The Program Operations Manager for Saratoga PLAN is responsible for providing support for programs, organizational operations, and administration. The Program Operations Manager develops and implements efficient systems for office, administration, business, bookkeeping, budgeting, time tracking, information technology, grant tracking, and operations. As a member of an eight member staff team, the Program Operations Manager will support the contributions of other staff, the Board of Directors, and, at times, donors, partners, and volunteers. The Program Operations Manager is the “glue” for the business end of PLAN’s land protection, stewardship, and community engagement programs. This is a 40-hour per week position that works closely with and is supervised by the Executive Director.
DUTIES AND RESPONSIBILITIES:
- Pay bills and process receipts. Enter all invoices, paid bills, and revenue into the bookkeeping system and make bank deposits at least weekly. Extract information from accounts (QuickBooks) and prepare reports as needed. Complete monthly reconciliations alongside accountant. Coordinate financial record-keeping and review with accountant and auditor.
- Maintain a neat and well-organized office, as well as electronic and paper filing systems. Organize and maintain office files, storage areas, archival records, and common workspaces. Keep the employee handbook updated with current information for reference by staff members.
- Maintain complete corporate records and documents. Maintain corporate registrations for compliance and eligibility purposes. Maintain records associated with Board meetings and bank accounts.
- Interface with vendors and research and coordinate acquisition and contracts for insurance, office supplies, equipment, payroll service, banking, financial audit, IT services, and other operational needs.
- Monitor status of pending and awarded grants and reporting requirements and communicate with appropriate project managers in a timely manner. Track, document and report on the financial component of grants and contracts.
- Assist with compiling records and reports for annual audit and corporation filings.
- Provide administrative support to staff and board. This support includes, but is not limited to, the following: maintaining information technology systems, word processing, typing, proofreading, editing, transcribing, mailing, photocopying, faxing and filing, compiling packets and arranging space and refreshments for board and committee meetings.
- Answer the telephone, respond to correspondence, greet the public, interact with volunteers, donors, and the Board of Directors, update the constituent database (Salesforce), and assist with event registration and logistics, and mailings.
- Assist with other projects as needed. Work on other tasks as assigned.
- Computer skills competence required for: Microsoft Office 365, QuickBooks. Helpful: SharePoint back-end knowledge, Salesforce or other robust constituent management database, social media marketing platforms. Must be comfortable learning new technology systems.
- Excellent organizational skills and proven ability to establish and maintain efficient office systems and paper and electronic files.
- Demonstrate a commitment to high quality professional work and attention to detail.
- Ability to communicate effectively and professionally with the public, colleagues, board members, donors, volunteers, and contractors.
- Positive, helpful attitude and commitment to excellence. Team player. Courteous, outgoing personality and a sense of humor a plus.
- Excellent work ethic and ability to establish work priorities and produce accurate results efficiently with a variable, challenging and dynamic workload.
- Motivation to initiate, conceive, develop, explain, and utilize efficient office systems for tracking, documenting, filing, and reporting corporation’s business for co-workers, board members and volunteers.
- Trustworthy, loyal, and dependable, with a keen sense of professional discretion for sensitive information.
- Must be able to work independently with periodic supervision.
- Able to work flexible hours occasionally to assist with evening meetings and weekend events.
- This is not a remote position.
The position is compensated with a competitive rate in the mid-40s, commensurate with experience and background. Health insurance, vacation, holiday, and retirement benefits are offered according to the personnel policy adopted by the Board of Directors. Equal Opportunity Employer.
Please email resume and cover letter to firstname.lastname@example.org.
ABOUT SARATOGA PLAN:
Saratoga PLAN (preserving land and nature) is a not-for-profit land trust dedicated to preserving the rural character, natural habitats and scenic beauty of Saratoga County so that these irreplaceable assets are accessible to all and survive for future generations.
Saratoga PLAN helps communities identify the assets they wish to retain and create plans that balance growth with conservation in order to sustain the Saratoga region’s “quality of place” and its environment, economy, and public health. PLAN works with willing landowners to permanently conserve farmland, woodlands, trail corridors, and natural habitats so that Saratoga County remains a great place to live, work, visit and farm.
Saratoga PLAN is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.