Operations Manager

Position Summary:

The Operations Manager provides technical and operational infrastructure including office management and multiple office operations for all six chapters in Texas (Region 7). This key role is responsible for high-level administrative support, and volunteer management/ onboarding primarily for the Dallas & Northeast Texas Chapter.

Do you enjoy being a lead team member for office operations and providing support to the Executive Director? Then this role may be for you!

You will leverage your experience as a skilled operations/administrative professional to work collaboratively and provide exceptional support to both internal staff and external stakeholders.

This position is based in Dallas, TX and reports to the Region Vice President/Executive Director.

Responsibilities

• Oversees front desk operations and real estate transitions to include: maintenance, mail, shipping, ordering supplies, equipment, IT, and invoices. Manage relationships with vendors, service providers, and the landlord, ensuring that all items are invoiced and paid timely.
• Answers phones and assist with walk-in constituents.
• Prepares weekly donor letters and schedules outreach meetings or calls to various supporters on behalf of the Executive Director and Development lead.
• Assists with new employee and Board onboarding.
• Works with the Development leads for each chapter to code deposits for Region 7. Processes mail and makes deposits for the Dallas & Northeast Texas Chapter.
• Leads contract management for office copiers, postal machines, leased equipment, repair/maintenance, internet providers, payment of vendors, consultants and independent contractors.
• Facilities - Office and maintenance budget, vendor management, repair of office space, safety and security of all offices, and security of alarm system calls.
• Reviews and improves processes and increases operational efficiencies.
• Plans and hosts chapter-wide events and retreats.
• Assists with the annual budgeting process.
• Provides administrative support to Region Vice President and Chapter Executive Directors.
• Communicates directly, and on behalf of the Region Vice President and leadership with board members, donors, staff, and others, on matters of significance as assigned.
• Provides essential support for achieving the goals of the strategic plan for the chapter.
• Manages an extremely active calendar of appointments, travel arrangements, expense reports, chapter and community meeting planning and logistics.
• Handles and maintains confidential documents and correspondence.
• Arranges conference calls and prepares meeting presentations including agendas, compiles documents and presentations and at times catering. Attends departmental and other meetings as necessary.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those sensitive or confidential.
• Keeps Regional Vice President and executive staff well informed of upcoming commitments and responsibilities.
• Manages a variety of special projects, some of which may have an organizational impact.
• Prioritizes conflicting needs, handles matters expeditiously, and proactively to conclusion often with deadline pressures.
• Fiscal responsibility/Budget and Finance: works with the finance team, ensures timely invoice payments, accounts receivable of operations, manage budget, support of WorkDay expense reporting.
• Region-wide logistical and Home Office coordination/support- coordinates regional meetings, IT, legal, HR.
• Emergency preparedness and compliance- ensures that procedures are current, lead annual compliance training evacuation and emergency preparedness.
• Operational policy improvement - improves, analyzes, and updates policies and procedures to enhance efficiency.
• Manages special projects as requested including providing administrative support for the annual Board/Staff Retreat, donor parlors, research events, and other events in Texas.
• Serve as the Executive Directors administrative liaison to the Board of Directors.
• Provides leadership support to Board including strategic communications regionally between executives, volunteers and partners, leadership development, board partnership, committee, and event logistics leadership, meeting facilitation and support.
• Maintains discretion and confidentiality in relationships with all Board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Manages and onboards volunteers for the Dallas & Northeast Texas Chapter to include: overall, onboarding, database management, volunteer inquiries, screenings, training calendars and necessary documentation.
• Serves as a super-user for the chapter's Personify and Program Volunteer Community (PVC) databases, pulling mailing lists and reports as needed for the chapter.
• Manages annual chapter-wide volunteer recognition event.
• Assists the Development Team with event day volunteer recruitment and support.
• Provides administrative and coordination support as needed for communications projects including updating the website, organizing and coordinating information for e-newsletters and sharing monthly Care and Support education calendar with constituents and community partners.
• This job description is not all-inclusive.

Qualifications

• Associate's degree or equivalent experience required.
• Two years or more of experience as an administrative assistant, office manager, or similar is required.

Knowledge, Skills and Abilities

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and competing demands seamlessly with excellent attention to detail.
• Superior business, written, and oral communication skills with the ability to articulate and relay complex issues in a user-friendly manner.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Proven ability to handle confidential information with discretion.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to work independently and only under general supervision.
• Original and independent thinking in creating efficiency of methods, procedures, or ideas.
• Foster a positive relationship between the chapter and volunteers.
• Ability to write, create reports and compose correspondence for executive signature.
• Proficient in Word, Excel and PowerPoint.
• Ability to work in diverse communities and demonstrate inclusion.
• Ability to occasionally lift 20 lbs.
• Ability to travel occasionally throughout the Regional territory.
• Ability to drive to run errands, purchase supplies, pick up orders, etc.
• Must possess a valid driver's license, access to a reliable vehicle, clean driving record, and proof of automobile insurance.
• Proactive work ethic and drive to meet goals.
• Work effectively with volunteers, staff, external contacts, and diverse populations.

Title: Operations Manager

Position Location: Dallas, TX

Full time or Part time: Full time

Position Grade & Compensation: Grade 205

The Alzheimers Association's good faith expectation for the salary range for this role is between $50,700 - 64,600.

Reports To: Region Vice President

Who We Are:

The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimers and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer's Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research - our investments today will lead to breakthroughs tomorrow.

At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why weve been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimers Association, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer's and dementia.

The Alzheimer's Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.

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