Operations and Office Manager

Position Overview The Operations Manager coordinates the administrative systems and routines that allow the Arizona Wildlife Federation (AWF) to operate reliably and responsibly. Working across departments, this role keeps financial documentation, organizational records, data systems, communications, volunteer, third-party contractor files, and program risk-management records accurate, current, and usable. This position reports to the Deputy Director and supports staff who lead programs, volunteers, and contractors. The primary outcome of this position is reliable, documented administrative operations that protect AWF’s resources and help staff deliver mission work effectively and efficiently Key Responsibilities 1. Operational Systems, Records & Process Improvement Maintain clear, organized, and secure digital records, shared-drive structures, naming conventions, process guides, administrative logs, and recurring task schedules. Document changes, decisions, account updates, and unresolved issues to establish institutional knowledge. Recommend improvements that increase accuracy, continuity, service, and staff capacity. 2. Financial Administration & Controls Coordinate approved accounts-payable activity, including collecting invoices and receipts, coding transactions, processing authorized payments through authorized systems, and maintaining supporting documentation while following AWF’s separation-of-duties, approval, access-control, and record-retention requirements. Monitor recurring expenses, upcoming payments, account activity, and cash-flow indicators; communicate exceptions and significant expenses promptly, as directed. Prepare routine transaction summaries and monthly financial monitoring information, including outstanding documentation and anticipated expenses. Support donation processing and reporting, with particular attention to accurate entry of mailed contributions and timely donor acknowledgment preparation. 3. Data, Technology & Website Administration Maintain data quality and routine administration across AWF systems, including EveryAction, WildApricot, Google Workspace, Google Voice, Ramp, banking portals, website tools, and other approved platforms. Clean obsolete or duplicate records, maintain accurate user and contact information, monitor platform limits, and generate recurring or ad hoc reports. Support donor and constituent communications workflows, including lists, reports, automated welcome or stewardship sequences, and other approved database processes. Maintain account information, systems access, subscriptions, and vendor information in accordance with AWF security practices. 4. Organizational Communications & Office Administration Monitor and triage AWF’s general email, administrative inboxes, Google Voice line, and postal mail; respond to routine matters using approved guidance and route sensitive or technical matters promptly. Maintain complete communication logs, scan and file incoming and outgoing mail, and ensure bills, notices, returned mail, and other actionable items reach the correct person. Maintain voicemail greetings, call-routing practices, mailbox services, supplies, storage-unit administration, and related office systems. 5. Volunteer, Contractor & Program Risk Administration Support staff in administering volunteer and contractor relationships by maintaining records of role descriptions, agreements, contracts, certifications, background-check status, insurance records, annual commitments, and required waivers. Coordinate the distribution, collection, completeness review, secure storage, and retention of participant forms, liability waivers, hold-harmless agreements, attendance records, and incident documentation. Support consistent use of program risk-management checklists and documentation. Program leads remain responsible for activity planning, safety decisions, supervision, and emergency response. Assist with contractor paperwork and payment status, while contract terms, selection, supervision, and approval remain with authorized staff. 6. Governance, Affiliates & Special Projects Support board meeting administration, including invitations, RSVP tracking, materials assembly, minutes cleanup, and distribution as assigned. Coordinate the annual affiliate renewal process and maintain accurate affiliate records and follow-up. Provide administrative coordination for initiatives such as the Conservation Awards, Cash for Conservation, Records of Arizona Big Game, donor acknowledgments, research, scheduling, logistics, and internal projects. Participate in staff and administrative check-ins, provide concise status reporting, and maintain a current, prioritized work plan. Required Qualifications At least five years of experience in nonprofit administration, operations coordination, office management, bookkeeping support, or a closely related field. At least two years of experience operating, managing, and troubleshooting a CRM database, with strong preference for EveryAction experience. Proven ability to independently research and problem-solve CRM engagement Demonstrated ability to manage multiple recurring workflows, deadlines, records, and stakeholders with strong attention to detail and dependable follow-through. Experience handling confidential financial, donor, personnel, participant, or organizational information with sound judgment. Working proficiency with cloud-based office and data systems such as MS and Google Suites; ability to learn new platforms and document processes clearly. Strong written and verbal communication skills, including the judgment to answer routine questions, escalated sensitive matters, and communicate status without prompting. Self-starter, capable of setting their own goals and high work standards, identifying unmet needs and opportunities, capable of achieving goals with minimal direct supervision. Able to remain accessible, organized, and accountable to shared priorities while working remotely. Ability to travel occasionally within Arizona and to retrieve postal mail or records. Preferred Qualifications Experience with EveryAction, WildApricot, Ramp, QuickBooks Online, Google Workspace, Google Voice, or comparable systems. Experience supporting nonprofit finance controls, donor databases, volunteer administration, board operations, event documentation, or risk-management records. Skill in process mapping, basic reporting, workflow automation, and writing practical SOPs or checklists. The ideal candidate has passion and familiarity with Arizona conservation, outdoor recreation, wildlife, and public lands. #J-18808-Ljbffr Careerwebsite