Operations Manager

Boston, MA, United States

Massachusetts Advocates Standing Strong (MASS)

Job Description Massachusetts Advocates Standing Strong (MASS) is a statewide self-advocacy organization that supports, nurtures, and promotes self-advocacy in youth and adults with intellectual and developmental disabilities. Our mission is to empower self-advocates, people with intellectual and developmental disabilities, through education to make choices that improve and enrich lives.

We are currently hiring an Operations Manager to join our team. In this role, you will assist with the coordination and oversight of the organization's bookkeeping and programmatic operations. You will be involved in overseeing project level activities, tracking and invoicing for key initiatives, as well as creating annual project plans and budget drafts. You will interact with MASS constituents, participants, Board members and staff throughout the state of Massachusetts. This work is done both virtually as well as in-person at the MASS office, annual event locations, forums, and trainings. The right candidate is comfortable meeting people where they are at, and communicates effectively both in-person, online, and through writing.

This is a great opportunity for someone motivated by mission driven work, specifically in the field of disability advocacy. Having experience working with people with intellectual and developmental disabilities is a plus.

Strong candidates for this role are organized, deadline oriented, and able to balance competing projects and priorities with ease. We are looking for someone with at least 2-4 years experience with project management and office administration, including supervision, reporting, payroll processing, Quickbooks management, and invoicing. Additional experience with tools such as Excel, Google Suite, Constant Contact, Squarespace, and Zoom is preferred.

The person filling this role must be comfortable supporting the supervision of 5 full-time and part-time staff members, including people with, and without, disabilities.

An ideal candidate is someone that knows their way around Excel and is comfortable creating and updating work plans, setting agendas, and running team meetings. A successful candidate has a strong attention to detail, stays on top of project priorities, and ensures deadlines are met in an efficient manner.

Compensation

This is a full-time exempt position for 40 hours per week. Salary range is $55,000 - $65,000 a year depending on experience, plus a $2000 bonus after the completion of 12 months of successful employment. The organization does not offer health insurance; employees working 30 or more hours a week receive a prorated monthly stipend of $100 to $135.

Work Hours and Location

This position requires someone that is available to work Monday through Friday from 9:00 AM to 5:00 PM, for a minimum of 2 to 3 days per week in-person at the MASS office (located at 200 Portland St., Boston, MA), with the remaining days to be worked remotely from your home office, or other predetermined offsite location as required for statewide projects. The position requires someone that is available to flex their schedule two to three times per quarter, to support and attend annual events of the organization and our partners.

Some of your duties and responsibilities will include:

Project Management

Coordinating and managing new and existing contracts and generating summary narrative reports in collaboration with other team members.

Creating and maintaining Gantt charts to drive project goals and ensuring compliance with contract and grant deliverables in partnership with other team members and direct reports.

Coordinating day to day activities of projects: setting up excel tracking systems, organizing meetings, conferences, forums, and other special events.

In partnership with team leads assist with tracking all work, task and project assignments via Google Calendar, Google Team/Shared Drives, and other shared project tools in Google Suite or relevant platform.

Preparing reports for management regarding status of projects, trainings, and development initiatives. Monitoring progress and initiating corrective action as necessary.

Support annual event planning logistics and coordination, such as the Annual Self-Advocacy conference and other regional events.

Communications Overseeing email and social media communication efforts with part-time staff (such as the Self-Advocate Content Expert, and a part-time Outreach & Events Coordinator)

Help manage the creation of project plans for both short term and long term campaigns that align with the organization's contracted goals and strategic priorities.

Support internal team communications about relevant procedures, timelines, and deliverables in partnership with other team leads.

Finance Overseeing, supervising, and authorizing bi-weekly payroll processing with other MASS staff and outside consultants.

Processing all expenses in partnership with the Admin Assistant.

Generating invoices in Excel and Quickbooks and billing contracts.

Preparing budgets, reports, projections, executing new contracts, and supporting the preparation of other pertinent financial documents.

Human Resources

Overseeing new hire/onboarding process for new employees, including posting jobs, and coordinating interviews in partnership with the Admin Assistant and outside contractors.

Maintaining detailed employee records and responding to records requests in partnership with the Admin Assistant.

Other Tasks Maintaining document control, database management, tracking project activities, and creating reports.

Other project and grant work as assigned by the Executive Director.

Qualifications: Bachelor's Degree.

Excel and Quickbooks or Quicken knowledge and experience are strongly preferred.

2-4 years experience in project management, operations, or office administration.

Experience coordinating multidisciplinary project teams.

Experience supervising multiple staff, projects, and initiatives.

Experience working with self-advocates and individuals with intellectual and developmental disabilities is a plus.

Strong organizational skills for working both independently and collaboratively.

Ability to foresee issues before they arise and resolve them smoothly.

Strong interpersonal skills to influence and guide solutions.

Demonstrated understanding of work flow processes and change management.

Desire to be in a workplace where you can make a difference in people's lives.

***Please note that applicants are required to submit both a cover letter and a resume when applying for this position.***

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