Position: Operations Manager
Full-Time Equivalency: 1.0
Reports to: Executive Director
We engage individuals and organizations in local and statewide collaborations to strengthen the effectiveness of sexual violence education, prevention, and response in Utah. UCASA started in 1996 when people from across the state came together to end sexual assault. We began a partnership with state agencies and service providers that lasts to this day. Together, we support survivors and work to prevent sexual assault in all forms. UCASA is growing! Over the past couple of years, UCASA has faced significant challenges and is in the process of reimagining our work and our organization. This is an exciting time to be a part of this organization, to be on the ground as we work toward the next amazing chapter of our organization. If you excel in a busy, dynamic, and transitioning environment, this could be the place for you!
Provide program support to UCASA’s programs. Responsible for confidential and time-sensitive material. This position will also assist the Executive Staff in managing our day-to-day accounting and finance requirements. The ideal candidate for this position is a skilled multi-tasker is reliable and is committed to consistently meeting deadlines. Monitor compliance, and prepare, as needed, reports and expenditures on all federal and State grant programs.
Essential Job functions
- Monitor and approve agency income and expenditures, maintaining accurate documentation of all transactions.
- Monitor bill pay and monthly expenses, employee payroll, and other business operational costs and compile monthly draw down to submit to grant funders. ● Manage Human Resources and Personnel files and assist Executive Director and Assistant Director in disciplinary action when necessary
- Manage company passwords and login information
- Track donated hours, services, equipment, supplies, and other materials as needed to include in annual and quarterly grant reporting
- Assist Executive Director in monthly board meeting preparation and facilitation
- Assist team in the management of the statewide SANE database
- Track SANE Program hours
- Remit payments to individual programs
- Answer incoming calls and assume other office duties when needed
- Provide callers with information such as company address, directions to company, fax numbers, company website, and other related information
- Receive, sort, and forward incoming mail
- Assist in the ordering, receiving, stocking, and distribution of office supplies ● Coordinate the repairs and maintenance of office equipment, including copier, fax machines, computers, printers, etc.
- Attend and participate in regularly scheduled management, team, and staff meetings. ● Manage conference room reservations and organize all aspects for meetings ● Type correspondence and reports; edit and update various spreadsheets ● Maintain confidential records and files
- Balance and maintain accurate ledgers
- Match purchase orders with invoice
- Monitor office expenses and tally and enter cash receipts
- Receive, document, and facilitate staff and contract reimbursement requests ● Provide vital assistance to program managers and staff through a variety of tasks related to organization, communication and programmatic objectives.
- Monitor project schedules and budgets, prepare progress reports, and liaise with key stakeholders.
- Log, manage and analyze information on the progress of programs using Excel and other databases.
- Manage website and social media properties.
- Support agency volunteer staff and interns.
- Perform other related duties as required
Competencies & Essential Skills:
- Problem Solving/Analytical Thinker: Ability to solve and analyze problems effectively and efficiently.
- Communication/Interpersonal Skills: Ability to provide exceptional customer service to supporters, partners, board members and co-workers. Exceptional communication skills and ability to respond to difficult situations.
- Time Management: Ability to multitask and work efficiently within close time constraints. Ability to work under pressure and in a stressful environment.
- Business Knowledge: Ability to master the components of a state-wide coalition and partner organizations. Knowledge and understanding of Sexual Assault.
- Organization: Strong organizational skills and ability to prioritize efficiently and meet deadlines.
- Judgment and Decision Making: Ability to exercise initiative, sound judgment, and problem-solving techniques in the decision-making process.
- Technology/Tools: Ability to use various computer systems and applications, including proficiency in online and electronic communication strategies.
- Compliance: Demonstrates commitment to UCASA’s mission and philosophy. Adhere to UCASA’s policies and is committed to acting legally and ethically within the scope of the work.
Ideal candidates will have the following:
- Knowledge QuickBooks
- Familiarity with forensics, crime lab procedures, emergency medical terminology and procedures, victim advocacy, and victim service agencies.
- Knowledge and experience in administrative and/or non-profit operations, programs, policies and protocols.
- Knowledge of basic budgeting and bookkeeping.
- Experience managing volunteers and/or interns
- Spanish fluency
- Welcoming & inclusive personality
- Comprehensive knowledge of direct victim services and the agencies involved with violence against women and sexual violence issues from a feminist perspective.
Minimum qualifications include a combined 5 or more years of education and experience:
● Bachelor’s degree from an accredited college or university in women’s studies, political science, public policy, communications, criminal justice, social work...or another closely related field plus 1-2 years experience in administrative assisting, office management, bookkeeping or other related fields.
- Associate's degree from an accredited college plus 3 or more years of experience. ● High school diploma plus 5-7 years of relevant demonstrated experience (listed above) ● An understanding of and agreement with UCASA’s mission, values, and philosophy regarding the elimination of sexual violence, empowerment of victim/survivors, commitment to anti-oppression work and social justice.
- Understanding and commitment to issues of cultural diversity and anti-racism. ● Ability to work scheduled hours on a regular basis, some weekends and evenings required.
- Visionary, enthusiastic, and invested in fulfilling the obligations of the position. Actively participates in the co-inspiration and co-creation of projects while providing momentum. ● Proficiency with general office duties, computer systems and technology, including
website development and maintenance.
- Excellent writing, interpersonal communication, and public speaking skills. ● Demonstrated ability to work independently, manage time, evaluate progress, and adjust activities to complete projects within the established timeframe.
- Demonstrated experience functioning within multidisciplinary settings. ● Skilled in establishing effective working relationships.
- Ability to collaborate and invite collaboration.
- Able to demonstrate skills in effective communication, conflict resolution, and problem-solving.
- Ability to travel statewide, a valid Utah driver’s license, access to an automobile, and valid auto insurance are required.
UCASA is an Equal Opportunity Employer (EOE). If you need assistance or accommodation during the application process due to disability, it is available upon request. No applicant will be penalized as a result of such a request.
To Apply, send a cover letter and resume to [email protected]