Operations Manager

Job Type

Part Time


Details: Competitive salary commensurate with experience.



Start Date



San Rafael
United States


Program: ELM is a music school in the Canal neighborhood of San Rafael that provides tuition-free, multi-year music education, ensemble and performance opportunities to youth from under-resourced communities to develop confidence, passion, discipline and other skills needed to succeed in life. We have just moved into our new office space, are expanding, and looking for enthusiastic, experienced individuals to join our growing mission driven program.


Position Summary:  The new Operations Manager is an hourly position approximately 30 hours per week who will oversee accounting and reporting, human resources, and provides administrative support for development operations. The ELM Operations Manager will provide a single point of contact for all day-to-day ELM business operations and administrative oversight of the new office and music studios at 2955 Kerner Boulevard, San Rafael, CA. This position reports to ELM’s Executive Director, is supported by ELM’s Controller, and works closely with ELM’s Music Program Coordinator.


Key Responsibilities: This position manages the budget, provides administrative oversight for the ELM office, human resources, payroll, employee contracts, and development work. 

       Accounting and Reporting

·     Prepare and maintain budgets for current and future years

·     Manage accounts payable and income (Quickbooks)

·     Manage financial reporting/financial statements (Quickbooks) with support from Controller

·     Support ELM budget (track expenses, provides data for annual budgeting process)


Administrative oversight of ELM Office (2955 Kerner Blvd.)

·     Develop and approve organizational and administrative policies and procedures

·     Manage alarm system, keys

·     Care for and maintain ELM office equipment and 

·     Manage contracts and vendors (insurance, transportation, letters of agreement)


Human Resources 

·     Prepare payroll for employees, independent contractors and vendors (through Paychex)

·     Write job descriptions

·     Job postings

·     Produce independent contractor and teaching artist contracts and ensure compliance

·     Ensure employee handbook is in compliance and drafts updates

·     Oversee insurance



·     Manage foundation relationships including budgeting, financial statements and reporting, grant calendar

·     Maintain relationship management software including:  contact information, gift processing, acknowledgements, and prospect meetings/research updates

·     Prepare and mail fundraising letters

·     Provide administrative support in preparation of, during and following events

·     Coordinate and send 2-3 newsletters

·     Produce and mail two solicitations annually

·     Provide admin support of major donor program (tracking donors and gifts, producing materials)


Program and Board support

·     Help oversee that organizational goals are being implemented in a systematic, streamlined fashion

·     Provide support to and attend Board meetings (once per quarter)

·     Project and calendar management as needed

·     Support strategic planning and evaluation efforts

·     Board and committee communication 


Other duties as assigned/relevant


Required skills and experience:

·     B.A./B.S. Degree

·     Strong financial skills and experience with non-profit management

·     Very detail-oriented and efficient with ability to multi-task

·     Enjoys working in a busy environment, interacting with families and musicians

Work experience with:


Budget management and reporting

Electronic and paper file organization

 Calendar scheduling and maintenance (management)

 Database management

·     Strong written and oral communications skills

·     Strong sense of diplomacy and the ability to represent ELM in a professional manner

·     Interest in growing professionally with a mission-driven, social justice organization


Familiarity with frequently-used software / systems: 


Bloomerang (or other donor database system)



Microsoft Office (Word, Excel, PowerPoint)

Level of Language Proficiency


Professional Level

None specified

Minimum Education Required

4-year degree