Operations Manager

Operations Manager

The Operations Manager will provide administrative support to the Great Plains office across North Dakota, South Dakota and Nebraska. Specifically, they will be responsible for the processing of gifts and gift acknowledgements, payables, contract administration, assisting with grants and grant tracking, event logistic support, supply purchases, support team travel logistics, website updates, and support logistics of team meetings. This position will serve as the office liaison for either Fargo or Lincoln. This position will provide administrative support to the Vice President and be responsible for board meeting logistics and travel receipts.

This position is on-site based at either Fargo, ND or Lincoln NE.

$64,000 $68,000 / year

Essential Functions

• Serve as the office financial point of contact for the Audubon Great Plains program.
• Supervise operating expense account with accounts payable responsibility and submit reimbursement requests in a timely manner.
• Ensure bills are paid on a timely basis and that invoices are coded correctly with sufficient documentation in Audubon's Online Invoice System to reflect the type of expense, the nature of the work, and the grant or funding source (as necessary).
• Report any errors to headquarters and follow up to make sure the issue is resolved.
• Assist in sending invoices and tracking receivables.
• Maintain and ensure receipts for purchasing card activity are organized, received and approved for all items in Audubon's PCR system.
• Process all income received, including reimbursements and cash gifts, and submit deposits to National Audubon Society with appropriate paperwork.
• Maintain internal revenue/expenses tracking to aid in project outcomes.
• Maintain agreements with and process check requisitions for payment to independent contractors.
• Assist with financial reports and other reports as may be required throughout the year.
• Prepare and distribute internal communications regarding budget, financial and grant administration.
• Support event logistics and registrations within Audubon Great Plains.
• Provide operational support for the Great Plains Working Lands Program.
• Assist in managing documentation, contract completion, and process payments of landowner payment requests for Audubon working lands programs.
• Prepare and transmit invoices to lessees, and small foundations.
• Assist National Grants Specialist with preparing invoices and payment requests for large foundation and government grants.
• Assist with the mail or electronic submission of proposals, reports and correspondence as needed.
• Assist in preparation of annual budget as requested by the Vice President.
• Manage all office contracts in compliance with Audubon policy, coordinate the processing of contracts with the National Finance Contracts Administrator. Assist program staff with drafting contracts based on standard Audubon terms and conditions.
• Manage logistics of Audubon Great Plains board meetings and other key meetings, including dissemination of materials, securing and managing locations and refreshments, etc.
• Provide administrative support to Vice President including but not limited to scheduling, travel, expenses, correspondence, etc.
• Manage gift receipt and processing function to ensure excellent service to Audubon Great Plains donors and provide support to development staff as needed.
• Update donor records in Salesforce (our donor database), including donor contact/activity notes, contact information and preferences, and other donor information as requested.
• Inventory and order office supplies.
• Manage the organization of the office and handle building/maintenance issues as they arise. Coordinate schedules to cover building hours.
• Serve as point of contact for office vendors and other regional staff colleagues.
• Assist with new employee onboarding.
• Provide clerical support, sort incoming and prepare outgoing mail; answer the office phone.
• Assist with events such as donor cultivation events.
• Support a culture of philanthropy, including public funding efforts.
• Collaborate with colleagues across the Americas including through joint planning and execution of shared priorities.
• Maintains and fosters culture of safety.
• Other related duties as requested.

Qualifications and Experience

• Bachelor's degree in related field and at least five years' experience in operations, logistics, program management, or similar setting. A combination of education and experience will also be considered.
• Five years' experience in an office administration role.
• Demonstrated knowledge of financial systems.
• Experience in bookkeeping/AR/AP.
• Commitment to Audubon's organizational values of care, collaboration, change, integrity, impact, and innovation.
• Experience fostering inclusive and collaborative work environments is valued.
• Experience working with confidential financial information a plus.
• Experience in contract preparation a plus.
• Proven ability to track and move tasks/projects to completion including completing reports, meeting deadlines, and meeting budgets.
• Proficiency in Microsoft Office products, including Outlook, Word and Excel. Ability to learn new software.
• Exceptional organizational ability and attention to detail.
• Ability to work independently with limited supervision, as well as part of a team.
• Self-motivated, dedicated to accomplishing tasks.
• Must possess critical thinking skills and be able to take initiative and solve problems.
• Excellent customer service and communication skills.
• Ability and willingness to travel as job demands. Limited overnight travel required.
• Ability to exercise discretion and maintain strict confidentiality.

This position is represented by the Communication Workers of America (CWA).

National Audubon Society Competencies: This role will also be accountable to apply and develop the following competencies.

Fostering Relationships: Build trust, mutual respect, and understanding through regular and genuine interactions while promoting a positive and inclusive environment.

Analytical Thinking: Recognize and value diverse perspectives and experiences in data analysis to foster a more comprehensive and equitable approach to problem-solving.

Creativity and Innovation: Leverage creativity and imagination to generate new insights and solutions while embracing diverse ideas and approaches that foster innovation.

Facilitating Change: Work with others to explore innovative approaches to problem-solving while promoting inclusivity, equity, accessibility, and belonging in the change process.

Team Leadership: Communicate vision and engage others or the team to solve problems while valuing diverse perspectives and fostering inclusivity.

EEO Statement

We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic outlined by federal, state, or local laws. We are committed to providing an inclusive and accessible hiring process for all candidates.

Accessibility Statement

The National Audubon Society endeavors to keep our careers site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.