Operations Manager

The Operations Manager plays a central role in strengthening Chicago Debates’ internal systems and ensuring smooth cross-functional execution across development administration, finance, data integrity, executive and leadership support, and program administration. This role is a high-trust, detail-driven position that blends strategic operations with hands-on implementation. The Senior Operations Manager serves as a key liaison to external accounting support and helps protect the organization’s operational health through consistent compliance, accurate data, and reliable internal workflows.

Core Responsibilities:

Development & Grants Administration

• Oversee the administration of the AmeriCorps grant to ensure Chicago Debates maintains full compliance with all program, reporting, documentation, and audit requirements.
• Manage internal timelines and coordination with relevant staff to ensure accurate and timely AmeriCorps submissions.
• Maintain organized digital and physical grant documentation for audit readiness.
• When needed, support the facilitation of Chicago Debates’ grant research, reporting, and writing process in collaboration with the Executive Director and relevant team members.
• Support internal data collection and narrative inputs for foundation and public grant reports as assigned.
• Support all Development event planning, coordination, and logistics.

Finance and Data Management

• Lead the processing, coding, and coordination of revenue in collaboration with TriPeak Accounting to ensure all organizational revenue is properly recorded and reconciled.
• Track revenue workflows and ensure timely handoff of documentation needed for accurate monthly financial reporting.
• Oversee data entry and integrity for finance, donors, and other key relationships in the Chicago Debates CRM.
• Develop and maintain clear internal protocols that support high-quality finance and CRM practices.
• Identify gaps, recommend improvements, and support adoption of streamlined processes that strengthen financial controls and data reliability.
• Ensure Chicago Debates maintains high integrity in finance processes by reinforcing documentation standards, approval workflows, and accurate recordkeeping.

Administrative Support

• Provide high-level administrative support to the Executive Director, including calendar coordination, meeting preparation, internal tracking, and follow-up on priority actions.
• Provide administrative support to the leadership team to improve cross-department coordination and project execution.
• Support internal planning cycles, including preparation of materials for leadership meetings, board-related coordination as requested, and operational tracking.

Program Administration Support

• Provide project-based administrative support to the Program Team, including but not limited to:
  • Trophy, award, and recognition item coordination
  • Printing and distribution of program materials
  • Student data management support
  • Debate en Español tournament management support
  • Other operational needs tied to annual tournaments, showcases, and student experiences
• Maintain organized systems for recurring program administrative tasks to reduce staff burden and improve delivery timelines.

Cross-Functional Leadership Expectations

• Serve as a dependable operations partner across departments, balancing responsiveness with strong prioritization.
• Maintain consistent communication with internal stakeholders to ensure clarity on timelines, responsibilities, and deliverables.
• Model a proactive, solutions-oriented approach that helps the organization improve how work gets done.

Core Competencies

• Operational excellence: Ability to build, manage, and improve systems that support organizational health.
• Project management: Strong planning, execution, follow-through, and timeline ownership.
• Financial and data integrity: High attention to detail and commitment to accuracy and documentation.
• Compliance mindset: Comfort working within rules-based funding environments, especially public grants.
• Communication: Clear and timely communication across teams and with external partners.
• Judgment and discretion: Ability to handle sensitive information with professionalism and care.

Minimum Qualifications

• Bachelor’s degree or equivalent professional experience.
• 4 to 6 years of relevant experience in operations, grants administration, finance support, or nonprofit management.
• Demonstrated experience coordinating with external finance or accounting partners.
• Skilled with CRMs and data systems, with a track record of maintaining clean and accurate records.
• Strong proficiency with Google Workspace or Microsoft Office tools.

Preferred Qualifications

• Experience administering AmeriCorps or other public grants.
• Experience working in youth development, education, or mission-driven nonprofit environments.
• Familiarity with donor databases and fundraising operations.
• Comfort supporting leadership-level planning and coordination

Working Conditions and Requirements

• Ability to work occasional evenings or weekends during peak program or event periods.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain high attention to detail across routine and time-sensitive tasks.

Compensation & Benefits

The starting salary range for this position is $57,000 to $62,000, commensurate with experience. Chicago Debates provides a competitive, people-centered benefits package that includes:

• Health Insurance: Chicago Debates covers 75% of employee health insurance premiums.
• Paid Time Off: Generous PTO policy, 10 paid holidays, and two annual office closures, Winter Break (Christmas through the day after New Year’s Day) and a Summer Shutdown during the week of July 4.
• Professional Development: Dedicated support for growth, including funding for approved professional development opportunities aligned with organizational needs and the individual’s career goals.

Chicago Debates is an equal opportunity employer. We are committed to creating an inclusive environment for all employees. Read our non-discrimination policy here.

Interview Process and Timeline

Our interview process will include three rounds, designed to give you a clear picture of the Operations Manager role and our organizational culture, while allowing us to learn more about your experience and approach to operations.

Round 1: Initial Interview

• Date: Tuesday, January 13, 2026
• Time: 10:00 a.m. CT
• Format: Virtual

Round 2: Team Panel Interview

• Date: Tuesday, January 20, 2026
• Time: 10:00 a.m. CT
• Format: Virtual

Round 3: Final Interview

• Date: Tuesday, January 27, 2026
• Time: To be determined (we will coordinate based on mutual availability)
• Format: In-person preferred (if feasible)

Additional Notes

• Candidates advancing between rounds will be notified via email with confirmation details and any relevant materials.
• Dates are planned in advance; however, Chicago Debates reserves the right to adjust specific times if needed. Any changes will be communicated promptly.

Compensation & Benefits

The starting salary range for this position is $57,000 to $62,000, commensurate with experience. Chicago Debates provides a competitive, people-centered benefits package that includes:

• Health Insurance: Chicago Debates covers 75% of employee health insurance premiums.
• Paid Time Off: Generous PTO policy, 10 paid holidays, and two annual office closures, Winter Break (Christmas through the day after New Year’s Day) and a Summer Shutdown during the week of July 4.
• Professional Development: Dedicated support for growth, including funding for approved professional development opportunities aligned with organizational needs and the individual’s career goals.