Operations Manager
4 days ago
Saint Paul
Job DescriptionSalary: 70,000 Who We Are The Minnesota Coalition Against Sexual Assault (MNCASA) provides leadership and resources for sexual assault programs and allies to prevent sexual violence while promoting a comprehensive, socially just response for all victim/survivors. We support, convene, and collaborate with sexual assault programs, advocates, prosecutors, law enforcement officers, and nursing programs to promote a more victim-centered response to sexual violence, and increase effective criminal justice. MNCASA provides: • Victim and Survivor Supportby helping partner programs and medical personnel, law enforcement, and legal and social service providers deliver state of the art victim advocacy and support., • Prevention Supportby developing the capacity of partner programs and others to design and implement effective community-level primary prevention strategies., • Policy Reformsthrough public policy education and advocacy., • Systems Changeby developing capacity in medical, criminal justice, social service, and judicial systems to incorporate a coordinated and victim-centered approach into their responses. To learn more about what we do, visit mncasa.org. About the Role In this role, you will be responsible for the core operational systems that keep MNCASA running smoothly. Youll lead office operations, facilities coordination, and procurementserving as the primary point of contact with building management and key vendors, and ensuring staff have the space, equipment, and systems they need to do their work. You will also play a central role in MNCASAs financial administration by coordinating closely with external accounting vendors. This includes managing bills, deposits, invoices, receipts, and documentation; supporting grant billing and financial reporting timelines; and assisting with budget development, revisions, and grant applications in partnership with the Executive Director and program leadership. Who You Are You are a dependable, detail-oriented operations professional who enjoys keeping systems organized and work moving forward. Youre comfortable balancing multiple priorities, following through on details, and building processes that help teams stay on track. You communicate clearly, work well with staff and vendors, and handle sensitive information with care. You bring a strong commitment to equity, inclusion, and survivor-centered values, and you understand how solid internal operations support meaningful mission impact. You bring most of the following: • 5+ years of experience in operations, project management, administrative leadership, or comparable work (nonprofit experience strongly preferred)., • Experience supporting financial management tasks, including budgets, expense tracking, allocations, invoicing, and audit preparation., • Experience supporting grant administration, including budget development, compliance processes, and documentation. Preference given to those with experience with federal and state crime victims grants., • Comfort coordinating vendors and contractors (e.g., IT, HR, accounting) and keeping deliverables moving., • Strong organizational and project management skills, with the ability to manage multiple deadlines and details., • Excellent written and verbal communication skills and high attention to accuracy., • Ability to build and improve systems, processes, and tools that support staff and organizational efficiency., • Experience with grant platforms such as; JustGrants, Grants.gov, eGrants, ASAP, PMS, Intelligrants, • Proficiency with accounting software (e.g., QuickBooks) and Microsoft Excel, • Strong organizational skills and attention to detail, • Ability to work collaboratively with multiple stakeholders, • A commitment to equity, access, and supporting an inclusive workplace We dont expect one person to check every box. If you meet many of the qualifications and are excited about this role, we encourage you to apply, even if youre not sure you meet every single one. We value lived experience, transferable skills, and a willingness to grow. What Youll Do Office Operations, Facilities, and Procurement - 40% • Keep internal operations running smoothly, ensuring timely follow-through on organizational needs., • Serve as MNCASAs primary point of contact with building management, coordinating maintenance, access, security, repairs, and other facility needs., • Manage procurement and office supply systems, including ordering, tracking, and maintaining equipment and shared resources., • Coordinate vendors and service providers (e.g., IT, office services, utilities, insurance, subscriptions), including scheduling, follow-up, and documentation., • Maintain organized records for vendor contracts, renewals, and key operational documentation., • Maintain organizational contract files, including executed agreements, renewal dates, and key documentation., • Assist the Executive Director with staff onboarding, including coordinating start-date logistics, preparing onboarding materials, setting up systems access, and ensuring required paperwork is completed and filed., • Identify opportunities to strengthen internal systems and workflows that improve efficiency and support staff success. Financial Administration & Accounting Vendor Coordination 40% • Serve as one of MNCASAs primary contacts with external finance vendors to support accurate, timely financial processing., • Process deposits and ensure documentation is complete and filed appropriately., • Submit invoices to Accounts Payable for processing, including tracking status and follow-up as needed., • Manage and organize bills, receipts, invoices, and supporting documentation; ensure materials are complete and submitted on schedule., • Assist with invoicing by gathering required documentation, coordinating internal approvals, and communicating with finance contractors., • Work with external contractors to ensure grant billing is completed accurately and on time by tracking documentation needs, gathering receipts and back-up materials, routing approvals, submitting billing packets, and following up on outstanding items., • Assist MNCASAs Finance Team with the monthly close process, including gathering materials, responding to requests, and maintaining accurate, accessible financial files., • Prepare documents and supporting information for the annual financial audit and, when applicable, the single audit. Grants & Budget Development 15% • Assist with grant applications, including preparation of required documents and coordination of submission materials., • Support the development of grant budgets and budget revisions in partnership with the Executive Director and program leadership., • Create monthly allocation plans for staff time and salary across the organization to support accurate grant and program budgeting., • Work in partnership with the Executive Director to develop, refine, and implement organizational budgets, monitor adherence, and contribute to the draft annual budget for board approval. Support Organization-wide Efforts (5%) Including, but not limited to: • Help plan and coordinate member-focused events like Action Day, SAAM activities, Regional Meetings, Annual Meeting, AWARE, our Annual Symposium, and other related connection and learning opportunities, • Participate in equity, accessibility, and process improvement efforts across departments, • Take on additional duties that help the organization grow and serve the field MNCASA staff are encouraged to identify other projects to engage in beyond those outlined in the core responsibilities, and team members may be asked to participate in collaborative activities with colleagues across departments Work Environment & Schedule MNCASA offers a hybrid work environment designed to support collaboration, flexibility, and sustainability. • For staff living within 50 miles of our Saint Paul office, the standard schedule includes three in-office days and two remote days each week. For staff living outside of this radius, this does not apply., • We aim to align our in-office time to prioritize team collaboration, wellness practices, and connection, not just desk time., • Our office is in a shared, professional office building with standard office furniture, equipment, and amenities. Most duties are performed in a seated, desk-based setting, with frequent computer and phone use. This role includes occasional in-state travel to support events such as the Annual Symposium and Regional Meetings, or to take part in professional development opportunities. This typically occurs 13 times per year, with advance notice and full logistical support provided. Supervision This position has no supervisory duties. Compensation and Benefits The salary for this position is $70,000 annually (exempt), depending on experience. For internal candidates, final salary is also informed by organizational seniority and equity within the current pay structure. MNCASA offers a competitive and comprehensive benefits package designed to support employee well-being and sustainability: • Paid Time Off: Starting at 5 weeks of PTO annually, plus 9 paid holidays, year-end break, paid employee volunteer time, • Health Coverage: Employer covers 100% of health insurance premiums for employees; 100% of dental premiums for employees; vision insurance available, • Health Accounts: Employer contributes $600 annually to a Health Savings Account (HSA); Flexible Spending Account (FSA) options available, • Insurance: Employer-paid life, AD&D, short- and long-term disability insurance; optional additional life coverage available, • Retirement: 3% employer contribution with immediate vesting
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