Operations Specialist

Minnesota Council of Nonprofits; Saint Paul (MN); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Paid time off

Holidays

Floating holidays

Birthday off

Health insurance

Retirement plan

Parental leave

Wellness benefit

Job summary

Minnesota Council on Foundations is seeking an Operations Specialist to support administration, HR, and finance across the organization, reporting to the VP of Operations. The role emphasizes accuracy, discretion, and collaboration in a hybrid Saint Paul setting.

Responsibilities include office management, staff coordination, travel logistics, records security, and support for budgets and memberships, with competitive compensation and benefits.

Qualifications

• At least 2 years' experience in operations, finance, and HR.
• Strong interpersonal and cross-departmental communication.
• Excellent attention to detail and organizational skills.
• Discretion and professionalism handling confidential information.
• Ability to work independently and collaboratively.
• Strong written and spoken English proficiency.
• Adaptability to changing priorities and ambiguity.
• Commitment to EBDI and collaborative values.
• Passionate about providing administrative support.

Responsibilities

• Manage office operations, vendors, and outsourced tech for a welcoming environment.
• Coordinate staff meetings, meals, IT, celebrations, and calendars.
• Arrange travel and logistics for external member events; prepare materials.
• Maintain records confidentiality and ensure document security and licenses.
• Manage office supplies, mailing, errands, and general admin tasks.
• Support recruitment, HRIS data, and onboarding/offboarding with VP.
• Handle calls, emails, and mail routing; support cross-department initiatives.

Skills

Interpersonal communication

Attention to detail

Time management

Discretion & professionalism

Problem solving

英語 ability

Adaptability

EBDI commitment

Operational support

Tools

QuickBooks

Salesforce

HRIS

Microsoft 365

Job description

About MCF Staff

Staff of the Minnesota Council on Foundations are in a special position to provide service and leadership to Minnesota’s vibrant philanthropic community. MCF staff efforts are aligned to: deliver an excellent member experience; ensure organizational strength; advance equity, belonging, diversity and inclusion (EBDI) within MCF and throughout the field of philanthropy; and encourage equitable, effective and principled philanthropy in support of Minnesota communities. MCF is a learning organization focused on continuous improvement, particularly as it relates to organizational commitments to the Principles for Philanthropy and EBDI. MCF programs and services are designed in response to member needs and community conditions, and when possible, in partnership with nonprofit community organizations and government partners. MCF work is guided by its 2022 Strategic Framework and carried out through the efforts of internal teams, and collaborations with members, partners and stakeholders.

About the Role

The Operations Specialist is responsible for supporting operations work across the organization, including administrative, human resources, and finance practices and processes. The Operations Specialist works closely with the VP, of Operations to ensure the organization is performing efficiently and effectively, including well-functioning office management. The Operations Specialist should have a passion for details and organization, understanding how critical their role is to the overall success of MCF’s mission. This is a collaborative support role, and the ability to exercise good judgment in a variety of situations, strong written and verbal communication skills, and the ability to maintain a realistic balance among multiple priorities is critical. The Operations Specialist must be able to work under pressure at times to handle a wide variety of activities. The duties of the Operation Specialist are expected to be delivered with the utmost care and diligence, and confidentiality when necessary. The Operations Specialist plays a key role in the organization, collaborating with the VP of Operations to ensure continuous improvement and organizational strength. This role reports directly to the VP of Operations.

Key Responsibilities

Administration

• Manage the MCF office to ensure a welcoming and hospitable environment, and well-functioning operations, serving as the liaison between various office-related vendors and outsourced technology.
• Provide operational management to all staff through supporting regular all-staff meetings, including meals and IT, supporting all-staff celebrations, and managing all staff calendar invites.
• Make travel arrangements and provide logistical support for external MCF member events as needed. Arrange food and materials for external meetings as needed.
• Implement policies for and direct the storage, confidentiality and safety of written and electronic records for the organization.
• Maintain all applicable licenses and registrations.
• Serve as the point person for office management duties, including ordering office/conference supplies, mailing services, special errands, organizing supplies
• Assist with the answering of telephone calls and directing calls, general emails and mail appropriately.
• Manage various MCF memberships, including United Philanthropy Forum, MRA, and MCN memberships
• In consultation with the VP, Operations, maintain compliance in all matters related to insurance (D&O, general liability, etc.),
• Identify and manage necessary upgrades in systems, changes in vendors, and new approaches to office management, collaborating with the VP of Operations
• Suggest and support implementation of cyber and IT emergency preparedness plans and new policies, collaborating with the President and/or VP of Operations as needed

Finance

• Responsible for basic bookkeeping, including day to day payment processing, invoicing, employee reimbursements, deposits and credit card reconciliations
• In coordination with the Grants & Partnerships Specialist and Membership Manager, ensure proper recording of all revenue, including grants, sponsorships, and membership dues
• Provide support to the external accountants in coordination with the VP of Operations
• Support annual budget creation in coordination with the VP of Operations and tracking of various administrative expenses.
• Maintain and produce monthly operations credit card expense report in alignment with annual budget.

Human Resources

• Support the VP of Operations in recruitment and hiring new employees.
• Maintain employee personnel files.
• In collaboration with the VP of Operations and HR consultant, maintain data via HRIS platform.
• In partnership with the VP of Operations, coordinate on-and-off-boarding for all new employees

Other

• Contribute to and participate in relevant committee and staff meetings, trainings, etc.
• Join other cross-departmental opportunities as they arise.
• Participate in required MCF events.
• Other duties as assigned

Qualities

Must Haves

• At least 2 years' experience in a similar role with duties including operations, finance, and human resources
• Strong interpersonal and communication skills, especially across different departments, including the ability to work well with a diverse group of stakeholders.
• Strong attention to detail, organizational skills, and time management, with the ability to track details over time and meet deadlines.
• High EQ, including a high level of discretion and professionalism, executing and exhibiting good judgment and proven ability to handle confidential information with discretion and diplomacy.
• Ability to solve problems independently as well as collaborate with a team, show initiative, and propose solutions and seek answers.
• Strong verbal and written communications skills (professional working proficiency in English.)
• Ability to adapt to the needs of the organization and employees, with a high tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities
• Commitment to EBDI and MCF’s emerging team values of solutions-oriented, camaraderie and integrity
• Passionate about providing operational and administrative support in a dynamic and evolving nonprofit environment.

Nice to Haves

• Experience with QuickBooks or other accounting software.
• Experience with Salesforce
• Proficiency with HRIS and talent management systems.
• Strong knowledge and understanding of Microsoft 365.
• Nonprofit experience.
• Experience working in a dispersed team environment.
• Knowledge of employment-related laws and regulations.
• An understanding of practices, theories, and policies involved in business and finance.

Details

Work Location: In 2026, MCF staff are maintaining a hybrid work environment with a split between in-office and remote work. Approximately 20–50% of this position will require in-person work. The MCF office is currently located in Saint Paul. MCF programs take place at the office and other locations in the Twin Cities and periodically in Greater Minnesota.

Compensation: Total compensation offered for this full-time position includes $60,000-$70,000 starting salary at 37.5 hours/week with half-day Fridays, five weeks of Paid Time Off (six weeks after 4 years of service); 11 organization-wide holidays; two floating holidays; birthday off; medical, dental and vision insurance; six percent retirement contribution; up to 12 weeks of paid parental leave; wellness benefit; and more. In 2027, the MCF team is piloting a 32-hour workweek.