Business Operations Specialist

About Beyond Literacy (BeLit)

BeLit is Philadelphia's leading adult literacy nonprofit. We pride ourselves on high quality service to over 1500 striving adults annually through cost-free educational services including English language learning, GED-prep, digital literacy, family literacy, and career preparation. Come join our staff and help us change lives through literacy!

Position Summary

Beyond Literacy seeks an experienced, results-driven Business Operations Specialist to oversee the maintenance and reliable operations of our systems, support the administrative needs of our senior leadership, and align our business administration strategy to departmental and organizational objectives.

The successful candidate will have a strong track record in executing a systems strategy according to business needs and objectives, as well as implementing and maintaining processes that enable employees to work efficiently, securely, and effectively across a variety of platforms. S/He will work closely with our finance and operations team and is tasked with proactively noticing and addressing business administrative and operations systems’ needs. S/He will play a crucial role in our mission by contributing to various HR initiatives, employee engagement programs and maintain HR and business administrative systems to ensure a seamless employee experience. The Business Operations Specialist will be a highly productive, detail-oriented, and organized individual who takes pride in their work and enjoys collaborating closely with a diverse, mission-driven team distributed across several sites.

This exempt, full time position reports to the Chief Operating Officer and supports the business administrative needs of the Chief Program and Impact Officer and Chief Executive Officer. This position is available on a hybrid basis with up to 3-4 days spent working onsite each week.

Essential Duties & Responsibilities

Business Management

• Serve as primary point of contact for all Human Resources administrative inquiries and provide outstanding support to new employees and all staff
• Management and support business administrative functions with a focus on functional areas including human resources, staff culture, financial compliance procedures, contracting and site infrastructure
• Organization and maintenance of staff human resource information and files
• Acquire and manage employee background checks and educational credentials
• Administrative support to the Accountant and Leadership Team as needed
• Support for completion of audit processes, business reports, procurement forms, insurance, and other required nonprofit business documentation
• Support BeLit leadership and staff in activities related to governance, accounting, and compliance
• Develop and maintain documentation, organizational procedures, policies, and governance documents in BeLit’s shared files; support the maintenance and organization of BeLit’s administrative shared drives and email system
• Collection of data for completion of funder and partner information requests.
• Other related duties as assigned

Systems Management        

• Manage our suite of business software applications that are used for payroll, accounting, performance management, recruiting and more.
• Review and evaluate systems needs across the organization and make recommendations for new or updated systems that meet business objectives.
• Respond to employee requests for assistance, triaging and/or coordinating with external IT support as needed. Optimize processes and lead process improvement.
• Lead team-wide trainings and create internal “how-to” process documentation and manuals
• Support systems needs as required by Pearson Vue testing activities
• Oversee and maintain systems administration and management of hardware inventory

Typical Knowledge, Skills, and Abilities

• Bachelor's degree in business administration, non-profit administration or other relevant fields, or equivalent work experience
• Minimum of 5 years of professional experience with 2+ years of relevant experience in nonprofit operations or managing enterprise systems and technology architecture
• Outstanding attention to detail and organizational skills, with the ability to prioritize and handle simultaneous assignments while adapting to changing deadlines, personalities, priorities, and workflow with success and accuracy
• Experience managing organizational risk assessment and management, and responding to incidents
• Working knowledge of nonprofit operations and software systems to support programs and fundraising. Handle confidential information appropriately
• Comfortably use online communications, productivity, and business management tools, including Zoom, Office 365, advanced spreadsheets and Adobe Acrobat Pro
• Work with staff and contracted consultants including auditors, and provide friendly, prompt and clear communication with attention to deadlines
• Experience working directly with end users and translating technical requirements for non-technical stakeholders
• Ability to think critically and solve problems 
• Ability to work independently and as part of a team with minimal supervision and proactively offer solutions   
• Excellent interpersonal and communication (written and oral) skills
• Fluency in written and spoken English
• Thrive in a fast paced, learning environment
• Demonstrated commitment to diversity, equity, and inclusion and BeLit’s values
• Perform other related job duties as assigned

BeLit's comprehensive benefits package includes the following:

Generous Paid Time Off (PTO) bank

• Paid Holidays including all days between 12/24-1/1
• Choice of 3 Independence Blue Cross Health insurance plans (individual base policy monthly cost is 100% employer-paid) as well as optional dental and vision policies (monthly costs are 100% employer-paid for individuals)
• Flexible Savings Accounts for medical and dependent care expenses 
• Employer-paid life, disability and accident insurance; additional voluntary life insurance available, including dependent coverage
• Employee Assistance Program (100% employer-paid for individuals)
•  Up to 80 hours of paid new parent leave following the birth, adoption, or placement of a child for foster care
•  401K with quarterly employer contributions (no match required)