Operations Specialist/Manager

Role Overview

Title

• Operations Specialist or Operations Manager (depending on experience)

Location

• Must be located in Philadelphia region
• Remote, or from our Fishtown, Philadelphia office

Hours

• Full-time

Compensation

• Salary: $60,000 - $80,000 (and a taxable medical stipend of $500/month)
• 4 weeks paid vacation per year plus holidays
• 2 weeks paid sick leave per year
• Equipment stipend

How to apply

To apply, email jobs@goodstructures.co your resume as a PDF, with responses to the following prompts by December 22nd, 2024:

• Why are you interested in this role and Good Structures?
• Describe your experience with nonprofit finance, HR, administration, or operations.

About Good Structures

Good Structures is an operations consultancy and service provider for mission-driven organizations. We support nonprofits and charities by running their financial, HR, recruitment, and administrative processes, so they can focus on their mission. We are a relatively new organization, but are rapidly taking on new clients, and looking to expand our capacity. So far in 2024, we worked with 19 clients, and expect to grow over the next year from four to eight staff to support new nonprofits and projects.

Our services include:

• Consulting and short-term engagements
  • New entity establishment and operational setup
  • Recruitment, especially for operations roles
  • Research and evaluation to support programmatic expansions and other operationally intensive projects
• Full-service operations support
  • Fractional COO and CFO services
  • Bookkeeping and financial reporting
  • HR and compliance services
  • Event planning and logistics
  • Grantmaking facilitation and management
• Rapid/emergency operations support
  • Emergency situations, such as the departure of a key staff member
  • Managing large, unexpected operations projects
  • Providing bridge capacity for organizations navigating transitions

Organizational Culture

Our organization is relatively new, so to a large degree, the culture may be shaped by the new Operations Specialist/Manager. But, these are some traits we aim for internally:

• A high degree of trust and autonomy
• Internal transparency about decision-making
• Compassionate and competitive wages and employment policies

Role Description and Responsibilities

The Operations Specialist/Manager supports our operations service programs by providing clients with direct support on their day-to-day operations. They will basically serve as an operations generalist for multiple small nonprofits, helping them stay compliant, up-to-date, and organized operationally.

Responsibilities could include (but aren’t limited to):

• Finance
  • Bookkeeping
  • Assisting with formatting client financial data
  • Drafting and tracking invoices
  • Building budgets and other basic financial tools for clients
  • Working with auditors and CPA on annual financial reviews
• Compliance
  • Tracking mail and organizing documents / ensuring client files are promptly filed
  • Filing compliance paperwork in coordination with clients
  • Creating and managing compliance calendars for clients
• HR
  • Managing payroll and benefit programs for clients
  • Developing policies, handbooks, and
  • Setting up new payroll software, and handling conversations with vendors and payroll providers
• Governance
  • Helping organizations track board votes, meetings, and other governance information
  • Helping the organization ensure they meet their annual governance requirements
• General operations
  • Supporting the other operational needs of organizations, including in areas like:
    • Operations support for grantmaking
    • Retreat and event logistics and planning
    • Other operations tasks as needed.

Background and Experience

Required Knowledge, Skills, and Abilities

• Experience as an operations staff member in a generalist position in a growing nonprofit (especially in a role where you wore many hats, and worked across multiple functions)
• Interest in learning about many different aspects of nonprofit operations
• Extremely high attention to detail
  • We are trusted by our clients to not drop the ball. We need an extremely high degree of attention to detail in everything we do.
• Knowledge of nonprofit bookkeeping and accounting procedures.
• Knowledge of nonprofit compliance procedures, especially related to employment compliance filings.
• Experience with HR, especially at small nonprofits.

Preferred

• Enrolled agent or equivalent certification
• Experience in a client-facing role

Relevant Software Skills

While experience in all of these platforms is not required, we and most of our clients use the following tools. You’ll use these regularly at Good Structures:

• Gmail and Google Workspace, especially Google Sheets
• Asana
• Quickbooks Online
• Airtable