Reporting to the Chapter Executive Director, the Director of Operations is a key member of the chapter responsible for delivering on key objectives of the Association. This position is responsible for key elements of the technical and operational infrastructure of the chapter. This includes development of relevant strategies and maintenance of Office administrative systems and operations, conference services, volunteer service program, backup IT & Walk to End Alzheimer’s registration. This position has direct supervision responsibilities for the seven Office Managers and is also responsible for partnering with Illinois Leadership Team members to ensure full deployment of Administrative roles assigned to those leaders. In addition, this role will be responsible for collaborating with the other two chapters in Region 9 (Greater Indiana and Greater Kentucky/Southern Indiana) to take advantage of all resources across the region available to meet organizational goals. This position will be a liaison with Home office regarding on-boarding new staff, and disseminating policies and procedures.
- Oversee the chapter-wide operations and IT supporting multiple state offices and chapter headquarters, including:
- Supervise Chicago and state office managers to insure that daily operations are smooth and efficient, including professional growth and performance
- Supervise Accounting/Data Entry Specialist
- Management of the Administrative budget of $1 million
- Act as staff liaison to Home Office Operations functions including IT, HR, Donor Services, etc.
- Maintain all office administration communication systems and equipment
- Assist in the onboarding process of new staff
- Serve as point person providing technical support for decentralized Volunteer Management across the chapter and responsible for aspects of Volunteer Management that do not fit within a particular department (i.e. process for vetting of volunteers who self-nominate prior to assignment to a department)
- Primary liaison between Regional Finance team and Illinois Leadership Team responsible for efficient day-to-day financial functions (budgeting, PRFs, etc.)
- Responsible for ordering of goods and services across the chapter resulting in greatest possible cost savings.
- Primary liaison to Regional HR Manager is terms of managing or charts, job descriptions, etc.
- Power user of Concur Expense Management Software
- Serve as staff liaison/trainer for Concur Expense Management Software
- Track & report key strategic and operational metrics and needed
- Other duties as assigned
Conference Services
- Interface with home office conference services
- Plan and execute staff meeting and retreat(s)
- Provide support and assistance for other conferences & Association events as needed
- Liaison with outside vendors and other conference service providers
Walk to End Alzheimer’s - Registration
- Ensure day of registration area is operating in compliance with home office policies and procedures
- Assign staff team lead at all walk events
- Responsible for the training and management of all registration staff/volunteers working on the day of the walk
- Collaborate with Home office, Statewide Walk Director and/or Chief Development Officer
- Responsible for the setup of volunteer registration area at all walks including, ordering supplies, space configuration, on site security and post walk funds transfer back to office/bank
- 10 years of experience in Office Administration, including five years in a director level role, managing staff
- Experience in a non-profit setting strongly preferred with a clear understanding of non-profit accounting methods
- Functional fluency with MS Word, Excel, PowerPoint, Google Mail, and Google Drive
Key Professional Attributes
- Superior communicator (written/verbal) with the ability to motivate others to maximize potential
- Strategic decision making skills, demonstrating effective cost/benefit (trade-off) analysis and reflecting process oriented solutions
- Goal and outcome focused, reflecting a clear appreciation on both the needs of diverse client populations and the organization’s operational limits
- Demonstrated management skills, including the ability to set clear goals, organize projects, establish and manage budgets, develop work processes and supervise professionals
- Innovative with the requisite skills to navigate and negotiate organizational change
- Strong awareness of the social, economic, political environment in which the Association operates, since part of its effectiveness is in partnering in the larger community