Operations and 5K Director

Position Profile

The Operations and 5K Director reports to the Executive Director and works across the organization to ensure smooth, effective day-to-day operations while strengthening systems and processes. This highly hands-on role oversees financial and office administration, volunteer operations, technology, communications, and special projects, including the fall and spring city-wide 5Ks.

The ideal candidate is organized and proactive, a strong problem solver who can manage multiple priorities, anticipate needs, take ownership of projects, and move between planning and hands-on execution.

Key Responsibilities

5K Operations

• Lead end-to-end planning and execution of the fall and spring city-wide 5Ks, including timelines, vendors, logistics, equipment, supplies, volunteers, communications, and event-day operations.
• Manage event inventory, storage, participant and vendor data, and registration and event logistics inquiries.
• Work with staff, vendors, volunteers, and partners to anticipate challenges, troubleshoot issues, and ensure successful events.
• Conduct post-event reviews and implement improvements for future events.

Financial & General Operations

• Manage routine financial administration, including bills, staff and vendor reimbursements, program registration invoicing, accounts payable and receivable, expense tracking, and follow-up on outstanding invoices.
• Maintain accurate receipts, transaction coding, and supporting documentation and provide materials to the external bookkeeper in a timely manner.
• Prepare routine financial information and reports and support monthly reconciliation in coordination with the Executive Director and external bookkeeper.
• Oversee day-to-day office operations, including supplies, equipment, records, email portals, and organizational systems.
• Assess and improve organizational processes, proactively identifying opportunities to increase efficiency and address operational challenges.
• Maintain accessible and organized electronic records and document key processes and institutional knowledge.
• Oversee organizational technology systems, platforms, portals, and related operational needs.
• Lead staff onboarding, orientation, and offboarding.
• Manage special projects in support of the strategic plan and serve as a resource to staff for day-to-day operational needs and problem-solving.

Volunteer Operations

• Oversee the general volunteer program, including recruitment, outreach, scheduling, communications, engagement, and follow-up.
• Partner with the Development Manager on corporate volunteer relationships and opportunities.
• Coordinate volunteer events and maintain organized systems for tracking volunteers, opportunities, schedules, and event needs.
• Represent the organization at volunteer and outreach events, including volunteer fairs.

Communications & Marketing Support

• Coordinate the organization-wide communications and social media calendar and develop, create, and post social media content in collaboration with staff.
• Maintain the website and organizational digital and marketing assets, including photos, stories, logos, videos, and other collateral.
• Support the development of organizational marketing materials in collaboration with internal and external resources.

Skills, Knowledge and Expertise

Required Qualifications

• Bachelor’s degree or four or more years of equivalent relevant experience.
• Experience in operations, administration, project management, or a related field.
• Strong organizational, project management, and problem-solving skills, with the ability to manage multiple priorities independently and follow projects through to completion.
• Experience with routine financial administration, including QuickBooks, AP/AR, invoicing, reimbursements, coding, recordkeeping, and reconciliation support.
• Strong written and verbal communication skills and the ability to work effectively with staff, volunteers, vendors, and partners.
• Proficiency with Google Workspace and Microsoft Office, particularly Excel.
• Ability to work independently and collaboratively in a small-office environment.
• Availability to work select evenings and weekends for 5Ks and key organizational events.
• Comfort working in a hybrid environment and willingness to undergo a background check.

Preferred Qualifications

• Three to five years of nonprofit experience, including volunteer coordination.
• Experience with large-scale events, complex logistics, or community-based programs.
• Experience with youth, wellness, fitness, or education programs.
• Familiarity with Canva, Asana, Slack, or similar tools.

Girls on the Run values the well-being and growth of our staff. We offer a supportive and inclusive work environment, a collaborative team culture, and a variety of benefits designed to help you thrive both professionally and personally. Benefits may include:

• Medical, vision and dental insurance
• Retirement plan with 3% employer match
• Life insurance
• 20 days of PTO (vacation, sick and personal time)
• Nine holidays and three floating holidays
• Sumer Fridays (half-days)