The Operations and Administration Manager leads critical administrative and operational tasks and provides important fiscal management to the department. This includes but is not limited to managing our inventory of literacy resources, creating and maintaining systems for distributing materials and supplies to partner organizations, managing the book ordering, keeping detailed track of various key performance indicators such as event registration and attendance and book sales, managing vendor relationships, managing our fiscal tasks (accounts payable and expense tracking primarily), leading meeting and event logistics.
Competitive candidates will have strong organizational skills and have great attention to details, will enjoy creating and maintaining data tracking systems, and top-notch customer service skills, and have a passion for supporting Philadelphia’s libraries.
This position is in the office three days a week (currently Tuesday, Wednesday and Thursday), full-time, exempt, and reports to the Managing Director of Read by 4th.
Responsibilities
Fiscal Operations:
* Manage relationships with vendors
* Process invoices and expenses for staff and vendors
* Arrange and follow-up on travel reimbursements and other expenses incurred by visiting speakers and other guests
* Maintain an excel tracking system for budget-to-actuals for four distinct, yet connected, budgets: Read by 4th, Author Events, One Book One Philadelphia and Teen Author Series.
* Provide reports to the supervisors, and to the development and finance departments on spending
* Provide guidance to team members on budget management and expense decisions, based on budget-to-actuals
Administrative Operations:
* Maintain a functioning office space including ensuring an inventory of office supplies, and ensuring our supply of Read by 4th partner resources (children’s books and family resources) is organized and accessible
* Manage calendars for three senior staff members, setting up meetings, identifying conflicts and proactively rescheduling meetings as necessary
* Reserve conference rooms and coordinate catering for meetings and ensure the physical set-up of the meeting space (includes technology needs and meeting supplies) as necessary
* Data tracking (registration numbers, attendees, book sales) for public programming team
* Prepare reports on seasonal outcomes of major programs
Inventory Management (Resource, Book and Supplies):
* Maintain an accurate inventory of partner resources, prioritizing efficient procurement & distribution processes
* Management and distribution of material to partners including arranging for couriers and delivery as necessary
* Support the Author Events, Teen Authors series, and One Book teams with book ordering, returning and distribution
Fundraising and Resource Development Support:
* Additional responsibilities include fostering a culture of philanthropy mindset. As a nonprofit organization, all staff are expected to actively engage in fundraising efforts organized or attended by staff, and to promote the organization’s mission and values in and outside the organization.
Qualifications and Experience:
* College Degree preferred but not required.
* Minimum of two years experience managing budgets and tracking expenses.
* Two plus years managing projects, coordinating logistics or operations for an organization or department.
Skills:
* Exceptional interpersonal and communication (oral and written) skills
* Familiarity managing budgets and tracking expenses
* Experience managing logistics for meetings and events
* Familiarity with common productivity and virtual meeting tools
* Capacity to pay close attention to detail while working in a fast-paced environment, juggling sometimes competing priorities
* High degree of organization and the ability to plan, track, and execute projects on time
* Ability to coordinate with colleagues and partners, meet deadlines, and manage multiple tasks
* Ability to provide excellent customer service to a diverse array of partners from a variety of backgrounds
* Demonstrated ability to suggest solutions to existing challenges
* Self-starter who knows when to ask for help
Special Conditions:
* This job requires occasional physical labor; applicants should be able to lift and carry boxes weighing up to 40 lbs.
* Occasional travel within the Philadelphia area is required.
* Occasional evening and weekend hours are required (i.e. special events).
* The position is currently a hybrid position with three days a week in the office. It is possible that at some point in the future this position would become fully in-person, however, it is more likely to remain a hybrid position.
Application Process
Join our team as an Operations and Administration Manager where your organizational skills will contribute to our success while providing a supportive environment for our staff and clients alike. We strongly encourage Black people, indigenous people, people of color, LGTBQ people, seniors, and speakers of multiple languages to apply.
Pay: $55,000.00 – $65,000.00 per year
* Employee assistance program
* Flexible spending account
* Health insurance
* Life insurance
* Paid time off
* Vision insurance
Schedule:
* Monday to Friday
Application Question(s):
* This role includes managing office supplies and program materials. How do you keep inventory organized and ensure nothing falls through the cracks?
* This job requires someone who takes initiative. What’s an example of when you took ownership without being asked?
* What interests you about working with the Free Library of Philadelphia Foundation and specifically with CEPP?
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