Colorado Nonprofit Association

Nonprofit Operations Manager

Mackintosh Academy, Boulder, an independent K-8th school is seeking an Nonprofit Operations Manager for immediate hire for the 23/24 school year. Mackintosh Academy is a co-educational, IB world school, serving gifted students in the Boulder area. This is an exciting opportunity for a highly motivated, efficiency-minded, and entrepreneurial person to continue to help shape, streamline and improve our school operations while also serving as part of the collaborative administrative team.

Broad Scope of Position:

The Operations Manager reports to the Head of School and is a critical member of the School’s Administrative Team. The Operations Manager will assist in managing and maintaining the school’s administrative systems, supporting best allocation of school resources, and undertaking a variety of projects and oversight that improve the operational efficiency and expand the auxiliary services of the school. The Operations Manager is a 9 am – 5 pm position.

Essential Duties & Responsibilities:

Human Resources:

• Assist with updating of job descriptions and posting of open positions. Provide support for the interview and hiring process.
• Run background checks on candidates and employees.
• Assist new employees with onboarding and benefits enrollment; serve as point of contact for all benefits questions
• Attend training on various HR-related topics.
• Maintain employee files.
• Review and update employee and operational handbooks.
• In close coordination with the Head of School, work with the school’s outside legal and HR counsel to ensure compliance and respond to concerns.

Business Office Support

• Provide support to the CFO and Business Office; submit invoices to off-site bookkeeper.
• Deposit checks/cash and assist with accounting for programs such monitoring classroom budgets.
• Oversee the credit card documentation process through the Expensify app.
• Collect, review, and report hours for all hourly employees.
• Monitor family enrollment in Tuition Management Program; reconcile Tuition, Tuition Assistance and additional school program numbers with internal enrollment numbers.
• Serve as the point of contact for all tuition issues and questions. Monitor accounts receivable; first point of contact for tuition payment delays.
• Use billing software, or implement new solutions, for internal sales such as Pizza Fridays.

Vendor Management

• Review and supervise all vendor contracts (e.g. telephones, Blackbaud, copiers, etc.).
• Collect tax forms and other required documentation from vendors.
• Oversee the work of all outside contractors to ensure compliance with contractual agreements and budgetary restrictions.
• Evaluate, purchase and oversee property, liability, D & O and workers’ compensation insurance programs.

Facilities

• Oversee the Facility Manager who runs the daily operations, maintenance, and cleaning of the school facilities.
• Coordinate facilities set-up for meetings; train staff on use of technology.
• Assist in planning for longer-range facilities maintenance and improvements. Oversee improvements and renovation projects.

Technology

• Oversee the school’s technology program, ensuring that staff and classroom technology needs are met.
• Oversight of our outside technology vendor; assess vendor annually.
• Manage the school’s Blackbaud database, including setting up new accounts, training staff and families in use of the program, and adapting the program to best meet the school’s needs.

Administrative

• Serve as a member of the Administrative Team, Health Team, and Risk Management Team.
• Coordinate regular surveys of various stakeholder groups.
• Assist in managing and maintaining the school’s administrative systems, including the possibility of moving systems into digital formats and appropriately updating document retention policies.
• Coordinate the allocation and scheduling of school resources such as classrooms, equipment, and transportation services.
• Undertake a variety of projects and oversight that improve operational efficiency, cost-savings options, and expand the auxiliary services of the school.
• Ensure compliance with safety regulations, emergency preparedness protocols, and accreditation standards.
• Provide support for and oversight of after-school programs and employees. Serve as administrator on duty during after school programs; close down buildings at the end of each day.
• Support the front office and provide occasional front office coverage.
• Support and participate in a culture fueled by collaboration, communication, and inclusiveness.
• Perform other duties as assigned by the Head of School.

Exhibit the following core values and leadership skills:

• A passion for operations and efficiency
• A strong work ethic and a quick thinker who will dive deep into problems and get to the root causes in addition to providing solutions.
• Honest, reliable, and strong integrity. Takes pride in quality work and maintains the highest levels of confidentiality and discretion.
• Ability to prioritize and to ask for help when needed.

Required Qualifications & Skills

• To perform this job successfully, an individual must be able to perform each essential duty with or without a reasonable accommodation satisfactorily. The requirements listed are representative of the qualifications, knowledge, skill, and/or ability required.
• Bachelor’s degree or applicable experience required, preferably in business, education, or nonprofit management/operations.
• Experience holding leadership positions in non-profits or independent schools is a plus.
• Experience and skill with technology including: Excel (intermediate), Google Drive products, and data systems (Blackbaud or other data driven solutions).