Operations Manager

Operations Manager
Small Magic is seeking an Operations Manager to own the day-to-day execution of Small
Magic's internal operations by keeping the machine running so that programs, people, and
finances stay on track at a critical moment of organizational growth.
Applications through the form (by clicking the apply button) are strongly preferred. If you
dont have access to a Google account, you may send your application materials to
operations@smallmagic.org .
KEY DETAILS
Reports to: COO
Works closely with: Operations Director, Program Director, program staff, external
vendors
Location: Birmingham, AL
Schedule: Full-time
Compensation: $54,000-65,000 annually
WHO WE ARE
Small Magic is a Birmingham-based organization focused on one goal: ensuring children
under five are ready for kindergarten and a life of opportunity. We work alongside families,
providers, and civic leaders to strengthen the early learning ecosystem across our city
through direct programming and broader systems-level work.
We are entering a defining chapter. With significant new public and private investments
committed, Small Magic is scaling rapidly. As we grow, we need someone who can own the
day-to-day operational management that makes everything else possible.
WHAT YOU'LL DO
The Operations Manager owns Small Magic's daily operational execution. This is not a
coordinator role, it is an ownership role and the person who ensures nothing falls through
the cracks so the team can focus on the work that matters most.
You will:
? Own the office environment and operations | You will be the person who makes
sure Small Magic's physical space works from greeting visitors and vendors, to
maintaining a welcoming and organized office, to managing inventory and supply
restocking, and ensuring the environment reflects the organization's standards.
? Manage vendor and operational logistics | You will handle day-to-day vendor
coordination either in-person or virtually (HVAC, property manager, childcare
partners, etc) and coordinating operational logistics from ordering and receiving
food deliveries for our evening programs to packing or delivering bags for our
programs. You keep the operational calendar moving without being asked.
? Support financial operations | You will review timesheets and reimbursements in
QuickBooks and Bill.com. You are the first line of defense on financial accuracy and
critical in flagging irregularities before they compound.
? Support people operations | You will own onboarding and offboarding logistics,
distribute expense reports to directors, and support open enrollment
administration in coordination with the Operations Director.
? Run operational meetings and communications | You will facilitate the weekly
operations meeting by helping to build the agenda, keeping the conversation
focused, and ensuring follow-through on action items. You manage incoming mail
and ensure operational communications don't get lost.
? Support event and own program logistics | You will support graduation logistics
and vendor coordination, support inventory management and serve as the
operational backbone for program delivery needs including ensuring all the
bags/kits/materials are packed and ready for the next cycle.
TO MAKE THIS CONCRETE
If you were in the role today, you might be:
? Reviewing the weekly Bill.com queue, flagging anything that looks off
? Building the agenda for the weekly team meeting and following up on open items
from the week before
? Preparing bags for the next Birmingham Talks sessions with the toy, vests, and
devices ready to go for the coaches
? Tidying up the office, watering the plants, and restocking office snacks
WHO YOU ARE
We'll evaluate candidates based on demonstrated strength in the areas below:
? Operational Reliability | You do what you say you're going to do, when you say
you're going to do it. You don't need to be reminded. You build systems so things
don't fall through the cracks, and when something does, you own it and fix it.
? Attention to Detail | Payroll errors, missed invoices, and late filings have real
consequences so does ensuring our space is ready for any person (employee,
program family, or vendor). You bring a level of care to your work that makes
leadership confident things are handled correctly.
? Financial Process Fluency | You're comfortable in QuickBooks, Gusto, and Bill.com
or you are able to learn quickly. You understand basic financial workflows and know
when to escalate.
? Systems Thinking | You dont just focus on tasks, you build processes that are
repeatable and don't depend on you personally to function. You are constantly
thinking about our knowledge system and ensuring that Small Magic isnt dependent
on one specific team member. You document, systematize, and hand off cleanly.
? Calm and Steady Under Volume | Payroll week, graduation month, and open
enrollment don't rattle you. You triage well, communicate proactively when
something is at risk, and don't let urgency become an excuse for sloppiness.
? Team Orientation | You understand that your job is to make the entire organization
run more smoothly. You're responsive, collaborative, and genuinely invested in the
organization's mission.
While not requirements for application, competitive candidates will likely have:
? Ability to operate and move with discretion
? Experience living in or working with lower income communities
? Experience building processes or protocols from scratch with a high level of fidelity
and ownership
WHAT ELSE YOU SHOULD KNOW
Research shows that women and people of color are less likely to apply to jobs unless they
meet every single qualification. If you are excited about this role but your past experience
doesn't align perfectly with every qualification in the job description, we strongly
encourage you to apply anyway.
Small Magic is committed to building a team that reflects the diversity and strength of the
community we serve. We encourage applications from people and communities most
impacted by inequity. Employment decisions are made without regard to race, gender,
sexual orientation, religion, age, disability, or any other protected characteristic.
Compensation: $54,000-65,000 annually, commensurate with demonstrated competency
and experience.Benefits include a highly flexible work environment, premium health
insurance, retirement matching (up to 5% after 3 months), paid time off (approximately 30
days), professional development funds, and a work-issued laptop.