Operations Manager

About NAMI Racine County

NAMI Racine County is the local affiliate of the National Alliance on Mental Illness. We are an independent 501(c)(3) nonprofit organization dedicated to realizing our vision of a compassionate community where all people affected by mental illness live healthy, fulfilling lives in Racine County. Our mission is to provide advocacy, education, support, and public awareness.

Position Overview

Job Title: Operations Manager

Reports to: Executive Director

Direct reports: Marketing and Development Assistant, Outreach Coordinator

Job Status: Full-time: 40hrs; Exempt; Salaried

Pay: $41,000 - $47,000 annually

Position Summary

The Operations Manager at NAMI Racine County will maintain efficient and effective daily operations through management of finance, office operations, administration, and supervision of direct reports. This position is essential for NAMI Racine County to operate as a fiscally responsible affiliate of the National Alliance on Mental Illness. The person in this position will collaborate closely with internal stakeholders to drive administrative priorities and be the leader start-to-finish for initiatives supporting these goals.

Organizational Culture

GOALS: Mission Driven · Collaborative · Resilient · Hopeful · Inclusive · Compassionate · Self-Starters

Located in a small office environment, every day is driven by our personal and professional passions for mental wellbeing. If you’re a self-starter, eager to contribute your skills to a passionate team, and believe in the power of compassion to transform lives, we encourage you to apply for this position.

Position Description

This description is written with the intention of creating a clear picture of the role and may not be inclusive of all responsibilities. Other duties may be assigned as needed.

Operational Administration:

Execute financial operations including but not limited to: detailed bookkeeping, accounting, and financial documentation; timely preparation of financial reports monthly for Board meetings and on an as needed basis; accounts receivable, accounts payable; payroll; coordination of payments and signed checks with account signatories; collaborative fiscal year budgeting; accurate and timely entries in QuickBooks Online

Responsibility for timely filing of nonprofit filings, annual business tax registrations, certificates of registration, nonstock reports, collection and submission of required documentations for annual insurance audit and financial audits/reviews

Ensure smooth office operations including but not limited to: maintaining digital and physical records per retention policy; processing memberships (payment tracking, expiration renewal notices, updates in NAMI 360 system); adhering to NAMI and NAMI Wisconsin affiliation requirements including documents uploaded annually; creating and maintaining databases and lists as needed (e.g. membership, donor); implementation and oversight of CRM platform, collaborate effectively with other employees or volunteers who have access or will need information from these databases; processing incoming and outgoing mail and bulk mailings; ensure office has adequate inventory and supplies and maintain general orderliness; Project management of strategic and operational goals related to administration, operations, technology, and efficiency.

Manage administrative needs for NAMI Racine County employees and volunteers including but not limited to: accurate tracking and communication of benefits; maintain employee personnel files; primary support for employee onboarding and offboarding in collaboration with Executive Director and/or employee’s direct supervisor; create and maintain database of accounts/permissions/passwords;

Coordination of background checks; annual security trainings for IT

Team Leadership:

Directly oversee the training and performance of direct report(s). Support recruitment and training.

Provide ongoing support, mentorship, coaching, and professional development opportunities to team members to enhance team skills and job satisfaction and enable team to be effective ambassadors of the mission

Professionally collaborate with the Executive Director and Operations Committee to establish, review, and/or revise operational policies ensuring NAMI Racine County operates in alignment with values, vision, and mission of the organization; re-enforcement of policies and procedures

Maintain strong professional relationships with vendors (e.g. IT service provider) and coordinate service and outgoing maintenance for office equipment and technology (e.g. phone, internet)

Willingly provide administrative support as needed and requested by the Executive Director including but not limited to: Regular updates to the grant tracking spreadsheet; Maintain an operational calendar with high level view of ongoings of the organization; development, event, or programmatic support; Work closely with the Executive Director to develop project plans, set timelines, and allocate resources.

Serve with integrity as a leader in the organization

Serve as the staff representative on the Operations Committee and work closely with the Chair to establish agenda and ensure all documentation is shared in a timely and effective way with committee members and as a participant of other committees relevant to the position (e.g. Events Committee or Development Committee)

Other Responsibilities:

Adhere to policies, procedures, and best practices to ensure compliance with grant requirements and/or strategic/operational goals

Timely, accurate, and complete distribution, collection, and reporting of evaluations, impact statements, and/or attendance/demographic information related to membership, donors, or operational goals

Administrative and logistical tasks including coordinating presenters/volunteers, scheduling space, and other logistics for advocacy initiatives

Attend NAMI-related trainings and workshops

Adhere to branding requirements

Willingness and ability to travel locally

Work flexible hours to participate and support program coordination, events, and volunteer needs, including occasional evening and weekend work

Cultivate a supportive team environment, adapt to changing priorities, and support organizational goals

Communicate proactively, efficiently and effectively, and professionally internally and externally

Skills

We’re looking for a collaborative and experienced operational and financial steward who will embrace the excitement and challenge of managing operations for a nonprofit organization. In addition to the position-specific skills below, we welcome applicants who take initiative, embrace accountability, and help NAMI Racine County create a culture conducive to teamwork and impact.

Technical Proficiency: Highly proficient with QuickBooks Online (3+ years experience), Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), general comfort with technology willingness and ability to learn other systems as needed

Project and/or Program Management: Demonstrated proficiency handling multiple projects, balancing overlapping timelines, setting priorities, initiating and scaling initiatives, and meeting objectives ideally in a mission-driven nonprofit environment

Leadership/Coaching: Proven ability to lead, inspire, guide, and develop a diverse and effective team toward achieving operational goals.

Self-starter: willing and able to strategize, experiment, improve, grow, and take initiative. Self-motivate and follow through on projects and tasks independently and without reminders

Relationship Building

Passion: Personal passion for the mission and vision of NAMI Racine County

Communication: Effective and compassionate interpersonal communication.

Hardware support and maintenance: Willingness and ability to do primary troubleshooting on toner/copy machine, smart TV, computers and equipment, network, meeting OWL and accessories, and postage machine

Attention to Detail

Strategic and Critical thinking: Ability to develop effective solutions, set attainable goals, develop strategies, and implement plans

Continuous improvement mindset: Willingness to learn, receive and provide feedback, and utilize resources to improve skillset over time

Please apply even if you do not have all of the skills listed above. Share your potential for growth in your cover letter.

Benefits**

12 paid holidays

2 weeks PTO to start*

Flexible hours. Requirement to be in-office during office hours (9am – 3pm M-Th). Remaining 16 hours of work can be done in the office or remotely with an agreed upon schedule in advance. Staff must work together to cover open office hours*

Indoor, casual office

Mileage reimbursement at federal rate*

105B medical reimbursements up to 10% of annual salary*

4 hours paid volunteer time at any Racine County 501c3 nonprofit

mental illness, BIPOC, LGBTQ+, and disability friendly

membership to NAMI

*90 Day probationary period and other eligibility requirements apply

**Benefits are subject to change

Nondiscrimination Policy

NAMI Racine County is committed to providing equal employment opportunities to employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, orientation, and identity. Ability to stoop, bend, reach; comfortably use technology, computer, telephone, copy machine; lift or move objects less than 20lbs; drive; and verbally articulate thoughts will likely be essential to the position. Please note, to be offered this position, you must pass a national criminal background check.

How to Apply

Apply on LinkedIn or submit your resume and a cover letter to Bridget Munson, Executive Director, at . Incomplete applications without a cover letter will not be considered. We look forward to reviewing your application and welcoming a driven professional who shares our commitment to our community.