Operations Manager

After-School All-Stars Philadelphia & Camden; Philadelphia (Philadelphia County); On-site; USD 55,000 - 65,000; Full time

Job summary

After-School All-Stars Philadelphia & Camden is seeking an Operations Manager to oversee office management, finance, and HR-related projects for the Philadelphia/Camden chapter. The role includes leading finance processes, coordinating with the national team, and managing HR activities and payroll collaboration.

Requirements include a Bachelor’s degree and 3+ years in an administrative role, preferably in non-profit settings.

Qualifications

• Proficient in Microsoft Office Suite.
• Organized with excellent written communication skills.
• Dependable, conscientious, detail-oriented, and capable of managing deadlines.
• Capable of working independently as well as with a team.

Responsibilities

• Lead site finance-related issues for the Philadelphia/Camden team and reconcile revenue/expense tracking.
• Submit invoices and reimbursements to the National office; complete monthly AmEx reconciliations.
• Coordinate with National HR and finance to align chart of accounts and funding.
• Lead recruitment, hiring processes, and ensure staff data accuracy (Paylocity).
• Maintain office operations including supplies, mail, and technology.

Skills

Microsoft Office

Organized

Written communication

Deadline management

Teamwork

Education

Bachelor’s Degree in a closely related field

Tools

Paylocity

Job description

Founded in 1992, After-School All-Stars provides free, daily afterschool programs to school-aged youth in school sites all across the U.S. Our vision is for our All-Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

Description

About The Role

The Operations Manager is responsible for Chapter duties related to office management, support of operations, finance, and human resources-related special projects.

SCOPE OF ROLE

Finance Liaison

• Serve as lead site contact for finance related issues for the Philadelphia/Camden team, providing leadership in reconciliation and revenue/expense tracking
• Submit all invoices and reimbursements to the National office according to accounts payable process; complete monthly American Express bill reconciliations.
• In collaboration with the National finance team, monitor the coding and reconciling of expenses
• Work with the National finance and HR teams to ensure that the chart of accounts aligns with new and existing sources of revenue
• Coordinate with Programs for all program expenses for school sites; maintain and organize storage areas;
• Collaborate with Devo Manager and National to track spend-down of chapter grants

Human Resources Liaison

• Serve as lead site contact for HR related issues for the Philadelphia/Camden team, providing site support for risk management, compliance, employee recruiting, and training
• Manage and facilitate all compliance pieces as required by both ASAS and local entities for all staff at the Philadelphia/Camden chapter by guiding deadlines
• Lead all recruitment, selection and hiring processes for Philadelphia/Camden employment needs
• Ensure emergency contact information for Philadelphia/Camden staff is updated in Paylocity
• Collaborate with Philly programs to ensure bi-weekly payroll processes are executed by National deadlines
• In collaboration with National HR, ensure all data related to new hires and terminations including comprehensive background checks for all employees are completed according to procedures.
• Manage volunteers and contracted program partners, as needed

Office Management

• Maintenance of general office: maintain and order supplies; maintain a well-organized, stocked supply cabinet, order office supplies when needed; maintain and coordinate supplies/service for copy machine, computers, internet and phones
• Manage incoming calls to office phone
• Support office technology, telecommunications, office subscriptions, and building/common space management.
• Coordinate mail and shipping: posting, processing, and dropping-off of mail (UPS and FedEx); maintain related supplies

Special Projects

• Provide operational and collaborative support for ASAS Philadelphia/Camden events
• Compile documents for special projects as needed.
• Collaborate with operations staff throughout the ASAS network, as needed
• Support ED on various planning, processes, and projects as needed

Requirements

SKILLS

• Proficient in Microsoft Office Suite
• Organized with excellent written communication skills
• Dependable, conscientious, detail-oriented, and capable of managing deadlines
• Capable of working independently as well as with a team
• Flexible and able to adapt to changing position demands
• Ability to work under time constraints and meet deadlines
• Pride in self, work, and organization with tasks performed at a high level of accuracy
• Ability to tackle work assignments head-on in a positive and efficient manner

EDUCATION

• Bachelor’s Degree in closely related field strongly preferred

Experience

• 3+ years’ experience in an administrative support role, preferably in a non-profit setting

Salary Description

The salary for this position is commensurate with qualifications and experience of the individual candidate with a range of $55k-$65K depending on experience and geographic location. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, 403b match, paid time off, and 24 paid holidays.

Equality, diversity and inclusion

ASAS is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion/creed, sex, national origin, disability, genetic information, pregnancy, veteran or active military status, alienage or citizenship status, arrest or conviction record, credit history, salary history, caregiver status, sexual orientation, gender identity, marital or partnership status, familial status, unemployment status, status as a victim of domestic violence, sexual violence or any other status protected by applicable law.

$55K - $65K