Operations Manager

Under the supervision of the Director of Operations and Strategic Initiatives, the Operations Manager plays a critical role in ensuring that MACA’s organizational infrastructure is strong, secure, and efficient. This is a high-accountability position that blends day-to-day operational oversight with executive-level administrative support. Working closely with MACA leadership, staff, contractors, and external partners, the Operations Manager builds and maintains reliable systems, strengthens internal controls, and ensures consistent follow-through so that the organization can focus on its mission of protecting children and supporting families. The office for this position is located at 11 Beacon Street in Boston, MA, however the position can be located anywhere within the state. Travel within the state, including once a week to the Boston office, is required.

DUTIES AND RESPONSIBILITIES

EXECUTIVE & ORGANIZATIONAL SUPPORT:

• Provide proactive executive support to MACA leadership [Executive Director, Director of Grants and Finance and the Director of Operations and Strategic Initiatives], including complex calendar management, meeting preparation, correspondence drafting, and coordination of key internal timelines and deliverables.
• Support HR and benefits administration coordination through MACA’s Professional Employer Organization (PEO), including onboarding logistics, record maintenance, and timeline tracking.
• Prepare and organize meeting materials (agendas, notes, action items) and maintain follow-up systems to ensure decisions result in timely execution.
• Support Board and membership meeting logistics, documentation, and scheduling as needed.

FINANCE OPERATIONS & INTERNAL CONTROLS:

• Coordinate day-to-day finance workflows, including invoice intake and routing, expense reimbursement processing, and receipt tracking.
• Maintain audit-ready digital filing systems for financial documentation.
• Document and maintain clear approval processes and internal control procedures to safeguard organizational resources.
• Support grant and contract administration by maintaining tracking calendars, required documentation packets, and reporting/reimbursement files in alignment with grant and contractual requirements.

SYSTEMS ADMINISTRATION & VENDOR MANAGEMENT:

• Maintain and optimize MACA’s core operational platforms, including Google Workspace, cloud-based file storage systems, Zoom, CRM systems, payroll/benefits platforms, and financial tools.
• Serve as the primary point of coordination with outsourced IT and other vendors, track requests through resolution.
• Maintain vendor documentation, including contracts, renewals, and key contacts.
• Maintain onboarding and offboarding checklists for systems access, ensuring baseline security practices such as multi-factor authentication (MFA) wherever available.
• Identify and recommend improvements to streamline operations and strengthen organizational efficiency.

OFFICE OPERATIONS (HYBRID ENVIRONMENT):

• Oversee essential office operations at 11 Beacon Street to ensure the workplace remains functional, welcoming, and prepared for staff, partners, and convenings.
• Coordinate incoming and outgoing mail and general administrative workflows.
• Track operational supplies and service needs; coordinate vendors and maintenance as needed.
• Maintain both physical and electronic filing systems related to financial, operational, HR, and programmatic documentation.

SECONDARY RESPONSIBILITIES:

(Responsibilities will be prioritized based on organizational needs and capacity.)

• Assist with special projects to strengthen operational maturity (e.g., drafting and updating SOPs, creating dashboards and trackers, improving documentation and file organization).
• Provide logistical support for occasional events, trainings, convenings, and partner meetings.
• Support development initiatives as needed, including maintaining operational documentation related to fundraising activities.

MINIMUM PROFESSIONAL REQUIREMENTS:

• 3–5+ years of experience in nonprofit operations, executive support, office management, or comparable roles requiring independent judgment and high confidentiality.
• Advanced proficiency in Microsoft Excel (including formulas, pivot tables, and data tracking) and strong working knowledge of Word and PowerPoint, Adobe Acrobat, Calendly, and poll software (SurveyMonkey, Microsoft Forms, etc.).
• Demonstrated ability to manage multiple priorities independently with accuracy, discretion, and strong follow-through.
• Excellent written and verbal communication skills.
• High level of professionalism, confidentiality, accountability, and sound judgment.
• Ability to travel statewide as needed.

PREFERRED QUALIFICATIONS:

• Experience coordinating with outsourced accounting/bookkeeping and/or IT vendors.
• Experience supporting grant administration, reporting calendars, contract documentation, or reimbursement workflows.
• Ability to document and improve processes [SOPs, checklists, templates] and drive operational consistency.
• Familiarity with common nonprofit systems (e.g., Google Workspace administration, CRM platforms, payroll/benefits systems).

The Massachusetts Children’s Alliance is committed to providing equal opportunity in its recruitment and hiring practices without regard to sex, age, race, color, religion, ability, national origin, sexual orientation, pregnancy, military status, marital status, genetic information, or any other protected status under applicable local, state, or federal law. MACA is committed to building a diverse workforce and strongly encourages people of color, people with disabilities, bilingual/bicultural individuals, and members of the LGBTQ+ community to apply.

MACA belongs to a PEO offering health, vision, and dental insurance; a 401(k) with employer contribution; paid time off as well as 13 observed holidays; a hybrid work model; and professional development support.