employee benefits and open enrollment processes.
• Maintain employee-related administrative records and documentation.
• Assist the CEO with other HR and personnel administration as needed.

ADMINISTRATIVE COORDINATION

• Provide administrative and operational support for the CEO and Board of Directors.
• Manage the Foundation’s day-to-day administrative operations and ensure staff have the tools, resources, and systems needed to work effectively.
• Manage office, coworking, storage, and remote-work operational needs.
• Maintain office equipment, technology, postage, phones, and other operational systems; coordinate with vendors or technical support when needed.
• Manage vendor relationships, service agreements, and recurring operational needs.
• Coordinate mail, shipping, document management, and other administrative processes.
• Develop and maintain efficient administrative systems, procedures, and workflows.
• Identify opportunities to streamline processes, improve efficiency, and reduce unnecessary costs.
• Ensure organizational licenses, registrations, permits, and other routine administrative requirements are maintained as assigned.

DATA & DONOR COORDINATION

• Serves as administrator for Salesforce and Classy databases, updating, adding and maintaining donor and prospect constituent records.
• Manage timely and accurate input of all offline donations into Salesforce and assist with other tracking and reporting work as needed.
• Processes acknowledgement letters and works with appropriate staff on a weekly basis to thank donors in a timely manner.
• Works directly with Development staff to update all DIY materials and complete outreach to DIY prospects/fundraisers.
• Performs database maintenance and clean-up projects to improve data integrity.
• Manage the Epilepsy Awareness License Plate program, including issuing DMV certificates, communicating with donors, tracking activity, and maintaining accurate records.
• Assist with event-related invoices, deposits, sponsorship tracking, payments, and other administrative needs.
• Support third-party and Do-It-Yourself fundraising activities as needed.

Requirements and Qualifications

• Bachelor's degree preferred; may be substituted by experience.
• Ability to work in person at the Epilepsy Foundation office in Littleton, CO at least one day per week.
• Exceptional organizational skills and attention to detail, and ability to prioritize and execute several projects simultaneously.
• Expertise with Microsoft Office including fluency with Excel; experience with Salesforce strongly preferred.
• Excellent social and interpersonal skills.
• Enthusiasm to embrace a team atmosphere and a willingness to be flexible in a busy environment; nonprofit experience ideal.

Compensation and Benefits

HOURS: FTE exempt (40 hours/week)

SALARY: $65,000 Annually

BENEFITS: Full health and dental insurance coverage for the employee; option to pay for family insurance. Paid holidays and generous vacation time, flexible schedule options.