WAFCA Job Opportunity - Operations Manager

[posted 12.14.21]

WAFCA has an excellent opportunity for an experienced professional to join a small, value-driven, hard-working team based in Madison, and operating in a flexible, hybrid environment. WAFCA advances public policy, best practice, and partnerships that support our member agencies in pursuing their missions to improve the lives of children and families. WAFCA is a non-profit, statewide membership organization providing lobbying, advocacy, information, education, and training for the human services and behavioral health sectors. 

About the Role 

The Operations Manager is a full-time (0.8) position that plays a central role in the oversight and management of WAFCA’s daily operations, administrative and reporting procedures, and event coordination. Additionally, the Operations Manager aids with member services to support the growth, financial stability, and operating efficiency of the association while guaranteeing the highest level of support for WAFCA member agencies. The ideal candidate will be a team player skilled in planning and achieving results, with an eye for detail, and a high level of engagement in managing the practical needs that keep our operations running smoothly. 

RESPONSIBILITIES: In order to foster a supportive environment with prioritization of healthy work-life balance, WAFCA offers substantial onboarding with a gradual, supervised increase in responsibility and regular check-in opportunities. Throughout the course of a year, the Office Manager will engage in the complete list of activities below—first with ample support and eventually independently. Some responsibilities will be carried out daily, and some may arise only a few times a year.  

Office Management & Bookkeeping (40%) Oversee the daily operations of the association, keep our team organized, and deliver friendly, timely customer service. 

  • Manage relationships with contracted service providers to support agency technology, accounting, insurance, and payroll functions. 

  • Maintain central tracking system for contract and regulatory compliance and direct team regarding deadlines and emerging priorities. 

  • In collaboration with contracted accounting firm, manage day-to-day bookkeeping functions including invoicing, issuing payments, credit card and bank account reconciliations, online payment tracking, and generating financial reports. 

  • Field member needs/requests coming into the agency; direct member inquiries to appropriate team member and ensure timely response. 

  • Manage membership database and key contact relationships with member agencies 

  • Maintain and update website, including tracking website activity. 

  • Support continuing education program, including registration payment monitoring. 

  • Provide general support/assistance to WAFCA team. 

Event Coordination (40%) Play a leading role in organization, execution, and evaluation of our training and member events. 

  • In collaboration with WAFCA team, manage planning deadlines, logistics and evaluations for all formal agency events, to include: 

  • Meeting space identification, reservation, contracting, and catering arrangements. 

  • Support event advertising and registration. 

  • Soliciting event sponsors and coordinating exhibitor logistics. 

  • Coordinating with WAFCA staff to establish event-specific task assignments/due dates. 

  • Purchasing and/or preparing materials needed. 

  • For select events, providing on-site hospitality/coordination with facilities. 

  • Preparing, analyzing, and reporting evaluation results and issuing certificates. 

Formal agency events include: quarterly board meetings; monthly online and/or in-person continuing education offerings; regular online communities of practice; the annual School Mental Health Summit; and three annual WAFCA member conferences. 

Project/Grant Support (20%) Use organizing strengths to keep projects on schedule and in alignment with grant commitments  

  • Assist with project-related tasks generated through contracts, including maintaining communication contact lists, designing and disseminating e-communications, assisting with grant reporting and generating invoices. 

 

CORE COMPETENCIES 

The Operations Manager must be experienced in handling a wide range of administrative and executive support related tasks, be able to work independently, and enjoy delivering a high level of customer service to a diverse group of professionals while managing collaborative relationships with a range of vendors. 

The following skills and attributes are key to success in the position and are assessed and reviewed on an ongoing basis: 

  • Interpersonal skills: Treats others with courtesy, sensitivity and respect; receptive to feedback. 

  • Team player: Manages the overall effective operations of the agency; displays a cooperative attitude and readiness to jump in and do what’s needed. 

  • Detail oriented: Capable of tracking project initiatives, guiding team assignments, and directing priorities.  

  • Flexible: Adapts to new information; open to taking on new tasks and reprioritizing work. 

  • Member service: Responds to the needs of members and valued stakeholders; delivers high-quality services. 

  • Judgement and decision-making: Makes sound and timely decisions. Realistically weighs and evaluates information, selects decision alternatives to meet objectives, and is accountable for results. 

  • Initiative: Generates ideas and initiates action to seek information needed to solve problems and complete responsibilities. 

Qualifications 

  • Demonstrated success working with a team and delivering quality customer service. 

  • Strong written and oral communication skills. 

  • Excellent computer skills, including: a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; utilization of various technology platforms including Microsoft Teams and Zoom. 

  • Demonstrated success organizing day-to-day office operations, both in-office and remotely. 

Ideal candidates will also have: 

  • Experience with website updates and maintenance. 

  • Bookkeeping experience, including QuickBooks. 

  • Experience coordinating larger scale in-person and remote meetings/events. 

  • Effective use of process management tools to support organizational effectiveness and efficiency. 

Compensation 

Starting at $20/hour and commensurate with experience. Health, dental and life insurance, retirement, parking, and other benefits. 

Location & Schedule 

Office location in downtown Madison; operating in a hybrid work environment. Flexible hours. 

Travel 

Some in-state travel and possible limited out-of-state travel. Valid driver’s license required. 

Physical Requirements 

The ability to lift up to 25 pounds on occasion and utilize carts for hauling materials. 

How to Apply 

Please submit a cover letter and resume to [email protected] by January 14, 2022.  

WAFCA is an Equal Opportunity Employer