Operations Manager



Operations Manager

Employment Type:

Part time


Seattle, WA


$65,000 - $72,000 (FTE)

Application Contact:

Melanie Matthews, COO c/o search@campionadvocacyfund.org

Job Description:

The Campion Advocacy Fund is seeking an enthusiastic and experienced administrator to join our small operations team.  We are looking for someone who enjoys working in a fast-paced environment; balancing multiple priorities and getting things done accurately and on-time.

The Operations Team (comprising the COO, Operations Manager, and Executive Assistant) works hard to ensure that the day-to-day operations of the Campion Advocacy Fund and Campion Foundation run smoothly, managing grantmaking, finance, technology, and logistics for both organizations, and ensuring that the Trustees, CEO and Program Officers are supported and able to focus on program goals and mission.  You need to be as comfortable working alone, and providing your own motivation to get work done, as you are working in a team.
About the Campion Advocacy Fund
Headquartered in Seattle, the Campion Foundation was founded by Tom and Sonya Campion in 2005 after the successful public offering of Zumiez, the action-sports apparel and equipment retailer, co-founded by Tom Campion in 1978. The Campion Advocacy Fund was founded in 2013 to support and strengthen the Campion team’s efforts to end homelessness in the US and protect wilderness in western North America through direct advocacy and political engagement.  The Campion Foundation continues to exist as a grantmaking mechanism; however, the Campion Advocacy Fund has evolved as the primary entity for executing the goals of the organization.
Operations Manager—Primary Responsibilities
Reporting to the COO, the Operations Manager is a key member of the operations team, working together to ensure the two separate but affiliated Campion organizations run efficiently and effectively.  All team members are expected to think about the development and management of the best office systems to support this work.  You will have lead responsibility for grants management and bookkeeping but our goal is to operate a ‘fluid’ team, where each member of the operations team is able to step-in and do what it takes to get things done in a timely manner. 
In this role, you may never establish a ‘typical’ day.  You may spend your time setting up for a meeting, negotiating a new vendor contract, tackling a technology issue, ensuring expenses are entered and paid through QuickBooks, and/or working with Program Officers and Grantees to send out invitations through our online grants management system (GIFTS Online).  Everyone on the Campion team needs to be willing to make coffee and tidy the kitchen.
Operations Team duties include:

  • Provide basic bookkeeping service using QuickBooks (including data entry, invoice processing, and cash flow monitoring) to ensure accurate and timely financial records are maintained.
  • Produce basic financial reports through QuickBooks to support decision-making and budget tracking.
  • Support annual audit process for Campion Advocacy Fund and Campion Foundation through preparation of expense schedules and other reports.  Liaise with auditors as necessary.
  • Work with the COO and external accountants to prepare and submit the annual 990 and 990-PF for the Campion Advocacy Fund and Campion Foundation respectively.
  •  Ensure all bookkeeping activities support the Document Retention Policies of the Campion Foundation and Campion Advocacy Fund.
  • Support the COO in the development and implementation of cost control procedures, and other financial management tools.
  • Working with the COO, ensure compliance with all applicable IRS, federal and state regulations relating to the Campion Advocacy Fund and Campion Foundation’s finances.
 Grants Management
  • Manage, and refine as necessary, the grant process for the Campion Foundation, ensuring compliance with all internal requirements as well as IRS rules and regulations, including but not limited to:
    • responding to general grant inquiries,
    • sending grant invitations and report reminders,
    • communicating with grantees and new applicants about Foundation procedures,
    • generating grant agreements,
    • processing applications and reports, and
    • preparing and distributing docket books.
  • Regularly review grantmaking policies and procedures, and revise as necessary.  Document, communicate and implement any necessary changes.
  • Maintain the accuracy and integrity of the MicroEdge GIFTS database for Foundation grants and sponsorships, including data entry; organizing and filing documents, publications, and reports; updating records; developing standard processes for use; and training staff to use the system.   
  • Maintain the accuracy and integrity of paper files as required.  Work with staff and Trustees to explore streamlining opportunities.
  • Serve as a technical resource for staff on grants management and administration issues.
  • Develop and maintain a grants process and database for the Campion Advocacy Fund ensuring compliance with all internal requirements as well as IRS rules and regulations.
  • Ensure all grants management activities support the Document Retention Policies of the Campion Foundation and Campion Advocacy Fund.
  •  Keep abreast of best practices and legal requirements in grantmaking through participation in PEAK Grantmaking, and other professional development opportunities.  Incorporate new policies and procedures into the grantmaking of both the Campion Foundation and Campion Advocacy Fund to ensure that the Foundation operates legally, efficiently and effectively.  Inform COO and other staff of current issues that may affect grantmaking.
 Office Management/Technology
  • Overall development and management of basic office systems (including, but not limited to, contacts database, orientation packets, accounts manual)
  • General office operations, including processing mail, ordering kitchen and office supplies and equipment, scheduling and setting up conference room and catering, and maintaining calendar and contacts database. 
  • Manage vendor relations, ensuring day-to-day interactions are consistent with the vision and values of the Campion Foundation and Campion Advocacy Fund.
  • Manage technology including phone system, computers and laptops, and software purchasing, working with support contractors as necessary.  Ensure systems are highly functioning, reliable, and accessible, and regular back-ups are completed 
  • Train and support staff and Trustees in use of all systems and equipment, including hardware, software, phones, copier, etc.
  • Ensure all office activities support the Document Retention Policies of the Campion Foundation and Campion Advocacy Fund.
  • Organize resources, file documents, publications, and reports (electronic and paper).
  • Maintain an up-to-date contacts database, segmented appropriately.
  • Train and support staff and Trustees in use of all systems and equipment, including hardware, software, phones, copier, etc.
 Administrative Support
  • Provide executive support to CEO and Trustees, including but not limited to, meeting scheduling and logistics, and writing correspondence.
  • Provide occasional administrative support to other staff as needed, including but not limited to formatting presentations, developing correspondence, booking travel, scheduling meetings, and managing meeting logistics.
  • Respond to written and verbal enquiries about the work of the Campion Foundation and Campion Advocacy Fund, working with staff as necessary.
  • Ensure that meeting minutes for Campion Foundation docket meetings and Campion Advocacy Fund annual meeting are complete and accurate.
  • Identify, collate and share (with Communications Officer and other staff) interesting and relevant stories from our grantees.
  • Send out communications on behalf of Campion Foundation and Campion Advocacy Fund, using MailChimp.
  • Work with our Communications Officer to ensure uniform brand presentation across all communication media, including our online grantmaking system. 
  •  Ensure all communication activities support the Document Retention Policies of the Campion Foundation and Campion Advocacy Fund.
 Additional Duties
  • Regularly review and, as necessary, improve grantmaking and administrative processes to assure that customer service, operations, and program activities are consistent with the mission, vision, and values of the Campion Advocacy Fund and Campion Foundation.
  • Adhere to the Document Retention Policies of the Campion Foundation and Campion Advocacy Fund.
  • Additional tasks as necessary to ensure the smooth operation of the Campion Foundation and Campion Advocacy Fund.

Who We Are Looking For
The ideal candidate will be a seasoned administrator with broad base of logistical and administrative experience, and with strong organizational, project management, and communication skills.   You will be self-motivated and flexible (if you need routine, this position is not for you!) with the ability to never lose sight of the big picture while still focusing on the details.  Accuracy is essential.
The successful candidate will enjoy working as part of the operations team to ensure that the Campion Advocacy Fund runs effectively and efficiently, and will be able to work independently with minimal supervision.  You must be able to work on multiple tasks simultaneously, and to prioritize and follow up on urgent matters in a timely manner.  Confidentiality and diplomacy are essential.
Strong candidates will be able to demonstrate familiarity with QuickBooks and MicroEdge GIFTS Online, and will have significant experience using the Microsoft Windows/Office software environment, including Word and Excel.  Experience with MailChimp is preferred but not essential.
A minimum of 6 years of experience in an operations role, preferably in a nonprofit or philanthropic organization, would be preferred.  The ability to be flexible with working hours at occasional peak periods would be beneficial, but is not essential.
Given Campion’s small staff, a collaborative approach is essential. The Operations Manager will work with the entire Campion team and interact regularly with external stakeholders, so a positive attitude and strong interpersonal skills are critical.
Salary and Benefits
This is a part-time (0.75 FTE; 30 hours per week), exempt position located in downtown Seattle.  Salary range: $65,000 to $72,000 (FTE), depending on qualifications and experience.  Excellent benefits package.
To Apply
E-mail a cover letter and resume to search@campionadvocacyfund.org  by 5 p.m. on Monday, June 26, 2017.  No phone calls please.
Campion Advocacy Fund is committed to hiring a diverse workforce and all qualified applicants are encouraged to apply.
Campion Advocacy Fund
1904 Third Avenue, Suite 405
Seattle, WA, United States
Phone: 2066865313
Web: www.campionadvocacyfund.org

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