Operations Manager

Job Locations
US-IL-Chicago
Type
Regular, Full-Time
Job Category
Office/Support Services
ID
2020-4531
City
Chicago
State/Province
IL

Overview

Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action.  By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive.  And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level.  What defines Audubon’s unique value is a powerful grassroots network of approximately 450 local chapters, 120 campus chapters, 17 state and regional offices, 34 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country. 

 

The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.

 

The National Audubon Society endeavors to make https://careers-audubon.icims.com/ accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

 

Position Summary

Reporting to the Executive Director, the Operations Manager will provide high-level programmatic and operational support for Audubon Great Lakes (AGL), a regional office of National Audubon Society. Specifically, they will be responsible for efficient and smooth management of the AGL office in Chicago, and the seamless integration of remote and Nature Center staff into AGL and National Audubon Society’s (NAS) operations.

 

The Operations Manager will develop and implement efficient office and organizational management that supports team success.  They will provide general business guidance and support to the team on issues of financial management and reporting, fundraising, contracting, human resources, outreach, and government and foundation grants.

Essential Functions

  • Oversee and enhance administrative systems that allow for efficient and smooth functioning operations throughout the Great Lakes program ensuring compliance with NAS policies and procedures.
  • Manage all office contracts in compliance with Audubon policy.  Serve as primary contact for vendors, independent contractors, and building management; help finalize agreements in accordance with NAS policies. 
  • Obtain revenue and pay invoices by verifying and completing payable and receivable transactions; establish and maintain effective and accurate financial controls and accounting systems, and ensure compliance with NAS financial policies and procedures.
  • Work closely with AGL program staff to ensure that bills are paid on a timely basis and that invoices are coded correctly. Ensure receipts for purchasing card activity are organized, received and approved for all items. Support AGL staff with purchasing and supply management.
  • Work closely with national finance staff to manage office budget and support monthly close requirements.
  • Manage all HR processes, such as onboarding new staff and transitions with departing staff.
  • Manage IT tools and needs, such as shared cloud-based information systems, equipment replacement, staff training, etc.
  • Support Executive Director and staff with board and development activities.  Coordinate logistics and support preparation and follow-up for AGL board and committee meetings. Assist Executive Director with donor communications and event planning. Serve as a primary contact for donors and AGL board members, as needed.
  • Manage grant reporting calendar and assist with proposal submissions, reports, and funder correspondence as needed.Manage staff calendar, meetings, and events. Provide programmatic support as requested, including event and program logistics, preparation, and follow-up.
  • In collaboration with Executive Assistant, provide administrative support to Executive Director and senior staff including but not limited to scheduling, travel, expenses, correspondence, etc.
  • Greet visitors and manage general correspondence via phone, mail, and electronic communications, as needed.
  • Other duties as requested.

Qualifications and Experience

  • Minimum of 5 years of experience in operations, logistics, program management, or similar setting.
  • Exceptional organizational ability, attention to detail and a can-do attitude are essential.
  • Proven ability to track and move tasks/projects to completion in a fast-paced environment.
  • Ability to work independently with limited supervision, as well as part of a small team.
  • Excellent customer service and communication skills.
  • Critical thinking skills and a problem-solving attitude.
  • Proficiency in Microsoft Office products, including Outlook, Word and Excel; experience with donor management systems and specifically Salesforce a plus.
  • Ability to exercise discretion and maintain strict confidentiality.
  • Experience working with donors and development processes a plus.
  • Bookkeeping and contract preparation experience a plus.

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