Manager of Operations

Interfaith Philadelphia

Since its founding in 2004, Interfaith Philadelphia has challenged the region’s residents to dare to understand one another. In order to promote social harmony and inter-religious and inter-group understanding, Interfaith Philadelphia equips individuals and communities for interfaith engagement, builds collaborative relationships, and stands in solidarity with our diverse neighbors. Our bold vision is to have our region reflect the vibrancy of a religiously diverse democracy, one in which all people are valued, distinctive traditions are welcomed, and people of diverse backgrounds collaborate to shape a just and compassionate society.

Summary of Position

Interfaith Philadelphia seeks a highly organized, detail-oriented Manager of Operations to support the smooth functioning of our growing nonprofit organization. This role is responsible for day-to-day financial administration, office operations, database and technology management, and organizational administrative systems.

The Manager of Operations plays a key role in maintaining internal systems that support Interfaith Philadelphia’s programs, communications, finances, and staff operations. The ideal candidate is proactive, comfortable with technology systems, and enjoys building efficient processes that allow a mission-driven organization to thrive.

Responsibilities

Communications and Technology

• Prepare and distribute email blasts for upcoming programs and fundraising campaigns
• Create forms and surveys through WP Forms and Zapier for program registrations
• Support in-person and virtual program logistics
• Update website content in WordPress, including staff and board bios, sponsors, and other routine updates
• Maintain fluency with technology and software including but not limited to: QuickBooks, Salesforce, Zoom, Google Business Suite, WordPress, WP Forms, Zapier, Campaign Monitor

Administrative

• Maintain staff and contractor records, including PTO tracking, conflict of interest forms, and personnel documentation in accordance with Records Retention Policy
• Manage and maintain agency database and maintain expertise in Salesforce, including following new features, data updates, and system improvements
• Manage organizational Zoom accounts, recordings, and access settings
• Manage Google Workspace including calendars, file storage, and emails
• Handle photocopying, meeting and program preparation, and support for all parts of the agency
• Coordinate mailings and e-correspondence as needed
• Maintain and manage Board and Executive Committee records, minutes, materials, policies, and forms
• Supervise administrative volunteers and interns

Finance

• Maintain organizational bookkeeping using QuickBooks and Salesforce, including coding and entry of revenue and expenses
• Reconcile accounts on a monthly basis
• Track incoming checks and donations and ensure timely processing
• Prepare monthly financial reports for the Director of Development & Finance and Treasurer
• Process gifts and support aspects of events and fundraising activities.
• Pay bills, process invoices, and manage expense and check request systems
• Prepare checks and bank deposits and maintain organized financial records and statements
• Maintain documentation and collaborate with accountant on the annual audit

Office and Facilities Management

• Serve as primary contact for building operations and shared office needs, including coordination with property management and vendors
• Manage office equipment and services such as copier, phone system, internet, and postage machine
• Maintain insurance and vendor policies, contracts, lease, audit, and other filing as assigned
• Change security code for door on annual basis, after each summer or major personnel changes
• Maintain the organization’s shared calendar for meetings, programs, and conference room assignments
• Purchase, maintain, and backup agency-specific computers, software, office equipment, and program supplies
• Maintain and update phone system greeting and extensions
• Provide office orientation for new employees, interns, and volunteers
• Maintain office storage and inventory

Qualifications

• 3–5 years of administrative, operations, or nonprofit management experience, ideally in a small nonprofit or mission-driven organization
• Strong organizational skills and attention to detail
• Strong experience with financial administration or bookkeeping
• Ability to manage multiple systems and projects simultaneously
  • Strong written and verbal communication skills
  • Ability to work both independently and collaboratively in a small team environment
  • Comfort learning new technologies and improving internal systems
  • Experience with WordPress or website equivalent, online form platforms, Zapier, Quickbooks, and Salesforce

Key Qualities

• Highly organized and systems-oriented
• Detail-focused and reliable
• Proactive problem solver
• Comfortable with technology and databases
• Mission-driven
• Collaborative

Salary and Benefits

• $45,000-$55,000 salary, commensurate with experience
• Healthcare benefits, generous PTO, 401(k), professional development
• Hybrid work schedule