Operations Manager

  • Location

    Hybrid working model (1 day per week in the office with the remainder of the time remotely working from home) with offices at Old City Philadelphia, PA. Easy access to public transportation. 

  • Category

    Other

We offer a chance to make a positive difference in our community and work with a great team! We’re looking for an Operations Manager to lead our move to a new database, handle our accounting functions, and manage our daily operations as we implement our new Strategic Plan.

Workplace Culture: At the Coalition,  we value diverse perspectives and invite team members to share their perspectives as part of decision-making processes. We value mutual care and work to provide work/life balance as we prioritize care for team members  and their families.  We consistently show up for each other.  We work to create clear lines of communication, accountability, and transparency.


Position Overview
The Operations Manager manages the daily operations of the Greater Philadelphia Coalition Against Hunger. This is a multi-faceted position that includes accounting, managing systems, office space, and the recruitment of volunteers for the organization. This is a full time, exempt position reporting to the Executive Director.

Scope of Work

Finance  50%

  • Responsible for the organization’s day to day bookkeeping using QuickBooks Online.  Post and allocate transactions by account and class for donations, grants, vendor invoices, and other disbursements.
  • Process daily online donations as well as mailed donations in coordination with the Director of Development and Communications and Executive Director.
  • Responsible for the organization’s banking functions; process deposits, monitor daily transactions, and monthly reconciliation. 
  • Responsible for ensuring timely payment of the vendor invoices for the Executive Director’s approval and payment utilizing Bill.com.
  • Process the organization’s 401(k), FSA, and HRA programs. 
  • Work closely with Your Part Time Controller to complete the month-end close process and update work papers monthly for their review.
  • Assist Your Part Time Controller and Executive Director as needed to prepare financial reports for the Board of Directors and funders.
  • Assist Your Part Time Controller and Executive Director with the annual audit and budgeting process.

Operations 50%

  • Ensure the smooth running of hybrid operations and create a working environment that aligns with our organizational values.
  • Responsible for documenting and implementing office policies to guide the operation of the organization.
  • System administrator for Google Drive, Salesforce, Dailpad, and other internal systems.
  • Manage the transition to any new database systems including migration of data, training, and working with the vendor(s) to implement the new system.
  • Troubleshoot IT issues as they arise, managing IT vendor relationships, and acting as a liaison between team members and CMIT, service providers, software, and hardware vendors.  
  • Manage the Voice Mail System for the SNAP Hotline including listening to messages and logging calls into the database.
  • Manage the technical aspects of gathering data specific to the organization’s programs and outcomes, including validation/analysis of internally generated data and gathering of externally generated data in partnership with team members for grants, contracts, and other areas as needed.        
  • Create and manage the Volunteer Program including recruitment, training, and placement       
    of volunteers and interns.
  • Maintain office furniture and equipment such as laptops and printers/copiers.  
  • Manage relationships with vendors, service providers, and the  landlord ensuring that all items are invoiced and paid on time.
  • Monitor and maintain office supplies inventory.
  • Archive and retain files according to the organizational retention policy.
  • Provide excellent customer service on the telephone and in person both externally and internally.  
  • Support special events such as the Race Against Hunger, Night to Fight Hunger, and other fundraising events.
  • Assist with other items as needed.

Key Qualifications

  1. Experience with accounting, data, and administrative management practices and procedures.
  2. Experience with office management responsibilities, systems, and procedures.
  3. Ability to manage and troubleshoot issues with office technology.
  4. Proven expertise with Microsoft Office, QuickBooks, and database systems.
  5. Strong team player with a people focused approach to office management. 
  6. Excellent time management skills, ability to multitask, prioritize work, and problem solving.
  7. Strong organizational and planning skills, with attention to detail. 
  8. Excellent written and verbal communication skills.

As an organization whose mission is to address food insecurity which we believe is rooted in systems of oppression, we are committed to fostering opportunities for all, particularly those whose employment opportunities may have been limited by systems of oppression. We value and honor those with lived experience with food insecurity. We follow an equal opportunity employment policy and employ personnel without regard to race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity, gender expression, age, disability status, veteran status, military obligations, and marital status. 

Work Environment: Primarily sitting or standing to work on a Coalition issued laptop.  Occasional heavy lifting required. Occasional weekends and evenings are required.

Compensation: The Coalition provides a salary of $55,000, health, vision, and dental insurance, a matching retirement account after six months, Flexible Spending Account, 8 paid holidays plus the office is closed between Christmas and New Year’s, and unlimited Paid Time Off after the first 90 days. 

About Us

The Coalition Against Hunger has been an anti-hunger leader in the Philadelphia region for over two decades, building a regional movement to end hunger. The Coalition utilizes a holistic approach in our work to build a more food secure region by providing immediate relief, short-term relief, and long-term systemic change. 

Apply for this job

Submit a cover letter, resume, and 3 references.  Please include details in your cover letter regarding why you’re interested in working for the Coalition in this role.  Submit all documents to:mkeim@hungercoalition.org, with the subject heading “Operations Manager” by July 11, 2022. No phone calls please. 

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