Operations Manager

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Operations Manager

Reports to: Executive Director

Status: Full Time

Administrative Responsibilities

Position Summary

The Operations Manager provides leadership and oversight for the administrative and operational systems that supports Red Caboose's programs, employees, families, and overall mission. This position works closely with the Executive Director, Program Directors, and administrative team. The Operations Manager ensures that internal systems are efficient, accurate, compliant, well-documented, and responsive to the needs of the organization.

The Operations Manager is responsible for coordinating key organizational functions including payroll and benefits processes, financial and administrative controls, facilities, purchasing, records management, policy implementation, and regulatory compliance systems.

This position serves as a central connection between programs and administrative functions, helping ensure that organizational policies and procedures are consistently implemented across departments.

The Operations Manager focuses primarily on the organizational systems and infrastructure that allow those programs to operate successfully.

Qualifications

Required

Bachelor's degree in nonprofit management, business administration, human resources, or related field.

Minimum of 3-5 years of experience in nonprofit administration, operations, human resources, finance administration, or related organizational management.

Demonstrated experience developing and managing administrative systems.

Strong organizational and project management skills.

Ability to develop clear procedures and documentation.

Strong attention to detail and commitment to accuracy

Demonstrated ability to work collaboratively across departments.

Preferred

Experience working in a nonprofit organization.

Experience with payroll and benefit administration.

Experience managing facilities, vendors, contracts, or organizational technology.

Experience supporting audits, grants, licensing, accreditation, or government-funded programs.

Experience managing facilities, vendors, contracts, or organizational technology.

Essential Responsibilities

Organizational Operations

• Develop, maintain, and improve organizational systems, procedures, workflows, and internal controls.
• Coordinate administrative processes across departments to promote consistency and efficiency.
• Identify operational challenges and recommend practical solutions to the Executive Director.
• Maintain organizational calendars and recurring administrative deadlines.
• Coordinate implementation of organizational policies and documentation approved by the Board of Directors.
• Support the development and maintenance of the organizations' Operations Manual, administrative procedures, and internal documentation.
• Establish systems that clearly identify responsibilities, deadlines, approvals, and documentation requirements.
• Assist departments in improving workflows and reducing duplication or unnecessary administrative work.

Human Resources Administration

In coordination with the Executive Director and Program Directors:

• Coordinate employee onboarding and offboarding processes.
• Maintain systems for tracking employee positions, compensation, employment status, and benefit eligibility.
• Support administration of leaves of absences and other employment related processes.
• Assist leadership with implementation of personnel policies and procedures.
• Coordinate with external HR, legal, payroll, benefits, or insurance professionals as needed.

Payroll & Benefits Administration

• Coordinate payroll preparation and processing according to organizational procedures.
• Review payroll information for completeness and accuracy prior to submission.
• Maintain payroll documentation and employee compensation records.
• Coordinate benefits of enrollment, changes, deductions, and terminations.
• Reconcile payroll and benefit information with appropriate financial records.
• Work with payroll providers, benefit providers, accountants, and organizational leadership to resolve discrepancies.
• Maintain clear written payroll and benefit procedures and internal controls.

Compliance & Risk Management

• Maintain a centralized system for organizational compliance requirements and deadlines.
• Coordinate collection and organization of documentation required for licensing, accreditation, food program participation, contracts, grants, insurance, and other regulatory requirements.
• Work with Program Directors and other responsible staff to ensure required documentation is completed and maintained.
• Track corrective action plans, accident reports, and other compliance related documents.
• Maintain organizational records according to applicable retention requirements.
• Coordinate insurance renewals, certificates of insurance, and related documentation.
• Assist with organizational safety and risk management procedures.

Facilities & Physical Operations

• Coordinate routine building maintenance and repair needs.
• Maintain relationships with vendors, contractors, and service providers.
• Coordinate building access systems, keys, security fobs, parking access, and related records.
• Maintain schedules for inspections, preventative maintenance, and equipment servicing.
• Coordinate purchasing and inventory systems for organizational supplies and equipment.
• Bring significant facility needs and anticipated capital expenses to the Executive Director for planning.

Technology & Administrative Systems

• Coordinate organizational technology needs and relationships with outside technology providers.
• Maintain systems for assigning and recovering organizational technology and equipment.
• Coordinate employee access to organizational systems, email accounts, software, and shared files.
• Assist in developing systems for secure recordkeeping and information management.
• Coordinate technology onboarding and offboarding procedures.
• Identify opportunities to improve efficiency through technology.

Administrative Team Coordination

• Participate as a member of the organization’s administrative leadership team.
• Work collaboratively with the Executive Director, Program Directors, and administrative coordinators.
• Facilitate communication between departments when operational decisions affect multiple areas of the organization.
• Help establish clear ownership and accountability for administrative tasks.
• Follow up on assigned operational priorities and organizational projects.
• Provide regular updates to the Executive Director regarding operational priorities, challenges, deadlines, and areas requiring executive-level decisions.