Operations Manager

alleghenyfamilynetwork; Pittsburgh (Allegheny County); On-site; USD 65,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Generous paid time off

Ongoing training

Job summary

Allegheny Family Network in Pittsburgh is seeking an Administrative Office Manager who is a family member of a child with mental health challenges. This role involves supporting the CEO and Board, managing office operations, and maintaining relationships within the community.

The ideal candidate will have a Bachelor’s degree, two years of management experience, and strong communication and organizational skills. Benefits include a salary of $65,000 - $70,000 annually and flexible hours.

Qualifications

• Minimum of two years of office management experience.
• Strong ability to manage multiple priorities.
• Demonstrated ability to implement practical solutions.

Responsibilities

• Provide administrative support to the CEO and Board of Directors.
• Prepare meeting agendas and maintain Board meeting minutes.
• Assist with administrative and human resource functions.

Skills

Strong written and verbal communication skills

Excellent organizational skills

Financial management abilities

Proficiency in Microsoft Office

Interpersonal skills

Education

Bachelor's degree in business administration, Public Administration, or related field

Job description

Location: AFN Main Office
FLSA Status: Exempt
Reports To: Chief Executive Officer

Position Overview

As a family-driven organization, Allegheny Family Network (AFN) requires the Administrative Office Manager to be a Family Member, defined as an individual who has raised or is currently raising a child with mental health, emotional, or behavioral challenges.

Administrative Responsibilities

Board of Directors Support

Provide administrative support to the Chief Executive Officer and Board of Directors by:

• Preparing and distributing Board meeting agendas.
• Recording, transcribing, and maintaining Board meeting minutes.
• Tracking Board email votes and communicating results to the Board Chair.
• Maintaining and updating Board Bylaws.
• Maintaining Board Member applications and records.
• Updating Board Member titles, affiliations, contact information, and committee assignments.
• Maintaining Board and Committee membership lists for county reporting requirements.
• Scheduling and managing annual Board and Finance Committee Zoom meetings.
• Assembling, preparing, proofreading, and distributing Board meeting materials and binders.
• Copying, scanning, and organizing Board meeting documentation.
• Coordinating meeting logistics, including room setup and catering.

General Administration

• Assist with administrative and human resource functions.
• Assist with AFN Fiscal Management Policies and Procedures.
• Proofread proposals, grants, newsletters, flyers, reports, and communications throughout the agency.
• Draft correspondence for Board members, community partners, donors, agencies, and stakeholders.
• Assist with the Employee Handbook; policies, procedures, forms, and related documents are reviewed and updated regularly.
• Order and maintain office supplies, equipment, and inventory records.
• Maintain postage machine records and replenish postage as needed.
• Process outgoing mail, including live check mailings and correspondence to families and partners.

Office Operations

• Maintain current organizational charts and staff listings.
• Update employee contact information, including email addresses and cell phone numbers.
• Review, sort, and distribute incoming mail.
• Scan and distribute correspondence to staff, statewide employees, and the fiscal department.
• Maintain organized electronic and paper filing systems.

Collaboration and Relationship Management

• Participate in internal and external committees, workgroups, planning meetings, and special projects assigned.
• Build and maintain productive relationships with staff, community partners, funders, and stakeholders.
• Serve as a positive representative and ambassador of AFN within the community.
• Foster a collaborative and supportive workplace environment.

Communication

• Communicate relevant information to staff and leadership on a need-to-know basis.
• Keep the Chief Executive Officer informed of organizational challenges, concerns, and successes.
• Maintain confidentiality and professionalism in all communications.

Additional Responsibilities

• Prioritize workload based on deadlines, organizational needs, and agency policies.
• Use organizational resources responsibly and efficiently.
• Support AFN’s commitment to cultural humility, diversity, equity, inclusion, and stigma reduction.
• Participate in professional development and training opportunities.
• Perform other duties as assigned by the Chief Executive Officer.

Minimum Qualifications

• Parent, caregiver, or family member who has raised or is raising a child with mental health, emotional, or behavioral challenges.
• Bachelor's degree in business administration, Public Administration, Communications, related field.
• Minimum of two (2) years of office management experience; equivalent combinations of education and experience may be considered.
• Strong written and verbal communication skills.
• Excellent organizational, financial management, and recordkeeping abilities.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and ability to work effectively with diverse populations.
• Ability to identify operational challenges and implement practical solutions.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and adapt to new technology and software systems.

Preferred

• Five (5) years of administrative leadership or supervisory experience.
• Experience working within behavioral health, mental health, family support, or nonprofit service systems.
• Family experiences navigating children’s mental health systems.
• Knowledge of nonprofit governance, Board administration, and fiscal operations.

Travel, Special Conditions, or Requirements

• Possession of a valid Pennsylvania driver’s license and reliable means of transportation required.
• Must be able to travel locally, out-of-county, and nationally as needed.
• This position requires Commonwealth of Pennsylvania Act 33/34 and Federal children’s clearances.

Job Details

• $65,000 - $70,000 Annual Salary, medical, dental, vision, generous paid time off, and ongoing training.
• Monday – Friday 7.5 hours per day. Flexible hours based on clients' needs.