Girls on the Run NYC: Operations and 5K Director

Job Description

Job Description

Description

Position Profile
The Operations and 5K Director reports to the Executive Director and works across the organization to ensure smooth, effective day-to-day operations while strengthening systems and processes. This highly hands-on role oversees financial and office administration, volunteer operations, technology, communications, and special projects, including the fall and spring city-wide 5Ks.

The ideal candidate is organized and proactive, a strong problem solver who can manage multiple priorities, anticipate needs, take ownership of projects, and move between planning and hands-on execution.
Key Responsibilities

5K Operations

• Lead end-to-end planning and execution of the fall and spring city-wide 5Ks, including timelines, vendors, logistics, equipment, supplies, volunteers, communications, and event-day operations.
• Manage event inventory, storage, participant and vendor data, and registration and event logistics inquiries.
• Work with staff, vendors, volunteers, and partners to anticipate challenges, troubleshoot issues, and ensure successful events.
• Conduct post-event reviews and implement improvements for future events.

Financial & General Operations

• Manage routine financial administration, including bills, staff and vendor reimbursements, program registration invoicing, accounts payable and receivable, expense tracking, and follow-up on outstanding invoices.
• Maintain accurate receipts, transaction coding, and supporting documentation and provide materials to the external bookkeeper in a timely manner.
• Prepare routine financial information and reports and support monthly reconciliation in coordination with the Executive Director and external bookkeeper.
• Oversee day-to-day office operations, including supplies, equipment, records, email portals, and organizational systems.
• Assess and improve organizational processes, proactively identifying opportunities to increase efficiency and address operational challenges.
• Maintain accessible and organized electronic records and document key processes and institutional knowledge.
• Oversee organizational technology systems, platforms, portals, and related operational needs.
• Lead staff onboarding, orientation, and offboarding.
• Manage special projects in support of the strategic plan and serve as a resource to staff for day-to-day operational needs and problem-solving.

Volunteer Operations

• Oversee the general volunteer program, including recruitment, outreach, scheduling, communications, engagement, and follow-up.
• Partner with the Development Manager on corporate volunteer relationships and opportunities.
• Coordinate volunteer events and maintain organized systems for tracking volunteers, opportunities, schedules, and event needs.
• Represent the organization at volunteer and outreach events, including volunteer fairs.

Communications & Marketing Support

• Coordinate the organization-wide communications and social media calendar and develop, create, and post social media content in collaboration with staff.
• Maintain the website and organizational digital and marketing assets, including photos, stories, logos, videos, and other collateral.
• Support the development of organizational marketing materials in collaboration with internal and external resources.

Skills, Knowledge and Expertise

Required Qualifications

• Bachelor’s degree or four or more years of equivalent relevant experience.
• Experience in operations, administration, project management, or a related field.
• Strong organizational, project management, and problem-solving skills, with the ability to manage multiple priorities independently and follow projects through to completion.
• Experience with routine financial administration, including QuickBooks, AP/AR, invoicing, reimbursements, coding, recordkeeping, and reconciliation support.
• Strong written and verbal communication skills and the ability to work effectively with staff, volunteers, vendors, and partners.
• Proficiency with Google Workspace and Microsoft Office, particularly Excel.
• Ability to work independently and collaboratively in a small-office environment.
• Availability to work select evenings and weekends for 5Ks and key organizational events.
• Comfort working in a hybrid environment and willingness to undergo a background check.

Preferred Qualifications

• Three to five years of nonprofit experience, including volunteer coordination.
• Experience with large-scale events, complex logistics, or community-based programs.
• Experience with youth, wellness, fitness, or education programs.
• Familiarity with Canva, Asana, Slack, or similar tools.

Benefits

Girls on the Run values the well-being and growth of our staff. We offer a supportive and inclusive work environment, a collaborative team culture, and a variety of benefits designed to help you thrive both professionally and personally. Benefits may include:

• Medical, vision and dental insurance
• Retirement plan with 3% employer match
• Life insurance 
• 20 days of PTO (vacation, sick and personal time)
• Nine holidays and three floating holidays
• Sumer Fridays (half-days)