Position reports to: Executive Director

Hours: Full-time

Pay Range:  $32,000-$40,000

Date: October 11, 2009

Position Overview:

The Operations Manager insures that the financial systems and daily operations of the Margaret Fuller House are run effectively and efficiently. The Operations Manager provides administrative support to the Executive Director and functions as a member of the MFNH Management Team. As a Team Member, the Operations Manager helps insure a positive and supportive workplace for all MFNH staff and volunteers

The Mission of the Margaret Fuller House (MFNH) is to strengthen and empower youth, families and community residents. Located in one the most diverse and marginalized communities in Cambridge, the MFNH is a catalyst for concrete and enduring change.  We focus on building relationships and connecting people with opportunities that will strengthen our community, eliminate violence from our streets, and gain access to basic human service and educational needs. The MFNH provides a board array of services and support to over 3000 people each year.

GENERAL FUNCTIONS OF OPERATIONS MANAGER:

FINANCIAL RESPONSIBILITIES and OPERATIONS:

Oversight and implementation of MFNH financial systems in a timely and professional manner:

• Maintains a non-profit program-based accounting system on QuickBooks.    
• Maintains cash receipts including: incoming donations, fees, public and private support. Makes timely deposits and ensures that appropriate acknowledgements are made before deposits.
• Maintains accounts payable including: vendor bills, credit cards, petty cash and sub-contractor payments.
• Manages payroll and benefits,
• Collects, reviews and files timesheets.
• Works with CPA to create monthly financial reports and bank reconciliations.
• Ensures timely billing and reporting of all MFNH city, state, and federal contracts.
• Oversees bank accounts and performs transfers as approved by ED or Board
• Preparation for audit and work with auditors
• Oversees all MFNH purchasing and researches options for vendors.
• Maintains relationships with subcontractors: billing and payments
• Maintains relationships with organizations that the MFNH provides fiscal agency support for.
• Participates in monthly finance committee meetings and reports progress with accounts receivable and accounts payable reports
• Supports ED in budget preparations and enters budgets into QuickBooks.

MFNH GENERAL OPERATIONS:

Administration Support:

• Assists Executive Director with administrative tasks
• Supervision of administrative assistant/interns/volunteers etc.
• Administrative support for board: preparing board packets, recording and distributing minutes as needed, notifications/reminders, and packets to non-attending board members, maintaining attendance logs and Board Notebooks.
• General facilitation and agenda preparation for Staff Meetings
• Designs all needed financial, personnel and reporting forms
• Reviews insurance policies and keeps up-to-date.
• As Management Team Member, takes leadership in supporting fundraising/event or any MFNH in-house or community activities/events.

Personnel Management

• Coordinates intake sessions with new staff, maintains and distributes personal policies.
• Maintains and updates personnel files and designs personnel forms
• Handles benefit enrollment and payroll deduction for dental, health and vacation benefits
• Hires, trains and supervises receptionists, administrative interns, assistants, computer consultants.
• Maintains Board and staff information: email lists, phone and address lists
• Helps coordinate staff and/or volunteer appreciation activities

Support for Program Operations:

• Oversees purchasing, funding reports, database and operations as needed for the Food Pantry
• Oversees computer lab operations and daily usage.  
• Ensures agency and program information is current and displayed when/where appropriate.
• Hires, trains and supports volunteer receptionists and maintains relationships with volunteer agencies
• Responds to general program inquiries by phone, visits, and list management including: checking and responding to email, and managing emails to margaretfullerhouse.org
• Oversight of Children’s program enrollment and payments.
• Supports Program Director in gathering student and family information, creates and helps maintain up-to-date student files.
• Solicits parent payments
• Enters all new students into EECIMS database
• Ensures that all student enrollments are up-to-date and inform Director of need for reassessments.
• Supports food purchasing and maintains DOE food records and reporting

Daily Facilities Oversight:

• Ensures cleanliness and welcoming presentation of facility.
• Keeps all inspections up to date and posted as required.
• Makes sure the computer system, computers, and printers and are operational and properly maintained.
• Participates in facility improvement efforts.
• Hires, trains and supervises janitor for building cleaning
• Ensures timely maintenance and repairs by hiring and oversight appropriate contractors
• Is point of contact for maintenance and other subcontracts: water delivery, snow plowing, garbage disposal, pest control, phone, alarm system etc.

Community Relations:

• Is frequently point of contact for visitors, the community or informational calls to the MFNH.
• Is Liaison with schools, organizations and companies that provide Interns & Volunteers
• Recruits, places and trains programmatic and administrative volunteers & interns.
• Works in collaborative with Executive Director to identify and cultivate collaborators that support organizational mission
• Works closely with and provides oversight for groups and organizations using our facility and resources.

Assumes other responsibilities or tasks as requested by the Executive Director

POSITION REQUIREMENTS:

• Strong financial oversight and day to day skills of implementing non-profit accounting systems
• Excellent knowledge and experience with Quick Books
• Strong non-profit administrative experience (3-5 years)
• Ability to be an effective leader and Management Team member in a small non-profit organization.
• Must be able to provide support and leadership to MFNH while encouraging open communication and fostering new ideas 
• Excellent supervisory and mentoring skills (ability to supervise 4-6 staff and/or volunteers)
• Promotes a team approach in working with staff. Brings a positive and supportive attitude
• Familiarity with Department of Early Education licensed program regulations for school-age programs
• Has experience working in community based organizations and with diverse communities and cultures
• Excellent organizational and computer skills
• Strong work ethic and proven reliability
• Ability to work independently and to manage multiple tasks in a fast-paced environment
• Flexibility of work responsibilities and schedule (May include evening and weekend hours)
• Knowledge of Area 4, Cambridge
• Minimum of Bachelors degree
• Bilingual candidates and people of diversity encouraged to apply

Salary range is $32,000 to $40,000 with health, dental and vacation benefits….and a great place to work!!!

The MFNH is an equal opportunity employer. We do not discriminate on the basis of age, ethnicity, gender, nationality, religious belief, or sexual orientation.