Salary: $50,000-$65,000 (commensurate with experience)
Benefits: Medical and dental insurance; 401(k) with 5% employer match; Paid time-off (10 days), including all federal holidays, summer break (4 days clustered with Independence Day), day after Thanksgiving, Christmas Eve through New Year’s Day; Paid sick/personal time (5 days); flexible work schedule.
SUMMARY OF POSITION
The Operations Manager (OM) is the primary administrative and operations person at TMF. The ideal candidate is deeply committed to small businesses in Philadelphia or is a former small business owner themselves. Most importantly, they manage the daily operations of TMF while supporting TMF’s grant making process and overseeing the grants management system. The OM is responsible for office management, grants management, accounts payable, benefits administration and insurance compliance. This core role requires excellent interpersonal skills, a keen eye for detail, a willingness to learn, and an individual who embraces working on a close team to support small business in Philadelphia.
ESSENTIAL JOB FUNCTIONS
1. Office Administration & Operations (70%):
o Manage daily operations to ensure that TMF runs smoothly and ensure deadlines are met. Responsibilities include: financial transactions, accounts payable, maintenance of official records and governing documents, telephone reception, scheduling, event/meeting planning (including catering/meals), and preparation of materials/office for meetings.
o Manage office calendar, including Executive Director calendar integration.
o Work with bookkeeper and/or auditor to ensure that vendor payments, including grant disbursements, are recorded accurately and in a timely manner in QuickBooks.
o Oversee employee benefits programs.
o Oversee and ensure compliance for all insurance policies.
o Maintain website and social media and update with recent grants, photos, and grantee spotlights.
o Troubleshoot technology problems, including grants management system, and liaise with appropriate external individuals as necessary.
o Other administrative duties as assigned.
2. Grants Administration (25%):
o Maintain all aspects of the online grant management system, including back-end design and maintenance of application, implementation of grant application intake, review, approval/declination, disbursement, and reporting.
o Support applicants and grantees from initial inquiry through Board review and funding decision. Provide guidance on eligibility and guidelines, including technical support throughout the application process, particularly for those with limited computer or English-language skills and/or those who prefer to complete the application off-line.
o Assist with due diligence by reviewing applications for completeness and accuracy.
o Oversee the development and preparation of grant docket materials; prepare Board mailings; attend Board and committee meetings to take minutes and support the grantmaking process.
o Maintain the integrity of the grants management system and ensure disbursements match payables recorded in QuickBooks.
o Manage online banking, ensuring timely disbursement of grants and reconciliation within Foundant and Quickbooks.
3. Board Relations (5%):
o Schedule all board and committee meetings and prepare board materials and relevant reports.
o Draft board meeting minutes for review by the Board Secretary.
ESSENTIAL SKILLS
* Proficient with grants management system, CRM, or other database management system, preferably Foundant.
* Strong aptitude for technology and online platforms. At a minimum, demonstrates mastery of MS Office products and is comfortable using a wide array of software and web-based applications (G-Suite), and has a strong knack for figuring out new programs. Ideally, you will be the strongest member of the team in this area, and also be proficient in WordPress.
* Experience and knowledge of bookkeeping and accounts payable via QuickBooks.
* Excellent written and oral communication skills.
* Exceptional attention to detail, organizational and time management skills to keep projects on track and manage small details without losing sight of the big picture; ability to prioritize and balance multiple projects and tasks simultaneously.
* High emotional intelligence.
APPLICATION/HIRING PROCESS and TIMELINE
* Email a single pdf packet (resume and a thoughtful cover letter identifying what attracts you to the role and what makes you uniquely qualified) to christopher@gggphilanthropy.com with the subject line: OM – Your Name. Please no phone inquiries.
* Applications will be reviewed on a rolling basis. Those applicants who are a strong fit will be screened by phone and may advance to an in-person interview. References will be checked for any finalist(s).
* Deadline to apply is June 24, 2022.
DISCLAIMER
The statements herein are intended to describe the general nature and level of work performed in this role. They are not intended to be construed as an exhaustive list of all functions, knowledge, skills, and abilities required.
EQUAL OPPORTUNITY EMPLOYER
The Merchants Fund, an equal opportunity employer, seeks to reach a broad and diverse candidate pool when filling vacant positions. We celebrate diversity and are committed to creating an inclusive environment.
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