Operations Manager

Job Title: Operations Manager
Supervisor: Executive Director
Position Status: Full-time
Position Location: Virtual, regular travel required with a preference for a NY, MA or VA homebase.


Position Summary: The Operations Manager is responsible for managing day-to-day operations of Mothers Out Front, building innovative systems and processes to enable us to operate effectively as a largely virtual organization both within Massachusetts and across New York, Virginia, and other new states. Reporting to the Executive Director in close collaboration with the Finance Manager and overseeing the Administrative Assistant, the position serves as an essential organizational hub in areas of finance transaction processing, human resources, IT and administration.


About Mothers Out Front: Mothers Out Front is building a diverse national movement of are mothers, grandmothers, and other caregivers coming together to make climate change an issue that our leaders can no longer ignore. Our goal is to build a powerful grassroots movement to ensure a swift, complete, and just transition away from fossil fuels and toward clean and renewable energy. We enable mothers to take active leadership in protecting their children by providing the structure, training, and tools for them to work together on campaigns in their communities and at the statewide level. We are a growing volunteer-led, national organization with a current staff presence in Massachusetts, New York, Vermont and Virginia.



Office and Virtual Work Environment (40%)

Manage cloud computing including Google Apps (Email, Calendar, Groups, Drive) and WebEx. Provide support and training for staff and volunteers, and liaise with IT support vendor. Advise on improvements and enhancements for virtual collaboration.


  • Cultivate an office environment that utilizes virtual tools to increase personal connections between staff, volunteers and community members.

  • Design and implement office processes as we grow, documenting them in an Operations Handbook as a resource for staff and volunteers to ensure smooth operations.

  • Develop and oversee virtual office platforms that support staff and volunteer efficiency.  

  • Manage transition to a virtual office space, and an organization-wide consideration of what our physical office space needs are.

  • Oversee the purchasing of supplies and communications materials as needed.

  • Manage vendor relationships.

  • Maintain administrative credit card.

  • Oversee company hardware including computers and printers.

  • Oversee merchandise fulfillment process.

  • Manage the revenue reporting for merchandise sales and sales tax with the DOR.

  • Serve as liaison to any physical office space.

  • Manage organizational insurance.

  • Obtain business registration in new states as we grow, with support from the finance manager and legal counsel.

  • Manage Administrative Assistant position and coordinate with Financial Manager.


Financial Transaction Management (40%)

  • Manage proper documentation and timely submission of vendor invoices, staff credit cards, and expense reimbursements for approval and payment.

  • Ensure staff and volunteers are informed “how the system works.” Follow up on unusual situations or discrepancies.

  • Manage receipt and documentation of revenue in NationBuilder and related fundraising software. This includes ensuring that checks and cash are deposited in a timely manner; that documentation for all revenue, including pledges, is maintained in a complete, accessible system consistent with the reporting needs set by the finance manager.

  • Maintain PayPal and other vendor accounts.

  • Act as back-up to Finance Manager on payroll and other accounting tasks.

  • Assist with reconciling NationBuilder and Quickbooks.

  • Work to streamline financial processes to minimize redundancy and duplication of effort.


Human Resources (20%)

  • Manage hiring process by overseeing placing ads for vacant positions, acknowledging receipt of resumes to each candidate, screening resumes and scheduling interviews.

  • Manage employee health insurance and other benefits.

  • Oversee the research of new and alternative benefits.

  • Maintain HR manual with inputs from finance manager and managing director.

  • In collaboration with the Executive Director, implementing performance management.

  • In collaboration with the Executive Director, oversee materials and coordinate logistics for board meetings and staff retreats.

  • In collaboration with the Executive Director, establish a system for receiving and responding to staff requests and feedback.

  • Assist managing director in other areas consistent with growing a thriving place to work.



  • Minimum of five years’ experience preferably in a non-profit, membership or advocacy organization.

  • Analytical, organized, logical thinker with a proven ability and verifiable track record in creating administrative, financial, and operational processes and systems, managing them in a fast-paced environment, and using sound judgment to solve problems as they arise.

  • Exceptional attention to detail.

  • Ability to succeed in a changing, fast-paced environment, to plan and prioritize effectively, to manage multiple projects, and to meet competing demands and deadlines.

  • Excellent interpersonal skills and ability to gain the confidence of a variety of constituents. Experience working with volunteers is a plus.

  • Flexibility and ability to work well in a team. Interest in learning about organizing and how to establish systems to enable the work of organizers and volunteers. Willingness and ability to support volunteers and staff in learning new skills.

  • Experience in a variety of software, notably accounting and fundraising software.

  • Experience working in a virtual office environment preferred.

  • Intermediate knowledge of technology, with Google Apps for Work experience strongly preferred.

  • Travel to Cambridge, MA an estimated 2-4 times per year.

  • While this position is virtual, there is a preference for candidates based in one of our states of operation (MA, NY, VA).

  • A strong commitment to support the mission of Mothers Out Front.


Serious applicants should forward a cover letter and resume to [email protected]. Applications will be accepted until position is filled.

Women, people of color, LGBTQs, and members of other historically disenfranchised groups are especially welcome and encouraged to apply.

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