Operations Manager (Full-time)
Position: Operations Manager
Reports to: Executive Director
Salary: $63,000- $70,000 + full benefits (medical, dental, vision)
Deadline: June 12, 2023
Projected Start Date: July 26, 2023
Do you enjoy making sure a growing nonprofit is operating effectively and efficiently, so the people focused directly on the mission can take the organization to the next level? Is staying on top of the details second nature to you? Do you have a passion for serving youth who live in underserved communities? If this sounds like you, read on!
About the Role
Key to Change is looking for an Operations Manager to ensure that the Executive Director, teachers, students, and parents have an efficient support structure to support the work of the organization. The ideal candidate will be a high-energy, organized, and detail-oriented individual with strong communication skills, high emotional intelligence (EQ), and the ability to get things done at a high level in a deadline-oriented environment. They will be results-driven and detail-oriented professional who is comfortable working on multiple tasks in a team environment. Experience in nonprofit administration is a plus.
About the Organization
Key to Change’s mission is to inspire underserved youth through world-class music instruction and to support their development as self-aware leaders. We are a non-profit music education organization based in South King County that offers violin and viola lessons. Our core values include cultivating meaningful relationships, providing world-class music instruction, and demonstrating accountability and excellence in all aspects of business.
Reporting directly to the Executive Director & Founder, the Operations Manager serves as the primary point of contact for internal and external constituencies and is closely engaged with students and their families, developing relationships with prospective students and donors, organizing and coordinating outreach and external relations efforts, and overseeing special projects.
The Operations Manager must be community oriented, mission-driven and find fulfillment working at a values-based organization. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Operations Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Provide administrative support, effectively planning and maintaining the organizational calendars including the teaching schedule, board calendar, and Executive Director’s calendar with attention to accuracy, detail, and allocation of time and resources.
- Serve as a primary point of contact for the organization, find answers to questions, or direct requests to the appropriate person.
- Schedule meetings and give weekly briefs to the Executive Director.
- Support the Executive Director’s efficiency by collecting, preparing, and distributing information for use in upcoming meetings and discussions.
- Use discretion and maintain confidentiality in handling sensitive information.
- Maintain an organized filing system within G-suite to easily access past documents.
- Maintain accurate donor records in Salesforce.
- Maintain insurance policies through broker.
- Maintain an up-to-date roster of South King County Orchestra Teachers.
- Manage operations of the string studio to ensure teachers and students understand the schedule and any changes that arise.
- Serve as the primary contact for studio families when it comes to scheduling conflicts or concerns and coordinating student’s schedules with the studio schedule.
- Maintain the yearly student roster including updated contact information for students and their parents.
- Develop and foster relationships with local orchestra teachers in South King County.
- Track leads for prospective students.
- Maintain the violin and viola studio schedule, working with teachers to determine private and group lesson times.
- Oversee marketing efforts for Key to Change, ensuring that all deadlines are met.
- Work with the Executive Director to develop a consistent schedule of social media posts and content for the studio’s Facebook, Instagram, and YouTube pages.
- Compose monthly studio newsletters through Mailchimp.
- Oversee the graphic design process, ensuring that deadlines are met at every stage of the process.
- Manage the financials for the organization, keeping the Executive Director informed about deviations from budget and preparing a monthly income and expense spreadsheet for the accountant.
- Send tuition invoices at the start of each trimester and maintain records of tuition payments throughout the trimester.
- Send out year-end giving statements to donors who gave $250 or more.
- Manage operations for the Spring Salon – our largest fundraising event of the year.
- Work with the Executive Director to create a plan for the event, including setting fundraising goals, developing a budget, identifying and working with vendors, and managing operations during the event.
- Manage operations for the Solo String Festival, a community outreach event for all middle and high school violin and viola players in South King County, as well as student concerts (summer finale concert and holiday concerts). Secure the venues, identify and work with contractors, arrange travel and lodging for guest artists, develop the rehearsal and performance schedule, and coordinate with studio families.
- Manage operations for studio events, which include masterclasses with guest artists, community outreach events, and other logistics as needed.
- Proven experience as an operational partner for a chief executive or department head.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Proven track record of problem-solving.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including external partners, donors, students, and their families.
- Excellent written and verbal communication skills.
- Comfortable collaborating with others and working independently.
- Demonstrate the highest level of customer/client service and response.
Education and Experience Requirements
- Bachelor’s degree from an accredited college/university or equivalent work experience
- Strong work tenure: five years of experience in operations or administration
- Experience working with small start-up companies and/or non-profit organizations
- Proficient in Google Suite, Zoom as well as the occasional Microsoft Word, Excel, and PowerPoint
- Salesforce and WordPress knowledge is a plus
- Comfort working independently and collaboratively
Please submit a resume, cover letter and one writing sample of your past work. Your cover letter should express your specific interest in and qualifications for this role as well as respond to these questions:
- What does it mean to work in an inclusive environment with students, where diversity and equity is at the center of Key to Change’s core values and mission?
- How have you demonstrated in your own personal and professional life your commitment towards diversity and inclusiveness?
Please email information in a PDF format to firstname.lastname@example.org. No phone calls or social media inquiries, please.