Girls Inc. inspires all girls to be strong, smart, and bold. Our comprehensive approach to whole girl development equips girls to navigate gender, economic, and social barriers and grow up healthy, educated, and independent. Girls Inc. responds to the changing needs of girls through research-based programs and public education efforts that empower girls to understand, value, and assert their rights.
The Girls Inc. national network serves over 160,000 girls through 83 affiliates. Girls Inc. of Greater Philadelphia & Southern New Jersey (GIGPHSNJ) is the local affiliate serving 3,000 girls in the Greater Philadelphia region.
Position Summary: The Operations Manager position is a full-time role reporting to the Executive Director. This person will play a critical role in managing the day-to-day effectiveness of GIGPHSNJ. S/he will play a collaborative role in developing and implementing systems that increase the effectiveness and efficiency of our work and supporting our ability to grow and expand impact. This is an outstanding opportunity for a motivated and detail-oriented individual who wants to make a substantial impact while gaining a broad set of experiences relevant to nonprofit leadership.
Administrative and Infrastructure:
- Coordinates day-to-day finance operations, managing receipts and expense files. Produces detailed monthly reports on donors as requested by ED and our outsourced accounting firm; oversees administration of program staff invoices and summer camp receivables.
- Manages Girls Inc. Quality Assurance reviews and annual survey.
- Ensures that all insurance policies are up to date, at appropriate levels and certificates of insurance are created for partner sites as required.
- Supports annual audit through data gathering.
- Maintains filings to ensure compliance with federal and state requirements.
- Contributes to the development and integration of new processes as appropriate.
- Across all areas of work, contributes to annual operations calendars and manuals.
- Provides support with donor and data management systems if necessary and as determined by ED including data entry, reporting and list outputs, insuring accuracy of all data.
- Provides administrative and logistical support to ED, board and other staff as appropriate, including scheduling, travel arrangements, etc.
- Responsible for updating and overseeing all safety and security procedures.
- Participates in special projects and additional tasks as requested. Human Resources
- Oversees annual review and update of the Employee Handbook and ensures that all organizational policies and procedures are understood by all employees.
- Ensures all clearances and work authorizations are in place.
- Manages comprehensive annual review process.
- Partners with ED and Director of Programs to develop professional development plan for all staff. Conducts annual review of benefits plans. Technology
- Oversees development and implementation of technology strategy.
- Develops and monitors guidelines for technology use.
- Ensures sufficient redundancy so that systems and personnel operate efficiently and effectively. Board Support
- Staffs board meetings: schedules, reserves rooms, drafts agendas, produces board packets, secures RSVPs, orders food, etc. Maintains board book with updated board member information.
- Manages board documentation including applications, pledge documents, signed conflict of interest forms and others as required by Board Chair or ED. Girls Inc. Associate Advisory Board (GIAAB)
- Develops and implements plan for GIAAB.
- Leads recruitment and onboarding.
- Supports GIAAAB leadership with administration and event planning.
- Serves as liaison between GIGPHSNJ Board and GIYPAB for networking and professional development events.
- In conjunction with the ED and Director of Programs, ensures all Girls Inc. programs are in compliance with all laws, regulations and licensing requirements e.g. those that govern children’s programs and mandated reporter.
- Professionally represents Girls Inc. within the community, promoting its programs and enhancing all aspects of its public relations, participates in inter-agency collaborations and on board of director committees as requested by the ED. Qualifications
- Strong commitment to the Girls Inc. mission and values.
- High levels of professional effectiveness, collaboration, integrity, optimism, and high energy.
- Outstanding organization and detail orientation.
- Excellent verbal and written communication and a keen attention to detail.
- Experience with event planning, administration and office management, and/or recruiting.
- Relationship development and management skills; orientation to network-building.
- Flexible and adaptive work style with the ability to thrive in a growing, entrepreneurial, mission-driven environment.
- Willingness to travel to sites for program activities.
- Independent, self-directed worker with a high degree of professionalism.
- Ability to handle multiple projects simultaneously.
- Ability to work flexibly in a fast-growing, entrepreneurial atmosphere.
- Ability to think conceptually and creatively and communicate both written and orally.
- Flexibility in hours, including some evening and weekend assignments.
- The willingness and ability to participate in learning opportunities as appropriate.
- The willingness and ability to participate in agency-sponsored events, Annual Meetings, Awards Ceremonies, etc.
- Strong communication skills and the ability to connect with people individually and to interface with families, community organizations, businesses and workplaces in the Greater Philadelphia region.
- Minimum 5 years of work experience
- Bachelor’s degree, preferably in business administration, marketing, communications or related field. Master’s degree preferred.
- Advanced skills in the use of Word, Excel, & Powerpoint. Additional skills in the use of Photoshop, Adobe InDesign, and Adobe Illustrator are highly desirable.
- Previous experience with data management or transferable skills with a proven track record of success a plus.
- A sense of humor.
Please send letters of interest and resume to: Dena Herrin Executive Director.