Girls on the Run Chicago: Business Operations Manager
hace 2 días
Chicago
Job DescriptionDescriptionOrganizational Summary: Girls on the Run Chicago is a local nonprofit organization that operates in agreement with Girls on the Run International and is dedicated to creating a world where every girl knows and activates her limitless potential and is free to boldly pursue her dreams. We inspire girls in 3rd–8th grade to be joyful, healthy, and confident using a fun, experience-based curriculum which creatively integrates running. Position Summary: The Business Operations Manager serves as a key operational leader for Girls on the Run Chicago (GOTRC), ensuring the organization’s core business functions run efficiently, accurately, and in alignment with financial, legal, and administrative requirements. This role owns the day-to-day infrastructure of the organization, spanning finance coordination, compliance, office operations, and technology systems. Working in close partnership with the Executive Director and cross-functional team members, the Business Operations Manager connects and supports essential processes across the organization, including HR administration, payroll coordination, and program operations. This individual plays a critical role in maintaining strong systems, enabling staff to focus on delivering high-quality programming and advancing GOTR Chicago’s mission. This role manages sensitive financial and personnel information and requires a high level of discretion, professionalism, and attention to detail. Key Responsibilities:Financial Operations & Vendor Coordination • Serve as the primary liaison to the third-party financial services firm (Abilene) for recurring workflows, reporting, and audits, • Coordinate month-end close activities and ensure timely, accurate financial reporting, • Maintain the deposit log; prepare and deposit checks in coordination with the Development Manager to ensure accuracy, • Partner with the Impact Team to support financial reporting for government grants, ensuring accurate documentation and compliance, • Maintain compliance with fiscal policies and procedures, • Track invoices, vendor payments, and expenses in partnership with Abilene; maintain organized and accurate financial records, • Support annual budgeting and financial planning in partnership with the Executive DirectorCompliance, Licensing & Organizational Records, • Maintain federal, state, and local business registrations, licenses, and required filings, • Oversee insurance policies, ensure compliance, and manage requests for certificates of insurance, • Manage document retention practices, including secure storage, organization, and destruction of records as appropriate, • Ensure operational compliance with HQ requirements and support required reportingOffice & Administrative Operations, • Serve as the primary liaison with our third-party co-working provider (WorkBox); manage office logistics, including lease coordination and renewals, • Manage office supplies and administrative procurement, • Oversee vendor contracts and relationships related to office operations, • Lead logistics for internal and external meetings, including staff and Board meetings and retreats, • Maintain physical and digital filing systems, ensuring records are organized, accessible, and up to dateTechnology & Systems Management, • Serve as the primary contact for our third-party IT vendor (BILD Group); coordinate staff tech support and training, • Manage procurement, setup, and inventory of staff technology devices, • Maintain administrative oversight of key systems, including access coordination for platforms such as Salesforce and QuickBooks, • Support the implementation, training, and maintenance of technology policies and best practicesPayroll & HR Systems Support, • Partner with the Executive Director to support payroll processing through the PEO (Ripping); ensure documentation is accurate and submitted on time, • Maintain employee records and documentation with a high level of confidentiality, • Lead administrative processes for benefits enrollment in coordination with the Executive Director, including required reporting to providers, • Support onboarding and offboarding processes in partnership with hiring managers, ensuring documentation, system updates, and consistency across processes, • Monitor PEO compliance alerts to ensure adherence to federal and state labor laws, • Coordinate with external HR and benefits partners to address compliance requirements, benefits administration, and employee inquiries Program Inventory & Storage • Develop and manage systems to track program inventory, leveraging volunteers where appropriate, • Oversee organization and maintenance of program storage units, • Support procurement, receipt, and distribution of program materialsSnack Card Program, • Manage procurement, tracking, and distribution of snack cards for program sites Registration Support, • Assist with registration-related administrative processes and communications, • Ensure timely availability of materials at program sites and maintain accurate records, • Operational Ownership & Systems Thinking: Demonstrates ability to build, manage, and improve operational systems across finance, compliance, HR administration, and program support functions., • Financial Coordination & Accuracy: Experience supporting financial operations such as month-end close, expense tracking, reporting, and coordination with external financial partners., • Compliance & Risk Awareness: Maintains strong attention to detail in managing licenses, insurance, documentation, and regulatory requirements., • Organization & Process Management: Highly organized with the ability to manage multiple workflows, maintain accurate records, and prioritize effectively across competing demands., • Vendor & Relationship Management: Builds and maintains effective working relationships with external vendors and internal stakeholders to ensure smooth operational execution., • Confidentiality & Professional Judgment: Handles sensitive financial and personnel information with discretion and professionalism., • Communication & Collaboration: Communicates clearly and partners effectively across teams, including leadership, program staff, and external partners.Required Experience:, • Financial Operations Coordination: Experience supporting month-end close, deposits, expense tracking, reporting, and liaison with external financial partners, • Confidentiality & Professionalism: Experience handling sensitive information with discretion and professionalism, • Operational & Administrative Expertise: Strong organizational skills, including vendor management, project coordination, document retention, and workflow managementPreferred Experience:, • Compliance Management: Experience maintaining licenses, insurance requirements, and audit-related documentation with strong attention to detail, • Flexible work arrangements and schedules to support work-life balance, • Generous paid time off, including:, • 18 days of PTO, • 19 paid holidays, • 3 floating holidays, • The week of Thanksgiving, • Time off between Christmas Eve and New Year’s Eve, • 3% automatic 401(k) employer contribution, • Health insurance, including medical, dental, and vision (75% employer-paid / 25% employee-paid), • 12 weeks of medical leave (in accordance with applicable laws and organizational policies), • $25,000 employer-sponsored life insurance policy, • $500 annual professional development reimbursement, • Partial reimbursement for internet and cellphone service, • Collaborative and mission-driven work environment with passionate colleagues and volunteers, • Opportunities to participate in and experience Girls on the Run programs and community events, • Recognition and appreciation programs that celebrate staff contributions and achievements