Position Summary: We seek a detail and process-oriented person, to manage the day-to-day operations of a small non-profit. The individual must be a proven self-starter who knows how to get things done with tact and aplomb. The Director, Operations will be responsible for all operations including: project management, process establishment, payroll, recruitment and hiring, facilities management, finance and budgeting, vendor management, event planning, and other duties as required. As a member of the senior management team, the role reports to the Executive Director. Pending organizational growth, the Director will supervise a full-time Office Assistant.
Specific duties include:
- Oversee all team activities to ensure adherence to budget, process, and mission in order to assist the Executive Director in implementing strategy and programming.
- Establish and manage business processes that enable other team members to perform their daily activities.
- Manage financials, including banking, monthly reconciliation, expense accounts, payroll, and reimbursements.
- Develop and monitor the organizational budget, work with department heads to manage their budget, and determine feasibility of new initiatives.
- Assist the Executive Director in setting company goals, strategy, programming, performance goals, and long-term operational plans.
- Organize Board meeting materials as required by Board officers.
- Manage external vendors that provide HR, IT, accounting, legal, and other key services, including processing invoices via Bill.com.
- Ensure team members have the tools and resources required to effectively and efficiently reach their goals.
- Coordinate facilities such as office space, technology, supplies, and software.
- Process incoming donations, gifts and deposits, ensuring accurate record keeping and timely donor engagements once the gift is received. Track reporting deadlines for grants and gifts, and determine team process for preparing, proofing, and submitting those reports.
- Uphold organization policies and standards, ensuring legislative regulations are followed.
- Other duties as required.
- Work well under pressure; ability to prioritize and have exceptional time-management skills.
- Service-oriented and team player; display positive “can-do” attitude.
- Ability to multitask in a fast-paced environment.
- Keen attention to detail.
- Ability to handle sensitive information with a high level of confidentiality and discretion.
- Ability to exercise good judgement and independent decision making.
- Bachelor’s degree, or any combination of education, training and experience that provides the required knowledge, skills, and abilities.
- Demonstrated fluency with the Microsoft Office Suite, Google Suite for Business, Salesforce (or similar database), and Asana project manager (or similar software).
- 5-10 years of related operations and/or event planning experience required.
- Prior work in the academic world and/or a non-profit organization a plus.
Duties are performed independently and involve planning, attention to detail, initiative, and follow through. Work is performed without close review and involves knowledge of the organization, its interests, partners, and personnel, and the exercise of frequent independent judgement in making administrative decisions.
This full-time, at-will position starts immediately. While most hours will be scheduled during the work week, there will be a great deal of flexibility in when, where and how you work. Some evening or weekend hours may be required to support high-profile events.
Knowledge, Skills, and Dispositions: You would be a good fit for our team if the following attributes describe you:
- Political tolerance and flexibility. We don’t care what your politics are, but you must be able to respect and advocate for the inclusion of progressive, conservative, and libertarian ideas and scholars.
- Excellent organizational and process skills, including the ability to effectively track the status of ongoing projects and find needed documents and information quickly. Ability to independently organize, plan, prioritize, and carry out responsibilities, establish processes for self and others, and to finish tasks by established deadlines.
- Excellent interpersonal skills. Personal integrity, professionalism, empathy, resourcefulness, tact, and a commitment to high standards of work quality and maintaining confidentiality.
- Persistent and creative problem-solver and opportunity-seeker. The willingness/ability to anticipate problems, seek out information, and show persistence in finding solutions. We are a young organization with incredible potential to create positive change on college campuses. We seek an entrepreneurial colleague who can help us realize our potential.
- Excellent oral and written communication skills. Demonstrated ability to write clearly and powerfully; to edit and proofread; and to ensure high-quality, high-impact work.
Reports To: Executive Director
Direct Reports: Office Assistant (pending organizational growth)
Location: New York City (SoHo)
To apply for this position, please submit a cover letter and resume/CV. Applications received by February 25, 2019, will receive full consideration.
About the Organization: Heterodox Academy (HxA) is an NYC-based non-profit organization dedicated to improving research and education in universities by increasing viewpoint diversity, mutual understanding, and constructive disagreement. We increase public awareness to elevate the importance of these issues on campus; develop tools that professors, administrators, and others can deploy to assess and then improve their campus and disciplinary cultures; celebrate institutions that make progress on these matters; and cultivate communities of practice among teachers, researchers, and administrators. For more information about HxA, please visit heterodoxacademy.org