Operations Manager

ABOUT THE ORGANIZATION 

Founded in 1992, After-School All-Stars provides free, daily afterschool programs to school-aged youth in school sites all across the U.S. Our vision is for our All-Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

ABOUT THE ROLE

The Operations Manager is responsible for Chapter duties related to office management, support of operations, finance, and human resources-related special projects. 

SCOPE OF ROLE

Finance Site Liaison

• Serve as lead site contact for finance related issues for the Philadelphia/Camden team, providing leadership in reconciliation and revenue/expense tracking
• In collaboration with the National finance team, monitor the coding and reconciling of revenue and expenses against the General Ledger
• Work with the National finance team to ensure that the chart of accounts aligns with new and existing sources of revenue
• Track the spend-down of restricted revenue for the Philadelphia/Camden chapter
• Oversee program site purchasing
•  Manage the process of field trip reservations and payment
• Monitor Program Leader time to evaluate in real time PL/staff budget allocation
• Monitor site program supplies budget
• Organize/monitor the process of fiscal controls for pieces of the budget
• Submit all invoices and reimbursements to the National office according to accounts payable process; complete monthly American Express bill reconciliations.

Human Resources Site Liaison

• Serve as lead site contact for HR related issues for the Philadelphia/Camden team, providing site support for risk management, compliance, employee recruiting, and training
• Facilitate the Safe & Healthy initiative for the Philadelphia/Camden chapter
• Facilitate HR processes for Philadelphia/Camden and ensure documentation is completed on time.
• Ensure emergency contact information for Philadelphia/Camden staff is updated in Paylocity
• Lead all recruitment, selection and hiring processes for Philadelphia/Camden employment needs
• Ensure bi-weekly payroll processes are facilitated at the Chapter level for National payroll to process timely.
• In collaboration with National HR, ensure all data related to new hires and terminations including comprehensive background checks for all employees are completed according to procedures.
• Manage volunteers, as needed

Office Management

• Maintenance of general office: maintain and order supplies; maintain a well-organized, stocked supply cabinet, order office supplies when needed; maintain and coordinate supplies/service for copy machine, computers, internet and phones
• Support office technology, telecommunications, and building/common space management.
• Coordinate mail and shipping: posting, processing, and dropping-off of mail (UPS and FedEx); maintain related supplies
• Coordinate with Program Managers all program supply orders for school sites; maintain and organize storage areas; manage office subscriptions
• Handle all travel for the office

Marketing and Communications

Manage and support the MCC in the following areas:

• Develop and maintain a body of current impact data and stories for use in social media  
• Creative copy writing for campaigns/email marketing 
• Execute multi-platform social media posts highlighting programs, youth, staff and corporate activations while tracking engagement and impact on different social media channels including X, Threads, Facebook, LinkedIn, Instagram, and TikTok 
• Develop marketing collateral for all departments in alignment with organization branding and marketing guidelines 
• Manage vendor relationships for all swag and organizational signage  
• Manage photo and video library 
• Draft and edit PowerPoint decks for external partners 
• Graphic design for fundraising campaigns, program recruitment, events, and social media 
• Support chapter activities related to individual and institutional giving, donor recognition, PR efforts and other marketing and development campaigns as they arise 
• Create marketing campaign for staff recruitment efforts 
• Design and execute a marketing/social media calendar that includes opportunities for community and corporate engagement 

Special Projects

• Manage and execute the annual fundraiser event
• Support event planning and implementation for all ASAS Philadelphia/Camden events
• Compile documents for special projects as needed.
• Collaborate with operations staff throughout the ASAS network, as needed
• Assist in the compilation of marketing press kits and maintain adequate supply on hand
• Communications: assist in preparing photos and stories for marketing; other projects as needed
• Support ED on various planning, processes, and projects as needed
• Prepare ED for meetings, events, etc., including regularly scheduled meetings of the Philadelphia/Camden Advisory Board

SKILLS

• Proficient in Microsoft Office Suite
• Organized with excellent written communication skills
• Dependable, conscientious, detail-oriented, and capable of managing deadlines
• Capable of working independently as well as with a team
• Flexible and able to adapt to changing position demands
• Ability to work under time constraints and meet deadlines
• Pride in self, work, and organization with tasks performed at a high level of accuracy
• Ability to tackle work assignments head-on in a positive and efficient manner

EDUCATION & 

• Bachelor’s Degree in closely related field strongly preferred

EXPERIENCE

• 3+ years’ experience managing both full-time and part-time direct reports required
• 3+ years’ experience in an administrative support role, preferably in a non-profit setting

The salary for this position is commensurate with qualifications and experience of the individual candidate with a range of $55k-$65K depending on experience and geographic location. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, 403b match, paid time off, and 24 paid holidays.