Details: Full-time equivalent salary range is $60,000 based on experience. We are open to part-time, which would reduce the salar.
135 East 64th Street
Robert Sterling Clark Foundation
New York, New York
The Operations Manager has her/his finger on the operations of the foundation with key responsibilities in administration, finance, investments, grants management, technology, human resources and special projects. S/he is an integral member of the five person Foundation team, and plays a vital role in helping make the foundation run smoothly.
The Robert Sterling Clark Foundation is focused on creating a more vibrant and just New York City by investing in her people. The foundation does this by investing in individuals, the organizations that develop them, and the networks of which they are a part. The resources of the Foundation, created in 1956, come from the Singer sewing machine legacy.
Office and Administrative Management
Day-to-day, the Operations Manager is independently responsible for the smooth functioning of our office. This person will be expected to (this is not a complete list):
• Answer phones and coordinate messages;
• Send and coordinate the receipt of office mail;
• Order supplies for the office and programs, and generally maintain the office;
• Coordinate logistics for events as needed, including booking space, ordering food, and coordinating other logistics;
• Handle organizational insurance, legal filings, contracts and vendor relationships;
• Ensure accurate internal data management and effective organizational systems;
• Schedule and make arrangements for board meetings, including preparing materials, and arranging for space and food.
• Coordinate and schedule conference room bookings
• Manage the foundation’s facility, work with building managing agent,
Financial Management and Administration
The Operations Manager will manage our finance and compliance systems in order to help maintain the Foundation’s financial health. In addition, this person will handle the administrative and compliance requirements associated with the Foundation’s endowment. This person will be expected to:
• Manage payment of bills, including receiving and processing invoices, creating and sending invoices, and managing accounts payable and receivable;
• Coordinate with the Foundation’s accountant to review and report cash flow;
• Provide information for annual audit;
• Work with staff and Board to coordinate financial transactions with appropriate banks;
• Dispense petty cash and prepare reports; and
• Manage requests for budget updates from staff and Board.
• Work with the foundation’s Investment Advisor and Financial Institutions to process new investment fund subscriptions;
• Monitor investment activity and print out monthly and quarterly statements through each of the investment fund portals;
• Process and coordinate wire transfers and capital calls
• Schedule quarterly investment calls with Investment Advisor and Investment Committee
The Operations Manager will be responsible for managing the proposal and grants flow for Foundation. This includes the following:
• Prepare grant files;
• Prepare and distribute grant award letters and checks;
• Coordinate communication between the Foundation and grantees; and
• Oversee logistics for grantee events.
Human Resources Management
The Operations Manager will be expected to:
• Oversee payment schedule and issue payments for consultants and contractors, and maintaining proper documentation;
• Maintain staff HR records and ensuring their security; and
• Support the President in ensuring compliance with federal, state and local employment regulations.
Technology and Systems Management
The Operations Manager will be expected to
• Maintain the Foundation website, including updating content as necessary;
• Use GIFTS Online database (or another comparable system);
Special Projects Coordination
The Operations Manager will be involved in supporting the foundation’s work with other funders. This person will be expected to:
· Assist with and help coordinate activities and initiatives of the foundation
· Coordinate involvement and activities in collaborations with other foundations, such as the Racial Equity Fund, Peer Skill Exchange, and Capacity Building Group.
The ideal Operations Manager candidate has:
• Excellent attention to detail;
• Proactive skill and ability to manage up;
• Demonstrated experience with establishing and managing data and/or office systems
• Ability to work both independently and in collaboration with diverse stakeholders;
• Experience with project management, spreadsheets, the Microsoft suite of products, and Google sheets;
Interest in social change, economic mobility and leadership development
Schedule is 24-40 hours/week, to be negotiated with candidate (We are open to part-time). This position also includes attendance at some events on weekday evenings. The position is based at the Foundation’s offices on the Upper East Side of Manhattan.
Benefits include medical insurance, vacation and a retirement plan.
Minimum Education Required