Operations Manager
7 days ago
Boston
Job Description Under the supervision of the Director of Operations and Strategic Initiatives, the Operations Manager plays a critical role in ensuring that MACA’s organizational infrastructure is strong, secure, and efficient. This is a high-accountability position that blends day-to-day operational oversight with executive-level administrative support. Working closely with MACA leadership, staff, contractors, and external partners, the Operations Manager builds and maintains reliable systems, strengthens internal controls, and ensures consistent follow-through so that the organization can focus on its mission of protecting children and supporting families. The office for this position is located at 11 Beacon Street in Boston, MA, however the position can be located anywhere within the state. Travel within the state, including once a week to the Boston office, is required. DUTIES AND RESPONSIBILITIES EXECUTIVE & ORGANIZATIONAL SUPPORT: • Provide proactive executive support to MACA leadership [Executive Director, Director of Grants and Finance and the Director of Operations and Strategic Initiatives], including complex calendar management, meeting preparation, correspondence drafting, and coordination of key internal timelines and deliverables., • Support HR and benefits administration coordination through MACA’s Professional Employer Organization (PEO), including onboarding logistics, record maintenance, and timeline tracking., • Prepare and organize meeting materials (agendas, notes, action items) and maintain follow-up systems to ensure decisions result in timely execution., • Coordinate day-to-day finance workflows, including invoice intake and routing, expense reimbursement processing, and receipt tracking., • Maintain audit-ready digital filing systems for financial documentation., • Document and maintain clear approval processes and internal control procedures to safeguard organizational resources., • Maintain and optimize MACA’s core operational platforms, including Google Workspace, cloud-based file storage systems, Zoom, CRM systems, payroll/benefits platforms, and financial tools, • Serve as the primary point of coordination with outsourced IT and other vendors, track requests through resolution., • Maintain vendor documentation, including contracts, renewals, and key contacts., • Maintain onboarding and off-boarding checklists for systems access, ensuring baseline security practices such as multi-factor authentication (MFA) wherever available., • Oversee essential office operations at 11 Beacon Street to ensure the workplace remains functional, welcoming, and prepared for staff, partners, and convenings., • Coordinate incoming and outgoing mail and general administrative workflows., • Track operational supplies and service needs; coordinate vendors and maintenance as needed., • Assist with special projects to strengthen operational maturity (e.g., drafting and updating SOPs, creating dashboards and trackers, improving documentation and file organization)., • Provide logistical support for occasional events, trainings, convenings, and partner meetings., • 3–5+ years of experience in nonprofit operations, executive support, office management, or comparable roles requiring independent judgment and high confidentiality., • Advanced proficiency in Microsoft Excel (including formulas, pivot tables, and data tracking) and strong working knowledge of Word and PowerPoint, Adobe Acrobat, Calendly, and poll software (SurveyMonkey, Microsoft Forms, etc.)., • Demonstrated ability to manage multiple priorities independently with accuracy, discretion, and strong follow-through., • Excellent written and verbal communication skills., • High level of professionalism, confidentiality, accountability, and sound judgment., • Experience coordinating with outsourced accounting/bookkeeping and/or IT vendors., • Experience supporting grant administration, reporting calendars, contract documentation, or reimbursement workflows., • Ability to document and improve processes [SOPs, checklists, templates] and drive operational consistency. Applicants who are interested in this position and who possess the minimum requirements should submit a letter of interest and resume electronically in PDF format to subject line: ATTN: Search Committee, Operations Manager. PLEASE NO CALLS to the office about this position Application deadline: March 9, 2026 by 5:00pm. Company DescriptionThe Massachusetts Children’s Alliance (MACA) is the statewide coalition of the Commonwealth’s twelve Children’s Advocacy Centers (CACs). CACs provide a coordinated, child-centered and trauma-informed response for children and families impacted by abuse helping them access comprehensive support, healing, and justice. MACA promotes proven interventions, delivers educational programming, advances legislative support, and mobilizes communities to have necessary conversations about child abuse. We can end child abuse. Together.The Massachusetts Children’s Alliance (MACA) is the statewide coalition of the Commonwealth’s twelve Children’s Advocacy Centers (CACs). CACs provide a coordinated, child-centered and trauma-informed response for children and families impacted by abuse helping them access comprehensive support, healing, and justice.\r\n\r\nMACA promotes proven interventions, delivers educational programming, advances legislative support, and mobilizes communities to have necessary conversations about child abuse.\r\n\r\nWe can end child abuse. Together.