be_ixf;ym_202404 d_21; ct_50 YES! I want to make a difference TODAY!

Office and Operations Manager

  • Full time
  • Chicago
  • $93,600-$98,600 USD / Year

Website Paul M. Angell Family Foundation

Job Title:                           Office & Operations Manager

Supervised by:                 Director of Operations

Supervises:                       Administrative/Program Assistant

Classification:                  Fulltime, exempt

Expected start date:        May 2024

 

ABOUT US

The mission of the Paul M. Angell Family Foundation (PMAFF) is to work towards a world of thriving and equitable communities in which the promise and power of the arts flourish, and where healthy oceans sustainably support the human and other animal species that depend on them. PMAFF is entering a time of significant growth and change, with larger grantmaking portfolios and a vibrant team. In recent years, the foundation has awarded approximately 350 grants each year totaling over $35 million dollars annually. This year, the foundation will more than double in staff size and award over $50 million in grants. For more information, please visit the foundation’s website.

ABOUT YOU

You believe, as we do, that diverse perspectives create the best results. You are comfortable working with the Board of Directors and members of the organization’s senior leadership team. You welcome flexibility and the opportunity to develop new ways to help the team build its capacity. You approach work with an equity mindset and prioritize diplomacy and listening and learning from others. You understand the privilege that working in philanthropy confers.

 

THE WORK SCHEDULE

Normal working hours, 9 am-5 pm, Monday-Friday; evening and weekend work needs may occur occasionally with proper notice. Currently, we have a hybrid working environment with alternating workdays, remote and on-site at a Chicago loop location. In-person obligations may grow over time.

 

THE COMPENSATION

The salary range is $93,600-$98,600, depending on professional and lived experience. Generous benefits include three weeks of paid vacation the first year; 11 paid holidays; office closure between December 26th and New Year’s Day, 12 weeks paid parental or adoption leave; 100% employer-paid premiums for health, dental, and vision insurance; 100% employer-paid life insurance as well as short- and long-term disability; generous professional development funds; and up to 9% of salary paid by employer into a retirement account.

 

ABOUT THE POSITION

The Office & Operations Manager is a new role for PMAFF and supports the Board of Directors and some members of the senior leadership team: the Managing Director, Director of Operations, and Director of Talent and Culture. The Office & Operations Manager anticipates the needs of the Directors and maintains effective lines of communication; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with competing deadlines; and manages the office and executes special projects.

 

ABOUT THE RESPONSIBILITES

Executive Support (60% of the position)

  • Coordinate internal and external meetings for the Board of Directors and staff Directors.
    • Develop and circulate materials, arrange building access, set up technology, and other logistical coordination.
    • Take and distribute meeting notes as needed.
  • Provide administrative assistance and project support for the staff Directors.
  • Provide logistical and management support for the execution of Board-related activities.
  • Manage the staff Directors’ calendars. Make travel arrangements when necessary. Ensure efficient coordination and organization.
  • Ensure annual required documents are signed by the Board and staff in adherence to policies.
  • Provide staff support for the Board nominations and Board onboarding process.
  • Implement and manage an organizational wide calendar system.
  • Process credit card expenses reports for Board of Directors and staff Directors.

Operations Management (30% of the position)

  • In summer 2024, lead the Foundation’s relocation to a downtown location: manage the timeline, the budget, the assignment of duties, liaise with the tech firm, etc.
  • Ensure efficient office operations.
  • Research and make recommendations for policy and procedure changes.
  • Handle the purchase of equipment.
  • Identify new tools in line with PMAFF’s growth.
  • Serve as main contact with building management.
  • Organize and assign the use of office and conference room spaces. Troubleshoot issues.
  • Monitor the work of the outsourced IT managed service provider.
    • Work with them to resolve technology issues and enhance technology.
    • Negotiate their scope of work.
  • Manage any other office vendor and provider relationships: negotiate terms, review scope of work, monitor contracts and invoices, maintain appointments.
  • Assist the Director of Operations with developing the office budget. Monitor office budget.
  • Document foundation memberships and ensure on-time renewal and payment.
  • Write and/or copyedit materials when needed, such as RFPs, reports, memos, and contracts.

Staff Management (Approximately 10%)

  •  Interview, coach, and supervise the Administrative/Program Assistant. Ensure the staff member:
    • Has a clear understanding of what is required of them to be successful.
    •  Receives support and useful supervision and guidance on a regular basis.
    • Receives fair, constructive feedback on their work on a regular basis. Receives a performance assessment annually.
    • Receives professional development and assistance they need.
    • Has the resources necessary to do their job.
    •  Participates in the decisions in their program area and feels empowered to make decisions.
    • Is encouraged to collaborate with others engaged in the work.
    • Is provided experiences to keep abreast of current trends, emerging issues, policies, political landscape, influential leaders, and best practices.
    • Understands the expectations and is involved in goal setting.
  • Participate in developing performance improvement plans, if necessary.
  • Ensure that HR forms and personnel records are properly kept for the Administrative/Program Assistant.

 

Other

  • Actively participate in required staff and Board meetings and partner with staff on agenda items and materials.
  • Participate in educational opportunities and professional networks.
  • Protect the organization by keeping its information confidential.
  • Other duties as assigned.

 

THE PHYSICAL REQUIREMENTS

  • While performing the duties of this job, the employee is regularly required to talk and hear and use hands to operate equipment such as computers, phones, photocopiers, scanners, and filing cabinets. Reasonable accommodation will enable qualified individuals with disabilities to perform the position’s essential functions.
  • Some work at off-site locations may be required and some of them may not be fully accessible.

 

DO YOU POSSESS THESE EXPERIENCES AND QUALITIES?

  • Minimum of five years of administrative and/or operations experience in a nonprofit or a foundation.
  • Several years of previous experience working with executives and Board of Directors.
  • Several years of previous experience supervising staff and/or interns and/or teams.
  • Previous experience negotiating contracts and monitoring the work of outsourced firms, preferably an IT firm.
  • Previous project management experience involving multiple team members and different areas of work. Proven ability to develop and meet deadlines. Experience using project management software a plus.
  • Ability to thrive in a dynamic environment. Comfortable with ambiguity and shifts in scope of duties.
  • Experience researching information and data and developing reports for analysis and decision making.
  • Previous experience developing or monitoring an administrative or office expense budget would be preferred.
  • Advanced technical acumen essential, with proficiency in virtual meeting platforms, MS Outlook, Word, Excel, and PowerPoint. The ability and willingness to quickly learn and utilize new technologies. Experience with Adobe Acrobat strongly preferred.
  • Previous experience providing basic IT desktop support. Experience with Apple products is a plus.
  • Demonstrates a growth mindset with a continuous learner lens and curiosity. The ability to create and maintain standards of high performance and accountability while fostering innovation and improvement.
  • Ability to communicate information accurately, listen effectively, and ask questions.
  • Keen attention to detail.
  • Experience working effectively with diverse constituencies, personalities, and viewpoints.
  • Awareness of and continuously addresses one’s privileges, biases, and cultural preferences and how they impact collaboration. Recognizes that individuals and groups can gain and demonstrate knowledge and skills in a variety of ways.

 

We are committed to building a diverse and inclusive organization and are most interested in finding the best candidate for the job. That candidate may come from a background less traditional to our field of work, and that’s just fine. And we know all candidates won’t possess every single one of our desired qualities. We strongly encourage interested candidates to apply.

 

OUR DIVERSITY AND EQUAL OPPORTUNITY CORE VALUE

Paul M. Angell Family Foundation is committed to equal employment opportunity and to compliance with applicable local, state, and federal antidiscrimination laws which prohibit discrimination and harassment against any employees or applicants for employment based on their actual or perceived race, color, religion, age, ancestry, marital status, protective order status, military status, sexual orientation, gender identity, gender expression, work authorization status, pregnancy and the potential or intention to become pregnant, AIDS/HIV status, medical condition, status as a victim of domestic, sexual, gender or criminal violence, certain arrest or criminal history records, lack of a permanent mailing address or a mailing address that is a shelter or social services provider, and use of lawful products outside of work during non-working hours.

 

We will not tolerate discrimination or harassment based upon these characteristics or any other characteristic protected by applicable federal, state, or local law.

 

HOW YOU CAN APPLY

  • Please send a cover letter which highlights why you would be a good fit for this particular position, your resume, and where you learned of the position to Kris Torkelson, President, Torkelson Consulting, Inc. at  search@torkelsonconsulting.com
  • Please type “Manager position, Last Name, First Name” in the subject line.
  • Incomplete applications will not be considered.
  • Interviews will begin in early April, with the goal being to fill the position by mid-May.

To apply for this job email your details to search@torkelsonconsulting.com

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